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          PRESS <RIGHT ARROW> AND PAGEDOWN TO VIEW MANUAL
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                   PROPERTY MASTER
                              Rental Property Database
                                    Version 4.01
          
                                  Michael Belofsky
                                MSdataBase Solutions
                              614 Warrenton Terrace NE 
                                 Leesburg, VA 22075
                                   (703) 777-5660
          
                                    May 22, 1994
                      (C) Copyright 1990-1994 Michael Belofsky

          
                                                                        2
          
          
          
          1.0 LICENSE AGREEMENT
          
          The  registered version of this program is licensed to  a  single 
          user.  You may use it on more than  one machine provided that  it 
          is  not  used simultaneously  by several  people.  You  may  make 
          copies  of  this program  for  backup purposes   only.   You  may 
          transfer  the program  to  another  user. However,  all   copies,  
          either on floppy or hard  disk,  must  be  erased,  destroyed  or 
          transferred  to the new user.  This  license shall  be  effective 
          from  the date you open this package and remain in effect  for  a 
          period of fifty (50) years. 
          
          MSdataBase Solutions warrants that this program will work as  set 
          forth in this documentation. In the event of defects in materials 
          (the   floppy  disk(s)),  the floppy disk(s)  will  be  replaced. 
          Except  for the limited warranty set forth above, the program  is 
          provided "as is".  MSdataBase Solutions makes no other  warranty, 
          expressed  or implied,  with respect to the program and  specifi-
          cally  disclaims the  implied  warranties  of merchantability and  
          fitness   for  a particular  purpose.  Some states do  not  allow 
          the   exclusion   or limitation  of  implied warranties,  so  the 
          above   exclusions   and limitations  may  not   apply   to  you.  
          This   warranty   gives  you specific  rights  and you  may  also 
          have other rights  which  vary from state to state.
          
          Under  no circumstances shall MSdataBase Solutions be  liable  to 
          you  for any damages, claims or losses whatsoever, including  but 
          not limited to any claims for lost profits, lost savings or other 
          special,  incidental or consequential damages arising out of  the 
          use  or  inability to use the program regardless of  the  circum-
          stances.
          
          Property  Master: Rental Property Database is a  "shareware  pro-
          gram"  and is provided at no charge to the user  for  evaluation. 
          Feel free to share the "unregistered" version with your  friends, 
          but  please  do not give it away altered or as  part  of  another 
          system.  The essence of "user-supported" software is  to  provide 
          personal computer users with quality software without high  pric-
          es,  and  yet provide incentive for programmers  to  continue  to 
          develop  new products. If you find this program useful  and  find 
          that  you are using Property Master and continue to use  Property 
          Master after a reasonable trial period, you must make a registra-
          tion  payment of $25 (or $50 for upgrade and manual: see  below). 
          The  registration  fee will license one copy for use on  any  one 
          computer at any one time. You must treat this software just  like 
          a  book.  An  example is that this software may be  used  by  any 
          number of people and may be freely moved from one computer  loca-
          tion  to another, so long as there is no possibility of it  being 
          used at one location while it's being used at another. Just as  a 
          book cannot be read by two different people at the same time.
          
          Commercial  users  of Property Master: Rental  Property  Database 
          must register and pay for their copies of Property Master  within 

          
                                                                        3
          
          
          
          30 days of first use or their license is withdrawn.  Site-License 
          arrangements may be made by contacting MSdataBase Solutions,  614 
          Warrenton Terrace NE, Leesburg, VA 22075. (703) 777-5660.
          
          Anyone distributing Property Master: Rental Property Database for 
          any kind of renumeration must first contact MSdataBase  Solutions 
          at  the address above for authorization. This authorization  will 
          be automatically granted to distributors recognized by the ASP as 
          adhering  to its guidelines for shareware distributors, and  such 
          distributors may begin offering Property Master: Rental  Property 
          Database immediately. If MSdataBase Solutions sent a  distributor 
          a  copy  of  Property Master, then such company  may  also  begin 
          offering  Property Master: Rental Property Database  immediately. 
          Please refer to the VENDOR.TXT file.
          
          
          2.0 DEFINITION OF SHAREWARE
          
          Shareware  distribution  gives  users a chance  to  try  software 
          before  buying  it. If you try a Shareware program  and  continue 
          using  it,  you  are expected to  register.  Individual  programs 
          differ  on  details  -- some request  registration  while  others 
          require  it, some specify a maximum trial period. With  registra-
          tion,  you get anything from the simple right to  continue  using 
          the software to an updated program with printed manual.
          
          Copyright  laws apply to both Shareware and commercial  software, 
          and the copyright holder retains all rights, with a few  specific 
          exceptions  as stated below. Shareware authors  are  accomplished 
          programmers,  just like commercial authors, and the programs  are 
          of  comparable quality. (In both cases, there are  good  programs 
          and bad ones!!) The main difference is in the method of distribu-
          tion.  The author specifically grants the right to copy and  dis-
          tribute  the software, either to all and sundry or to a  specific 
          group.  For  example,  some authors  require  written  permission 
          before a commercial disk vendor may copy their Shareware.
          
          Shareware  is a distribution method, not a type of software.  You 
          should find software that suits your needs and pocketbook, wheth-
          er  it's  commercial  or Shareware. The  Shareware  system  makes 
          fitting  your needs easier, because you can try before  you  buy. 
          And  because the overhead is low, prices are low also.  Shareware 
          has  the  ultimate money-back guarantee -- if you don't  use  the 
          product, you don't pay for it.

          
                                                                        4
          
          
          
          3.0 HOW TO REGISTER
          
          PROPERTY MASTER: Rental Property Database is a shareware product. 
          You  may make copies of this computer program and pass them  onto 
          friends for their evaluation.   If you use this program, you  are 
          encouraged to pay a registration fee of $25 to the address below.
          
          For an additional $25.00 [ $50 Total ], you will receive a print-
          ed  manual  and  an upgrade to the next  major  version  (usually 
          within 6-12 months). Your comments and suggestions will make  the 
          next  version  even  better. This will also  include  an  interim 
          update if the 1099 form changes.
          
                                  Michael Belofsky
                                MSdataBase Solutions
                              614 Warrenton Terrace NE
                                 Leesburg, VA 22075
                                   (703) 777-5660
          
          1) Fill in the registration form in this manual or use the regis-
          tration  form  in the program when you first  start  running  the 
          Property Master program. Please make sure you tell me what floppy 
          size. If not noted, a 3.5" 720K floppy will be sent.
          
          2) You may also call us at (703) 777-5660 to register. We  accept 
          Mastercard, Visa and Discover.
          
          3)  Upon  receipt of your registration form & fee, you  will  re-
          ceive the most up-to-date version. This "registered" version will 
          not  have  the initial welcome screen or ask you if you  want  to 
          create an order form. Thank you for your support. Your  registra-
          tion   fee  entitles  you to use this   software   on   a  single  
          computer  and make as many copies of  this  software  for  backup 
          purposes.  Site-Licenses are available for business  use.  Please 
          call for a quote.
          
          4) You may order the standard registration for $25. You may  also 
          elect  to  purchase the $50 registration.  The  $50  registration 
          includes  everything in the standard registration plus a  printed 
          manual  and an upgrade to the next major release (usually  within 
          6-12  months).  Also, if the 1099 tax form changes, you  will  be 
          sent an interim update for this.
          
          5) Technical support is provided as described below.
          
          6)  Within the program, there is  a  suggestion/comment/criticism 
          form.  Please  use this to tell me what you like  or  don't  like 
          about  the program. Please also tell me what additional  features 
          you  would like to see in the program so I can make  this  better 
          (Also  provide  example report formats, etc. if  possible).  Your 
          feedback  is  very important to me. This program  has  been  made 
          better  by  implementing your comments and suggestions.  I  thank 
          everyone for their help and support.

          
                                                                        5
          
          
          
          
          
                                  REGISTRATION FORM
                                  -----------------
          
          To   purchase  and register your copy of PROPERTY MASTER:  Rental 
          Property   Database, please complete the following form and  mail 
          with  your check, money order,  Discover,  VISA or   Master  Card 
          for   $25.00 [ or $50 for "upgrade" registration ] to:  (You  may 
          also call.)
          
                                  Michael Belofsky
                                MSdataBase Solutions
                              614 Warrenton Terrace NE
                                 Leesburg, VA 22075
                                   (703) 777-5660
          
          Name:                   _________________________________________
          
          Address:                _________________________________________
          
          Address:                _________________________________________
          
          City, State, Zip:       _________________________________________
          
          Home Telephone:         _________________________________________
          
          Work Telephone:         _________________________________________
          
          Disk Size:              5.25" ________              3.5"_________
          
          Mastercard: _____  Visa: _____  Discover: _____  Check/MO: ______
          
          Credit Card Number: ___________________________  Expires: ___/___
          
          Signature: ______________________________________________________
          
          PLEASE SPECIFY REGISTRATION: ___ $25 Standard    ___ $50 Upgraded
          
          If you are a Virginia Resident, please add 4.5% tax  ____________
          
          Amount Enclosed:   ______________________________________________
          
          Program Version Number (On Copyright screen): _4.01___ IMPORTANT!
          
          Where did you purchase this program (catalog or BBS name): ______
          
          _________________________________________________________________
          
          Comments: _______________________________________________________
          
          _________________________________________________________________

          
                                                                        6
          
          
          
          4.0 SUPPORT POLICY
          
          
          4.1 Telephone:
          
          Call  (703) 777-5660 if you have any questions. The best time  to 
          call  is  in  the evening 7-11PM EST or  on  weekends.  Technical 
          support is free. However, we ask that you call us or allow us  to 
          return  the call collect. (If this is a business and  you  cannot 
          accept collect calls please tell us.) YOU ARE ALSO ENCOURAGED  TO 
          CALL BEFORE YOUR REGISTER IF YOU NEED ANY HELP. 
          
          
          4.2 Mail:
          
          You  may also send requests for help, comments,  suggestions  and 
          criticisms to the address above. Your letter will be acknowledged 
          promptly. 
          
          
          4.3 Delphi:
          
          I am currently on Delphi. My ID is BELOFSKY.
          
          
          5.0 OMBUDSMAN STATEMENT
          
          Michael  Belofsky  is a member of the  Association  of  Shareware 
          Professionals  (ASP). ASP wants to make sure that  the  shareware 
          principle  works for you. If you are unable to resolve  a  share-
          ware-related problem with an ASP member by contacting the  member 
          directly, ASP may be able to help. The ASP Ombudsman can help you 
          resolve  a  dispute or problem with an ASP member, but  does  not 
          provide technical support for member's products. Please write  to 
          the  ASP  at 545 Grover Road, Muskegon, MI USA  49442-9427,  Fax: 
          (616) 788-2765, or send a CompuServe message via CompuServe  Mail 
          to ASP Ombudsman 70007,3536.

          
                                                                        7
          
          
          
          6.0 A NOTE ABOUT UPGRADING THIS PROGRAM
          
          When  you  order this program from a shareware  distributor,  you 
          will receive the "shareware" version of this program. This share-
          ware  version is a fully functioning program. It is identical  to 
          the  "registered"  version  with two exceptions: 1)  There  is  a 
          "commercial welcome screen" on the program which reminds you that 
          you  are  using   a  shareware version  and  encourages  you   to  
          register   the program. Press any key to remove this  screen.  2) 
          After  you remove the "commercial welcome screen", you  will  see 
          the following question: "Do You  Wish To Print Out An Order Form? 
          (Y/N)".  Press Y to see  the order form. Press N to not  see  the 
          order form. 
          
          When you send in your registration fee, I will send you the  most 
          up-to-date "registered" version of the program.  This  means  you 
          will  immediately  go to the Main Menu when you start  up.   This 
          "registered" version may be more up-to-date than the program  you 
          received  originally. 
          
          When you get this program, you will reinstall it using  A:INSTALL 
          <ENTER> (or B:INSTALL <ENTER>). If you used the default directory 
          (RENTAL),  you may use it again. If you changed the name  of  the  
          directory, you should use the same directory name.
          
          PLEASE  REALIZE THAT BEFORE YOU UPGRADE YOUR PROGRAM  YOU  SHOULD 
          BACKUP YOUR DATA. THIS IS JUST A PRECAUTION. Because whenever you 
          upgrade the program, your existing data will work with  your  new 
          version. YOU WILL NOT HAVE TO RE-ENTER ANY OF YOUR DATA.
          
          If  you are a current user, I will send you a  letter  mentioning 
          the newest features. If you like the features, you will have  the 
          opportunity  to upgrade your program usually for $15.00.  If  the 
          1099  form  changes between tax years, you may also  purchase  an 
          "interim" update for $5.00.

          
                                                                        8
          
          
          
          7.0 BEFORE YOU INSTALL
          
          
          7.1 If You Have A CD ROM Drive
          
          If  your CD ROM drive is on, please make sure that you have a  CD 
          in it. Otherwise, the install program will think that your CD ROM 
          drive's door is open.
          
          
          7.2 Do You Have Enough Hard Disk Space?
          
          After the initial welcome screen during the install, the  program 
          will  ask you which hard disk you would like to install  to.  The 
          program  will  list  the required minimum space  to  install  the 
          program  at the top of the screen. Each drive that  is  available 
          for  installation will also display the remaining free space.  If 
          you choose a disk drive with less space available than  required, 
          the program will not go forward. Please exit the install  program 
          and free up hard disk space.
          
          
          7.3   Let  The  INSTALL  Program  Modify  Your  AUTOEXEC.BAT  and 
          CONFIG.SYS
          
          The  install program must make changes to your  AUTOEXEC.BAT  and 
          CONFIG.SYS files. Backup files will be made. (Of course, you must 
          reboot your machine before the changes take effect.)
          
          
          7.4 If You Received A Printed Manual, You Do Not Need To  Reprint 
          It
          
          If you are reading this manual in printed form before you install 
          the  program, you do not need to print the manual. When the  pro-
          gram  asks  you  to  print out the  manual  (also  known  as  the 
          README.TXT file), say BYPASS THIS OPERATION. Although, since this 
          is shareware, you probably had to print it.
          
          
          7.5 What Are All These AUTOEXEC and CONFIG Files With Numbers?
          
          As previously stated, the program will make backup copies of your 
          CONFIG.SYS   and  AUTOEXEC.BAT.  These  copies  will   be   named 
          AUTOEXEC.01, AUTOEXEC.02,... and CONFIG.01, CONFIG.02,... You may 
          delete  these files. Better yet, save them to a floppy  and  then 
          delete them, just in case.

          
                                                                        9
          
          
          
          8.0 BEFORE YOU RUN THIS PROGRAM
          
          1) You must let the install program change your AUTOEXEC.BAT  and 
          CONFIG.SYS (or you must do so manually). 
          
          The  AUTOEXEC.BAT must have the following line added  (which  the 
          install will do for you):
          
          SET CLIPPER=F99
          
          This  should  be at the top of the file or after  the  @ECHO  OFF 
          command.
          
          2) The CONFIG.SYS must have the following line (which will be in-
          stall will do for you):
          
          FILES=99
          
          The  number can be higher than 99. 
          
          3)  This  you must check for manually. If you  have  a  SHARE.EXE 
          command in your AUTOEXEC.BAT or CONFIG.SYS file, you must add the 
          following to the end of the line: /f:4096 .
          
          If the line looks like this (in CONFIG.SYS):
          
          DEVICE=C:\DOS\SHARE.EXE
          
          change to:
          
          DEVICE=C:\DOS\SHARE.EXE /F:4096
          
          (If  there  are other things on the line as well,  just  add  the 
          /f:4096  after the EXE part. Note that it can be upper  or  lower 
          case.)
          
          If the line looks like this (in AUTOEXEC.BAT):
          
          C:\DOS\SHARE.EXE
          
          change to:
          
          C:\DOS\SHARE.EXE /F:4096
          
          (If  there  are other things on the line as well,  just  add  the 
          /f:4096  after the EXE part. Note that it can be upper  or  lower 
          case.)
          
          5)  Before the program will work, however, you must  reboot  your 
          machine.  (To reboot, either turn off the machine for a few  sec-
          onds and then turn back on or press the CTRL, ALT and DELETE keys 
          at the same time. Please remove any floppies you may have in your 
          disk  drives.) IF YOU HAVE DOS 6.0 OR LATER, READ THE  ADDITIONAL 

          
                                                                       10
          
          
          
          COMMENTS  BELOW. If you need help, please call me at  (703)  777-
          5660.
          
          
          9.0 BEFORE YOU RUN THIS PROGRAM IF YOU HAVE DOS 6.0 OR LATER
          
          1) If you are not sure what version of DOS you have, type in  the 
          following at the DOS prompt:
          
          VER <ENTER>
          
          Your computer will respond similar to:
          
          MS-DOS Version 6.2
          
          2) In your CONFIG.SYS, if you have a line that says:
          
          DEVICE=C:\DOS\EMM386.EXE NOEMS
          
          change to:
          
          DEVICE=C:\DOS\EMM386.EXE NOEMS NOVCPI
          
          (There may be additional information on the line, just make  sure 
          to add "NOVCPI" after "NOEMS".)
          
          3) In your CONFIG.SYS, if you have a line that says:
          
          STACKS=9,256
          
          change to:
          
          STACKS=18,256
          
          If there is no STACKS statement, please add it.
          
          4) If you need help, please call (703) 777-5660.

          
                                                                       11
          
          
          
          10.0  RUNNING  THIS  PROGRAM  WITHIN  WINDOWS  AS  A  NON-WINDOWS         
          APPLICATION
          
          This  program will run within Windows with some  minor  modifica-
          tions to your SYSTEM.INI.
          
          Edit your SYSTEM.INI file.
          
          Search for:         [386Enh]
          
          Add the following line immediately below [386Enh]:
          
          DEVICE=C:\RENTAL\VWFD.386
          
          (If  you  changed the directory when installing, use  the  appro-
          priate directory here.)
          
          Start Windows:      WIN <ENTER>
          
          Go to the Program Group where you wish to add this program.
          
          Choose FILE from the Menu.
          
          Choose NEW.
          
          Select PROGRAM ITEM.
          
          For Description:, Enter:           Property Master
          
          For COMMAND LINE:, Enter:          C:\RENTAL.BAT /NG /NF
          
          For WORKING DIRECTORY:, Enter:     C:\
          
          Click on CHANGE ICON. Windows will tell you that no program items 
          are  available. Click on OK. Then choose an icon from  the  given 
          list.
          
          Click on OK.
          
          The  new  Property Master icon should be on  the  screen.  Double 
          click  on it. It should work, the mouse will not be an arrow,  it 
          will look like a sideways "H" with an "o" in the middle. I needed 
          to turn off graphics mode within my program for the mouse to work 
          in Windows.
          
          If  you  need help or uncomfortable doing this  yourself,  please 
          call for assistance.

          
                                                                       12
          
          
          
          11.0 TUTORIAL
          
          Before  we start, just want to say that I may/will use  the  fol-
          lowing terms interchangeably:
                    TENANT                        OCCUPANT
                    INCOME/EXPENSE ITEM           TRANSACTION
                    ENTER                         <ENTER>
                    ESC                           <ESC>
                    PAGEDOWN                      <PAGEDOWN>
                    F1                            <F1>
          
          Hi!  I hope this section will answer all your questions  so  that 
          you  do not have to call. (Although I will gladly answer any  and 
          all  questions.)  
          
          Let's  illustrate  the example I will go through.  Note  the  new 
          features of this program will allow you to associate landlords to 
          properties   and   properties  to  other  properties   (such   as 
          complex/building or building/apartment).
          
          The  example assumes you are a property manager and take care  of 
          other  people's properties. (As a property manager, you may  also 
          take  care of your own properties. To be consistent,  you  should 
          also put yourself down as a property landlord.) If you are not  a 
          property  manager, then you do not need to use landlords  or  the 
          reports  that go with it. The example will still be  relevant  to 
          you except for the landlord section.
          
          The example has two landlords:
          
               Landlord 1
               |
               +----- Single Family 
               |
               +----- Apartment Complex
                      |
                      +----- Building 1
                      |      |
                      |      +----- Apartment 1
                      |      |
                      |      +----- Apartment 2
                      |
                      +----- Building 2
                             |
                             +----- Apartment 1
                             |
                             +----- Apartment 2
                             |
                             +----- Apartment 3
          
               Landlord 2
               |
               +----- Single Family

          
                                                                       13
          
          
          
          
          The  first  landlord owns a single family home and  an  apartment 
          complex  with  two buildings. The first building has  two  apart-
          ments;  the  second  building has three  apartments.  The  second 
          landlord  also  owns  a single family home.
          
          
          11.1 PRINTING THIS MANUAL
          
          By  now you have already installed the program on your hard  disk 
          and  printed  out  this manual. If you are reading  this  on  the 
          screen but did not choose to print this out, you may print it out 
          by typing:
          
          PRINT RENTAL.TXT <ENTER> and then <ENTER> again
          
          in  the directory where you installed this program. (The  default 
          directory is RENTAL.) The manual is over 70 pages long.
          
          You  may  also print this manual out within the program.  On  the 
          left side of most screens, you will see a box that says:
          
                              +---------------+
                              |               |
                              | F1: Help      |
                              |               |
                              | F2: Comments  |
                              |               |
                              | F3: Manual    |
                              |               |
                              +---------------+
          
          If  you press F1, help will appear. If you press F2, you will  be 
          able to create a suggestion form which you can print out and mail 
          to  me.  This way, as you are using the program and  think  of  a 
          suggestion  or see something that bugs you, you can write  it  up 
          almost immediately and send it to me. F3 will display the  manual 
          on  the screen. Use the arrow keys to move around. (It  does  not 
          have  search capabilities yet.) When you are done  reviewing  the 
          manual on the screen, press the ESC key. You will then see a menu 
          that says:
          
                              +---------------+
                              | 1. Print      |
                              | 2. File       |
                              | 3. Re-Display |
                              | 4. Exit       |
                              +---------------+
          
          Choose 1 to print out the manual.
          
          
          11.2 STARTING THE PROGRAM

          
                                                                       14
          
          
          
          
          From any directory type in:
               RENTAL <ENTER>
          (or the name you renamed RENTAL to while installing).
          
          
          11.3 THE FIRST TIME YOU RUN THE PROGRAM
          
          The first time you run the program, you will see a red screen (if 
          you have color) that tells you that you will get an error if  you 
          did not allow the installation program to change your  CONFIG.SYS 
          and  AUTOEXEC.BAT files. If the program displays the  'commercial 
          welcome   screen', you do not need to worry about  this  (almost) 
          ever  again. If you get an error similar to the one shown  below, 
          follow directions in Section 7.0 BEFORE YOU RUN THIS PROGRAM  and 
          Section  8.0 BEFORE YOU RUN THIS PROGRAM IF YOU HAVE DOES 6.0  OR 
          LATER.
          
          (b)OPENDATABA (0) Unrecoverable error 650: Processor stack fault
          
          Above,  I said "If the program displays the 'commercial   welcome 
          screen',  you   do  not need to worry about  this  (almost)  ever  
          again."   The almost is in there because some other  program  you 
          may purchase in the future may try to change these settings to  a 
          lower  number. In other words, this other program needs 25  files 
          to run (for  example). Instead of checking to see if the  current 
          number  is  greater  than  25, it will change it  to  25  without 
          regard to  the  current setting. 
          
          Therefore,  if the program works fine and then you start  getting 
          an  error  when you start the program, chances are  you  need  to  
          reset the above settings.        
          
          
          11.4 COMMERCIAL SCREEN
          
          The shareware version will always display the 'commercial welcome 
          screen' first. This screen states that the program is a shareware 
          version  and is a fully functioning version. When you decide  you 
          like   the program and register, I will send you the most  up-to-
          date  version   without this 'commercial welcome screen'  or  the 
          next order screen.
          
          
          11.5 PRINT OUT AN ORDER FORM
          
          The program will then ask if you wish to print out an order form. 
          Press Y to display and print the form, otherwise press N and  you 
          will go to the Main Menu.
          
          The  order  form will allow you to enter all of  the  information 
          shown  on the printed order form above on the computer.  You  can 
          then print it out.

          
                                                                       15
          
          
          
          
          Now   that   you are running the program, let's  explain  how   I  
          expect  the program to be used. (Please realize that you may  use  
          it  differently.   However,  I want to get  the  basic   concepts  
          understood.)
          
          
          11.6 COMMENTS       
          
          As  described  in Section 11.1, you may create  a  comment,  sug-
          gestion,  or criticism form by pressing F2 when the menu  appears 
          as  shown above. This is just an easy way to communicate with  me 
          if necessary. This program has gotten better over the years based 
          on  user  suggestions.  I appreciate the feedback  to  make  this 
          program better for me and for you.
          
          
          11.7 A GUIDED TOUR THROUGH THE MENU SYSTEM
          
          This  program consists of six (6) menus which contain  selections 
          to  perform specific tasks related to your properties.  The  Main  
          Menu (the menu which first appears) looks like:
          
                              +--------------------------------+
                              |  1. Edit Properties            |
                              |  2. Report Generation System   | 
                              |  3. Maintenance Menu           |
                              |  4. Fix Properties             |
                              |  5. Backup Properties          |
                              |  6. Load Properties            |
                              |  7. Set Up Information         |
                              |  8. Batch (P)rocessing         |
                              |  9. Alternate Batch Processing |
                              |  X. Quit                       |
                              +--------------------------------+
          
          Note how some of the selections have letters in parenthesis. This 
          is  the letter to choose for that selection. (To choose 8.  Batch 
          Processing, select P (since B is used for 5. Backup  Properties), 
          8, use the mouse or the arrow keys.)
          
          
          11.8 HOW TO CHOOSE MENU SELECTIONS AND MOVE AROUND THE MENU
          
          You will notice that the 1. Edit Properties is highlighted in Red 
          when you first start the program. Use the Up and Down arrow  keys  
          and  you  will notice that the highlighted area moves.  You  will  
          also  notice  that  information at the bottom will change as  you  
          move  to  different menu selections. If you press  <ENTER>  on  a  
          highlighted selection, that item will be selected. You may choose 
          a selection by pressing the number to the left of the menu selec- 
          tion.  You  may  also choose a selection by  pressing  the  first 
          letter  of the menu selection. If there is a letter in  Parenthe-

          
                                                                       16
          
          
          
          sis, you will use that letter instead.
          
          
          11.9 USING THE MOUSE        
          
          You may also use a mouse to make menu selections. Move the  mouse 
          to the appropriate selection and click the left button.
          
          While  editing information, you may use the mouse to click  on  a 
          field that you want to edit.
          
          While  on  a FIND INFORMATION screen (described  below)  you  may 
          click  on the words to move around. You cannot click on  the  en-
          tries themselves.
          
          
          11.10 REPORT GENERATION SYSTEM MENUS
          
          Let's  look  at the other menus before we look  at  the function-
          ality.   Press  2 to choose Report Generation System.   (You  may  
          also choose this by typing R or moving the highlighted  area   to  
          2. Report Generation System and pressing <ENTER>.) You will   see 
          the following menu:
          
                         +---------------------------------------+
                         | 1. Detail Report                      |
                         | 2. Summary Report                     |
                         | 3. Condensed Summary Report           |
                         | 4. Landlord Detail Report             |
                         | 5. L(A)ndlord Summary Report          |
                         | 6. Property/Children Detail Report    |
                         | 7. Pr(O)perty/Children Summary Report |
                         | 8. S(I)ngle Property Detail Report    |
                         | 9. Sin(G)le Property Summary Report   |
                         | E. Singl(E) Property Condensed Report |
                         | N. Single Lan(D)lord Detail Report    |
                         | U. Single Landlord S(U)mmary Report   |
                         | T. Single Proper(T)y/Children Detail  |
                         | Y. Single Propert(Y)/Children Summary |
                         | X. Ta(X) Reports Menu                 |
                         | M. Mailing Labels Menu                |
                         | H. Ot(H)er Report Menu                |
                         | Q. Return To Main Menu                |
                         +---------------------------------------+
          
          There  are more print menu selections than can fit on  one  menu. 
          Therefore, press X to choose X. Ta(X) Reports Menu. You will  see 
          the following menu:
          
                         +----------------------------------------+
                         | 1. Tax Report                          |
                         | 2. Tax Report By (P)roperty            |
                         | 3. Tax Report By (L)andlord            |

          
                                                                       17
          
          
          
                         | 4. Tax Report By Property/(C)hildren   |
                         | 5. Return To The Previous Menu         |
                         +----------------------------------------+
          
          Let's  look  at  the Mailing Labels reports by  pressing  ESC  to 
          return  to  the  first Print Menu.  Then choose M  to  select  M. 
          Mailing Labels Menu. You will see the following Menu:
          
                         +----------------------------------------+
                         | 1. Tenant Mailing Labels               |
                         | 2. Landlord Mailing Labels             |
                         | 3. Return (A)ddress Labels             |
                         | 4. La(S)er Tenant Mailing Labels       |
                         | 5. Las(E)r Landlord Mailing Labels     |
                         | 6. Laser Ret(U)rn Address Labels       |
                         | 7. Return To The Previous Menu         |
                         +----------------------------------------+
          
          The  rest of the reports are displayed on the H.  Ot(H)er  Report 
          Menu.  Therefore, choose 7 (or press ESC) to return to the  first 
          Print  Menu.  Choose  H. Ot(H)er Report Menu. You  will  see  the 
          following menu:
          
                         +-----------------------------------------+
                         | 1. Detail Office Expenses (Supplies)    |
                         | 2. Lease Report                         |
                         | 3. Single Property Lease Report         |
                         | 4. S(T)atements For All Properties      |
                         | 5. 1099 (M)isc Forms                    |
                         | 6. Property - Landlord Associations     |
                         | 7. L(A)ndlord - Property Associations   |
                         | 8. L(O)an Report                        |
                         | 9. D(E)posits Currently Held            |
                         | F. Re(F)unds Paid                       |
                         | I. Del(I)nquent Rents/Leases            |
                         | Y. Propert(Y) Relationships             |
                         | Q. Return To The Previous Menu          |
                         +-----------------------------------------+
          
          Let's return to the first Print Menu by pressing Q, R or  ESCAPE. 
          Let's return to the Main Menu by pressing the ESC key.
          
          
          11.11 MAINTENANCE MENU
          
          From the Main Menu, press M to go to the 3. Maintenance Menu. You 
          will see the following screen:
          
                         +--------------------------------+
                         |  1. Code Editor                |
                         |  2. Office Expense Editor      |
                         |  3. Property Type Editor       |
                         |  4. Archive Old Transactions   |

          
                                                                       18
          
          
          
                         |  5. C(H)ange Company Name      |
                         |  6. LandLord Editor            |
                         |  7. Return To Main Menu        |
                         +--------------------------------+
          
          
          11.12 CHANGE COMPANY INFORMATION
          
          While  we are on this menu, let's change the company name  to  be 
          yours not ours.
          
          Press  H  to choose 5. C(H)ange Company Name. You  will  see  the 
          following screen:
          
                    Company Name:            MSdataBase Solutions
                    Address Line 1:          614 Warrenton Terrace NE
                    Address Line 2:          
                    City, State, Zip:        Leesburg, VA 22075
                    Phone (Fax), Desc:       (703) 777-5660
                    Phone (Fax), Desc:       
                    Late Fee:              $ 25.00
                    Payment Late after the    5th of the month
                    Federal ID #:            00-000000
          
          
          11.13 EDITING/CHANGING COMPANY INFORMATION
          
          Appendix  A contains a table of keystrokes  which can   be   used 
          while  editing information. Please look  at  it  and  familiarize 
          yourself with these keystrokes.
          
          You can delete my company name by pressing CTRL-Y. If you make  a 
          mistake,  press CTRL-U to UNDO deleting. CTRL-Y will  delete  all 
          characters  from the cursor position to the end of the line.  Now 
          type in your company, etc.
          
          Use  TAB,  ENTER,  or the DOWN ARROW to move to  the  next  field 
          displayed. Press SHIFT-TAB, or the UP ARROW to move to the previ-
          ous  field.  Press the RIGHT ARROW to move one character  to  the     
          right;  the LEFT ARROW to move one character to the  left.  Press 
          CTRL-RIGHT  ARROW to move one word to the right; press  CTRL-LEFT 
          ARROW to move one word to the left. 
          
          Press HOME to move to the beginning of the field. Use END to move 
          to  the last character in the field. Press END again to  move  to 
          the end of the field. Press CTRL-HOME to move to the first  field 
          (company  name  in this example). 
          
          As  you have probably guessed, a field is an item on  the  screen 
          where  I ask you to enter in information, such as  company  name, 
          address line1, late fee, etc.
          
          Please type in your address and up to two (2) phone numbers.  The 

          
                                                                       19
          
          
          
          late fee has a default value of $25.00. The default late date  is 
          the  5th of the month. If the tenant sends in the rent after  the 
          5th  of  the month, they should pay a $25.00 late  fee.  You,  of    
          course,  can change this as appropriate. The last field,  Federal 
          ID #, allows you to place your federal taxpayer number which  can 
          be  printed  out on the 1099 Misc forms. Enter  your  Federal  ID 
          Number here.
          
          When   you   are  done, you may press ENTER on  the  last   field  
          displayed (DONE), click the left mouse button on DONE , or  press 
          the PAGEDOWN key.
          
          
          11.14 SET UP INFORMATION
          
          If you are following this tutorial from the beginning, press  ESC  
          to return to the Main Menu.
          
          Before we start using the program, let's choose 7. Set Up  Infor-
          mation from the Main Menu. This allows you to set up the way  the 
          program will behave and interact with your computer.
          
          There  are  several  settings that you can change  to  suit  your  
          computer and your needs.
          
               Is This A Color Screen (Y/N)?    Y
          
          The   default   answer is Y. If you own  a   monochrome   screen,  
          change this to N. ANYTIME THE PROGRAM ASKS YOU TO FILL IN SEVERAL 
          PIECES  OF INFORMATION, YOU CAN KEEP PRESSING <ENTER>  UNTIL  YOU 
          ENTERED  EVERYTHING,  CLICK THE LEFT MOUSE BUTTON  ON  DONE,   OR 
          PRESS THE <PAGEDOWN> KEY.
          
               Target Printer: Change it? (Y/N) N    Epson E/F/J/RX/LQ
          
          The  default  printer is an Epson (tm)  compatible  printer. This 
          will  serve  most needs. If this setting does not  print  out  on  
          your printer correctly (or you have a laser printer), change this 
          setting   to  Y.  *** Note that nothing will happen   until   you  
          press  <PAGEDOWN>, left click the mouse button on DONE  or  press 
          <ENTER> on the last question.
          
          If  you change this to Y, you will see a list  of  printers.  Use 
          the  Up  and Down arrow keys to move around. When you  find   the 
          correct  printer,  press <ENTER>. If your exact  printer  is  not  
          available,  check your manual. Your manual will usually tell  you  
          what printer your printer is compatible with. The mouse will  not 
          work  on  this scrolling screen. If you have an  HP  LaserJet  4, 
          choose HP LaserJet 500/+/II.
          
               Portrait (P) or Landscape (L):     P
          
          The   default  setting is P for portrait. If you  have  a   laser 

          
                                                                       20
          
          
          
          printer, you may change this setting to Landscape.
          
               Number of Lines Per Page:           66
          
          This  is  the default number of lines for  portrait  mode.   This 
          value  should be 51 for landscape. If you have a  laser  printer, 
          you may wish to lower this value if the page ends up printing  on 
          2  pages. For laser printers, 59 or 60 is a good setting.  Other-
          wise leave this alone.
          
               Enter Printer Location:            LPT1
          
          The   default  printer location is LPT1. If you  only  have   one  
          parallel  port, LPT1 is the correct value. If you have more  than 
          one  printer  set up (and more than one parallel port),  you  can 
          choose other values such as LPT2.
          
               Enter Country for DATE format:     AMERICAN
          
          AMERICAN is the default value. MM/DD/YYYY
          
          Other values are:
                    ANSI      YYYY.MM.DD
                    BRITISH   DD/MM/YYYY
                    FRENCH    DD/MM/YYYY
                    GERMAN    DD.MM.YYYY
                    ITALIAN   DD-MM-YYYY
                    JAPAN     YYYY/MM/DD
                    USA       MM-DD-YYYY
          
               Enter Drive To Backup To (A/B):
          
          If  you  leave this empty, the program will always  ask  you what  
          drive  you wish to backup, restore or archive  your   information  
          to.  If  you  enter A or B, the program will  assume   that   you 
          always back up to that drive and save you a few keystrokes.
          
          Change any of the above values. However, if you make changes, you 
          may wish to do a PRINT SCREEN before you make changes so that you  
          can return to the default values.
          
          Once  you are done with this screen, you will return to the  Main 
          Menu.  Let's talk about some other selections before we get  into 
          the meat of the program.
          
          
          11.15 FIX PROPERTIES
          
          4.  Fix Properties allows the program to fix up the data if  any-
          thing gets messed up. Sometimes indexes get out of sync with  the 
          actual  data.  The  information is correct but  the  indexes  are 
          wrong.  So although you have the right info, you cannot find  it. 
          This  may occur because of a power failure or you turned off  the 

          
                                                                       21
          
          
          
          computer when running this program. Run this to fix up your data. 
          It doesn't hurt to run this occasionally.
          
          Just like hard disk drives, databases can become fragmented. This 
          command will also defragment your databases and allow the program 
          to  run faster. If you find that the program takes a  bit  longer 
          than  usual  to load up, run this command and you should  see  an 
          improvement.
          
          
          11.16 BACKUP PROPERTIES
          
          (Please don't do this step now -- at the beginning of the tutori-
          al  -- since you do not have any data yet.)
          
          5. Backup Properties allows you to back up your data to a  floppy 
          (or  set of floppies - if you data is very big). You  should  run 
          this command before you exit the program anytime you make  chang-
          es.  This way you will have a backup on floppy in  case  anything  
          happens to your computer. I would also recommend keeping  several 
          copies:  one  at home and one at the office. This  way,  in  case 
          there  is a fire, you may lose your computer, but you  will  have  
          the data backed up at a separate location.
          
          If  you  try  running it now, you will get  the  following  error 
          message:
          
              ERROR - Can Not Continue Backup, File COUNT.MEM Not Found
          
          This occurs because you do not have any properties yet and  there 
          is nothing to back up (and the above file does not yet exist).
          
          I encourage you to try this once you enter some data in. You must 
          use  a  formatted floppy to backup. If you are not  sure  how  to 
          format  a floppy, ask a friend, call me, or better yet, buy  pre-
          formatted  disks.  They cost a little more but save you  about  2 
          minutes per floppy.
          
          The program will ask you:
          
                       Are You Sure You Want To Back Up (Y/N)?
          
          Use the arrow keys or press Y, N or ESC. If you say Yes, you will 
          see the following question:
          
                  Which Drive Do You Wish To Back Up To (A/B/ESC)?
          
          Use  the  arrow keys or press A, B or ESC. (If you  answered  the 
          question on the Set Up Information as A or B, this question  will  
          not  appear  since the program already knows  the  answer.)  Then 
          follow the prompts on the screen.
          
          

          
                                                                       22
          
          
          
          11.17 LOAD PROPERTIES
          
          (Please don't do this step now -- at the beginning of the tutori-
          al -- since you do not have any data yet.)
          
          6. Load Properties allows you to restore data you backed up using 
          5.  Backup Properties. You should not have to use this  selection    
          unless you had to restore your data because your disk crashed  or 
          some other catastrophe.
          
          If  you try to restore with no floppy in the drive, you will  get 
          an  error message. If you don't use a floppy which you previously  
          backed up to, you also cannot restore.
          
          When  you  can restore (if you ever have to), you  will  see  the 
          following questions:
          
                       Are You Sure You Want To Restore (Y/N)?
          
          You may answer Y, N or ESC or use the arrow keys. If you say Yes, 
          you will see:
          
                 Which Drive Do You Wish To Restore From (A/B/ESC)?
          
          Answer  the question as explained above. Then follow the  prompts 
          on the screen.
          
          
          11.18 EXITING THE PROGRAM
          
          From the Main Menu, you may exit the program by pressing X, Q  or 
          the  ESC key. You may also move the highlighted area to  X.  Quit 
          and press ENTER. The program will then ask:
          
                        Are You Sure You Want To Exit (Y/N)?
          
          Valid  answers are Y, N, ESC, use the mouse,  or use  arrow  keys 
          and ENTER.
          
          
          11.19 HELP SYSTEM
          
          Here  is a quick note on the on-line help system. All menus  will 
          have  an information line at the bottom which explains  the  menu 
          selection. 
          
          When  you  are  editing information (as we did  above  with  your 
          company   information),  you may press F1 on any  field  to   see  
          descriptive information about the field.
          
          When  this help screen appears, press ESC to remove it;  use  the        
          arrow keys and the PAGEUP and PAGEDOWN keys to move around.
          

          
                                                                       23
          
          
          
          
          11.20 THE ESCAPE KEY (How To Get Out Of Anything)
          
          The ESC key does exactly as it implies. It allows you to get  out 
          of  whatever situation you are currently in. You can use the  ESC  
          key to move to the previous menu or to exit. You can use the  ESC  
          key  while  editing to undo changes. You can use the ESC  key  to 
          stop reports while printing.
          
          
          11.21 CREATING EXPENSE, INCOME, SUPPLY, DEPOSIT, AND REFUND CODES
          
          Beginning  with version 3.01, I provided you with many   expense,  
          income and supply codes. In previous versions I did not because I 
          wanted  to illustrate the point that the codes can be created  by 
          you  and are limitless. However, this caused many  problems  with 
          people not being able to enter any expenses in because they  were  
          not yet created. Please realize that I have provided many  codes,  
          but there are more which you can add.
          
          Version  4.01  provides two additional code types:  DEPOSITs  and 
          REFUNDs.  These  code types allow you to separate  deposits  from 
          incomes and therefore not report them as income. There are  addi-
          tional reports to print out all deposits held and refunds paid.
          
          You  should create a pair of codes for each  deposit/refund.  For 
          example,  CLEAN  DEP  as  a D (deposit) and  CLEAN  DEP  as  a  R 
          (refund).  When  a tenant moves and you pay back a  deposit,  you 
          will simply EDIT the tenant's DEPOSIT and change the DEPOSIT to a 
          REFUND. If you keep some of the deposit, when you EDIT the DEPOS-
          IT  and change to a REFUND, also lower the amount (even to  ZERO) 
          of  the refund. You will then create an income for  the  property 
          for the portion of the REFUND kept. (You may also need to  create 
          an expense for the property to fix the damage.)
          
          Please   also  note  that if you are upgrading  from  a  previous  
          version,   you   will   not see these codes  because   you   have  
          already  created your own code list. In this case, feel  free  to 
          add any useful codes.
          
          Let's explain the codes. This program allows five categories   of 
          codes:  EXPENSE  (E), INCOME (I), SUPPLIES  (S), REFUND (R),  and 
          DEPOSIT (D).  Income, expense, deposit and refund codes are  tied 
          to  your properties. Supplies are  expenses that you  incur  that 
          cannot be associated with a particular  property.
          
          For example, RENT is an INCOME that you receive for a  particular 
          property. REPAIRS (such as fixing the plumbing) is an EXPENSE for 
          a particular property. However, your TELEPHONE bill is an expense 
          (called  SUPPLY in this program) that cannot be  associated  with 
          any property (but is still tax deductible).
          
          We  have been talking about these codes. Now let's look at  them. 

          
                                                                       24
          
          
          
          From  the  Main Menu, choose 3. Maintenance Menu. Now  choose  1. 
          Code Editor.
          
          This screen allows you to enter 17 items of information:
          
               Code:
               Code Type:
               Description:
               Total To:
               Percent:
                         Use Form 1099?                          Line #:
                         Last Name:
                         First Name:
                         Street:
                         City, St, Zip:
                         Phone No:
                         FID #:                        Account #:
          
          Each Code can contain up to 10 characters. The Code Type is a one 
          character field which can have one of five values: D (deposit), I 
          (income),  E (expense),  R (refund) or  S (supply). The  descrip-
          tion  can store  up  to  50 characters to explain the  code.  The 
          Total  To field allows you  to  group  Codes  of  the  same  Code 
          Type  together  so  they  total  in income  tax  reports  as  one 
          grand total. The Percent  allows  all items entered to only use a 
          percentage of the total entered.
          
          The  information  at the bottom of the screen will  be  explained 
          below.
          
          
          11.21 THE TOTAL TO FIELD ON EDIT CODE INFORMATION SCREEN
          
          Let's  explain the Total To field in detail. The government  does 
          not care whether you spend $100 on GAS and $50 on electricity. It 
          only  cares that you spent $150 on Utilities. The Total To  field 
          will allow you to create this type of Code to be a 'catchall' for 
          other  codes. PLEASE NOTE THAT YOU CANNOT TOTAL TO A  CODE  UNTIL 
          THAT CODE HAS BEEN CREATED ***AND*** THIS TOTAL TO FIELD HAS  THE 
          SAME CODE TYPE.
          
          Also   note  in  the example I have set up  that  there  is  GAS,  
          ELECTRIC,   and   WATER  that totals to  UTILITY  for  both  CODE  
          TYPE's   S  (Supplies)  and E (Expense). This is  allowable.  The 
          program   will know enough to total the Supplies and Expenses  to 
          the appropriate Utility codes.
          
          
          11.22 THE PERCENT FIELD ON THE EDIT CODE INFORMATION SCREEN        
          
          The  Percent  field allows you to use only a  percentage  of  the 
          total amount entered. For example, GAS, ELECTRIC and WATER  which 
          are  Code  Type  S (supplies) will total to Code  UTILITY  at  20 

          
                                                                       25
          
          
          
          PERCENT each. This UTILITY field has a PERCENT of 100. The  prop-
          erty  owner  in  this example uses a room in their  house  as  an 
          office.   They  have  5 rooms in their house.  According  to  the  
          Government,   you can only take 1/5 (or 20%)  of the  UTILITY  on  
          your income taxes.  Please note that you could have also had  the  
          GAS,   ELECTRIC  and  WATER (each at 100 PERCENT) Total To   UTI-
          LITY  and UTILITY having a Percent of 20. This, however, is ***** 
          NOT  RECOMMENDED ***** because  of the example illustrated  below 
          in Appendix C: IMPROVEMENTS, #4 in new features  V. 3.01.)
          
          PLEASE ALSO NOTE THAT ANY TIME I REFERENCE INCOME TAX OR  GOVERN-
          MENT  REGULATIONS, THESE SHOULD ONLY BE USED AS A GUIDE. I  AM  A 
          PROGRAMMER, NOT A TAX EXPERT. THEREFORE, PLEASE CONSULT YOUR  TAX 
          CONSULTANT ON ALL MATTERS OF THIS NATURE.
          
          I have entered a Code named MILEAGE. You may have to do traveling 
          between  your properties. The Percent field is 27.5.  This  means 
          that  if  you traveled 100 miles, you would enter in 100  as  the         
          amount  (described below) and the program will compute  that  you         
          should have $27.50 in mileage (or 27.5 cents per mile). (In  1993 
          I think this has changed to 28%. However, I will keep it at 27.5% 
          to illustrate the use of decimal points.) If you use the  MILEAGE 
          code  type, make sure the percentage is correct now and check  it 
          on a yearly basis.
          
          Here  is  the list of the codes I have created.  PLEASE  remember 
          that you may add and delete codes as you see fit. I will not show   
          the  description.  This is left as an exercise to the  reader  to 
          find  the  description using the 1. Edit Code  selection  on  the 
          Maintenance  Menu. (Version 4.01 comes with 24 predefined  codes. 
          Future versions will vary. I will attempt to keep this current.)
          
               CODE       TYPE  PERCENT  TOTAL TO
               ---------- ----  -------  --------
               CLNDEPOSIT  D      100
               DEPOSIT     D      100
               PETDEPOSIT  D      100
               ELECTRIC    E      100    UTILITY
               GAS         E      100    UTILITY
               INSURANCE   E      100
               MORTGAGE    E      100
               REPAIRS     E      100
               TAXES       E      100
               UTILITY     E      100
               WATER       E      100    UTILITY
               DEP INCOME  I      100             (for deposits kept)
               LATE FEE    I      100
               LEASE       I      100
               RENT        I      100
               CLNDEPOSIT  R      100
               DEPOSIT     R      100
               PETDEPOSIT  R      100 
               ELECTRIC    S       20    UTILITY

          
                                                                       26
          
          
          
               GAS         S       20    UTILITY
               MILEAGE     S       27.5  
               TELEPHONE   S      100
               UTILITY     S      100
               WATER       S       20    UTILITY 
          
          (The above example for UTILITY as a Supply, assumes you have a  5 
          room  house  and  are using one room as an office  (1/5  =  20%). 
          Please change this as appropriate.)
          
          Please  add  codes that are appropriate to your  properties.  Now 
          that  the  codes exist and are understood, we will start  to  use 
          them.
          
          
          11.23 1099 MISCELLANEOUS FORMS - USING EDIT CODE
          
          For each EXPENSE code you create, you can decide whether the code 
          is  related  to the 1099 miscellaneous form. If it  is,  you  can 
          enter  information necessary to complete the  1099  Miscellaneous 
          form. This information includes the person's last name and  first 
          name (although you can also use this for a company name). You may 
          also enter an address, phone number, Federal ID # and/or  account 
          #.  You may also enter the line that the expenses should  be  to-
          taled  to. As of 1993, it should be line 7. However, I will  con-
          tinue  to assure that the 1099 forms that are created  work  with 
          each year's tax form.
          
          There is a new report which will allow you to create 1099 Miscel-
          laneous forms. You can decide the minimum amount before a form is 
          generated.  The default minimum value is $600. You can choose  to 
          print on plain paper or on pre-printed forms. The report will  be 
          described below.
          
          
          11.24 ADDING, EDITING, DELETING, FINDING CODES
          
          At  the bottom of the screen, you will see a menu bar.  The  menu     
          selections are:
          
                   ADD  DELETE  EDIT  FIND  NEXT  PREVIOUS  RETURN
          
          You  can  choose a menu selection by pressing the first letter or 
          using  the arrow keys to the desired selection and  pressing  the       
          ENTER key.
          
          
          11.24.1 FIND
          
          Let's  look at all the codes. Press F (for FIND). You  will   now 
          see  all of your codes as shown above in section  11.22.  Deposit 
          items  display first, then  Expense items,  then  Income   items, 
          then Refund items, then Supplies. Use the arrow keys to move   up  

          
                                                                       27
          
          
          
          and down. Press PAGEUP or PAGEDOWN to move a page at a time.  You  
          can press  ENTER on a code to see that code displayed. Press  ESC  
          to  return to the code you were on. You may also use  the  mouse. 
          (When  you use the mouse, you must click the mouse on  the  words 
          displayed  at  the top and the bottom of the screen.  You  cannot 
          choose  items by clicking on them directly.) Just Press ENTER  to 
          return to the code (CLNDEPOSIT).
          
          Please  note that the FIND routine will display information  from 
          the position you are at. In other words, there may be information       
          above your current position as well as below.
          
          Current users will notice that I switched the order of the fields 
          displaying  on the FIND screen. Hopefully now it is  more  intui-
          tive. If you want to search for an item, you can type in the code 
          type  then type in the code. For example, press F to look at  the 
          FIND  INFORMATION  screen again. Then, to move to  RENT  quickly, 
          type in:
          
               I R E N T <ENTER>
          
          Note that the first character is the type code, the rest are  the 
          code.
          
          
          11.24.2 EDIT
          
          If   you press E you will EDIT the code. The word EDIT will  turn 
          Yellow at the bottom of the screen. Note you can move  around  as 
          explained  above in changing company information. When  you   are  
          done,  press  ENTER, PAGEDOWN or click the left mouse  button  on 
          DONE. You will notice that the first field (code) will turn  red. 
          This is the item you are currently editing. Please also note that 
          while  you  are editing an item, the EDIT at the  bottom  of  the 
          screen  will be yellow (all menu selections will be yellow  until 
          the process is complete). When you are done, note that EDIT turns 
          back to red.
          
          If you do not wish to save your changes, press the ESC key. 
          
          
          11.24.3 ADD
          
          Let's  add a new code. Press A. All fields will become blank  and 
          you can start typing.
          
          Type TEST <ENTER> in Code.
          
          Press  <ENTER> on Code Type. You will see a warning  telling  you 
          that  the  only valid values are D, E, I, R or S.  Press  <SPACE> 
          then E.
          
          Type in a description, such as: This is a test <ENTER>.

          
                                                                       28
          
          
          
          
          At  this  point  press <PAGEDOWN> to finish  adding.  (Note  that 
          sometimes  I  will say <PAGEDOWN> or PAGEDOWN, I  mean  the  same 
          thing.)  When you press <ENTER>, you will notice that  the  Total 
          Items on the Top Left will increase by 1. 
          
          The total to and percent field have been discussed above. Setting 
          a code up as a 1099 Miscellaneous expense has also been discussed 
          above. 
          
          
          11.24.5 DELETE
          
          Let's delete this TEST code by pressing D. The program will ask:
          
                       Are You Sure You Want To Delete (Y/N)?
          
          Say Y. The item will go away and the Total Items will decrease by 
          1.
          
          You cannot delete a code which is being used in a property or  in   
          the   2. OFFICE EXPENSE EDITOR on the Maintenance Menu. You  must 
          first  delete   all  references  to  the code before  it  can  be 
          deleted. This  is  a  safety feature.
          
          
          11.24.6 NEXT
          
          Press the N (NEXT) key or DOWN ARROW to move to the next code.
          
          
          11.24.7 PREVIOUS
          
          Press  the P (PREVIOUS) key or UP ARROW to move to  the  previous 
          code in the list.
          
          
          11.24.8 CREATE AN EXPENSE THAT YOU WILL CREATE A 1099 FORM FOR
          
          Press A to Add. Enter the following information:
          
               Code:               LAWN CARE
               Code Type:          E
               Description:        Green Thumb Lawn Care
               Total To:           <ENTER>
               Percent:            <ENTER>
               Use Form 1099?      <SPACE> (This will put check mark here.)
               Line #:             7
               Last Name:          Smith
               First Name:         John
               Street:             123 Main Street
               City:               New York
               St:                 NY

          
                                                                       29
          
          
          
               Zip:                10010
               Phone #:            (212) 555-1234
               FID #:              65-1234567
               Account #:          <PAGEDOWN>
          
          This  code will provide us the opportunity to test out  the  1099 
          forms report below.
          
          
          11.24.9 EXIT EDIT SCREEN
          
          Press  ESC (or R) to exit the Edit Code Screen. The program  will 
          ask:
          
           Are You Sure You Want To Return To The Maintenance Menu (Y/N)?
          
          Say Y to Return to the Maintenance Menu.
          
          
          11.25 PROPERTY TYPE EDITOR
          
          The  Property Type allows you to categorize your properties.  The 
          program currently has the following values. However, like  every-
          thing else, you may create additional property types, and edit or 
          delete the existing ones. 
          
          PROPERTY TYPE            DESCRIPTION
          --------------------     ----------------------------------------
          APARTMENT                An apartment in an apartment building
          APARTMENT BUILDING       This groups apts (or other dwellings)
          APARTMENT COMPLEX        This groups apt bldgs (or other bldgs)
          BUILDING                 This groups dwelling units together
          COMPLEX                  This groups building units together
          CONDOMINIUM              A glorified apartment
          DUPLEX                   Two family dwelling
          QUAD                     Four family dwelling
          SINGLE FAMILY            Single family dwelling
          TOWNHOUSE                Townhouse rental
          
          Please  note that I put in property types of BUILDING and  APART-
          MENT  BUILDING.  They  can be considered the  same  type.  Please 
          choose the type code you feel more comfortable with.
          
          Press the F key. You will see the find screen and see information 
          similar  to what is displayed above. Use the arrow keys  to  move 
          around. When you are done, press ENTER. The item you are on  will 
          display.
          
          If  you would like to add items, press A and type in  the  appro-
          priate  information. Press E to edit and change  the  appropriate 
          information.
          
          If  you do not wish to use these codes, create a blank  entry  as 

          
                                                                       30
          
          
          
          follows: Press A to add. Press PAGEDOWN. You have just created  a 
          new type code which is blank.
          
          When  you are done, press ESC and Y to return to the  Maintenance 
          Menu.
          
          
          11.26 LANDLORD EDITOR
          
          Let's  create  two  landlords. We will  associate  properties  as 
          described in the beginning of the tutorial later, after we create 
          the properties.
          
          Choose  6. Landlord Editor from the Maintenance Menu.  Note  that 
          there are currently no landlords defined since the screen  states 
          "Total Items:         0." at the top left of the screen.
          
          There  are  also  two distinct portions of the  screen.  The  top 
          portion  contains  the  landlord's  information  including  name, 
          address and phone numbers. The bottom portion contains the  prop-
          erties  associated  with the landlord currently  displayed.  Note 
          that  there is a single line box surrounding the top  portion  of 
          the screen. This is the information which the menu will act upon.
          
          Let's  add the first landlord. Press A and type in the  following 
          information in the appropriate fields:
          
               Last Name:     Johnson
               First Name:    Lloyd
               Street:        123 Washington Blvd
               City:          Vienna
               State:         VA
               Zip Code:      22103
               Phone Number:  (703) 555-4321
               FAX Number:    (703) 555-4322 <PAGEDOWN>
          
          Look  at the top left. There is now one item: one  landlord.  Now 
          enter  the  second landlord. Press A and type  in  the  following 
          information in the appropriate fields:
          
               Last Name:     Burns
               First Name:    Terry
               Street:        543 Ox Road
               City:          Chantilly
               State:         VA
               Zip Code:      22134
               Phone Number:  (703) 555-5555
               FAX Number:    (703) 555-5556 <PAGEDOWN>
          
          Now  you  have  two landlords entered. We  will  associate  these 
          landlords to properties after we create the properties. Press ESC 
          then Y to return to the Maintenance Menu.
          

          
                                                                       31
          
          
          
          
          11.27 EDIT PROPERTIES
          
          Now that you have all the codes in, you can start adding in  your 
          properties.  Please note that if you do not have all  your  codes 
          in,   you can come back to the 1. Code Editor on the  Maintenance 
          Menu  and enter new codes at  any time. Press <ESC> to return  to 
          the Main Menu.
          
          Choose 1. Edit Properties from the Main Menu. Let's examine  this 
          screen and all the things you can do with it. At the top left you 
          will  see the number of items currently in the program. You  will 
          note  that  there are four areas of the screen you can  move  to: 
          ONCE  YOU HAVE AT LEAST 1 PROPERTY ENTERED. Use the PLUS  (+)  or 
          MINUS  (-) keys to move to different areas. The number  of  items 
          counted   will  be  for the area that the single  boxed  area  is  
          surrounding. (The plus and minus keys will not work until we  add 
          in an entry.)
          
          
          11.28 PROPERTY ADDRESS, TENANT
          
          There   are four (4) areas on this screen. The first area  allows  
          you  to enter  the  property address, tenant and other   informa-
          tion.  The information (fields) are as follows:
          
          Property  Code: This should be a unique code associated  to  each 
          property. You can use whatever code you want as long as it is  10 
          characters  or less. If you do not wish to code your  properties, 
          leave this field blank.
          
          Property Type: This is the property type of the property. You can 
          only  use  property types that have been  previously  created  as 
          shown  above  in Section 11.25. If you do not wish  to  use  this 
          field, create a blank entry as shown in Section 11.25.
          
          Last Name: Enter the last name of the current tenant. Please note 
          that  this field can be empty if the property is currently  unoc-
          cupied.
          
          First  Name:  Enter the first name(s) of the  current  tenant(s). 
          Please  note  that  this field can be empty if  the  property  is  
          currently unoccupied.
          
          Street: Enter the street address of the property.
          
          The  next line says "City, State, Zip". There are actually  three 
          fields to enter your City, State and Zip code.
          
          The  Zip  Code will accept numbers and  characters.  This  allows 
          Canadian Postal Codes to be accepted. If you enter a 5 or 9 digit 
          code, you will see:
          

          
                                                                       32
          
          
          
                         12345-        OR        12345-6789
          
          If you enter in a 6 digit code, you will see:
          
                                       1E3 E3W
          
          Contract/Lease: The default value is N (no). If this is a  Lease, 
          place an L here. If this is a contracted property, enter C  here. 
          (If you have an older version, change Y to C.) 
          
          A  contracted  property is a property which you sold  to  someone 
          (usually the occupant) and continue to hold the title and collect  
          payments until the property is purchased in full. For example,  a  
          current  occupant  may wish to purchase the property he  is  cur-
          rently  renting.  It may be beneficial for both parties to   sell 
          the property. Therefore, you work up a contract with the occupant 
          for a specified price at a set interest rate. You may or may  not 
          pay certain  expenses  on the property, such as taxes,  insurance   
          or utilities. 
          
          If  the occupant who purchased this property used to rent it,  it 
          is  best to move the occupant to the previous occupant  area  and    
          add  this same occupant in again. However, the begin date is  the 
          date that the contract took effect. You will say C to  contracted  
          property. You will also enter the interest rate and the beginning 
          balance.
          
          Leased  properties  are properties in which the tenant  signs  an 
          agreement to pay a certain amount of money over a certain  period 
          of time. The interest rate is irrelevant. The Balance will  store 
          the  beginning lease amount. As the tenant makes LEASE  payments, 
          the balance will decrease.
          
          Interest: If this a contracted property, enter the interest  rate 
          here.
          
          Balance: If this a Contracted property, enter the loan amount. If 
          this is a Leased property, enter the beginning lease amount here.
          
          Begin Date: This is the date that the tenant starts renting.  The 
          date  defaults to todays date, you can change it  by  overwriting 
          the  value. If the INSERT mode is on (the screen says INS at  the 
          top right), you will have to turn off the insert mode by pressing 
          INS then change the date or pressing CTRL-Y to remove the current 
          value. (Again, check the table of keystrokes.)
          
          Phone #: Enter the tenant's phone number.
          
          
          11.29 ADD PROPERTY/TENANT
          
          You cannot move to any other area on the screen until you have at 
          least   one  property entered. Let's add all  of  the  properties 

          
                                                                       33
          
          
          
          described  at the beginning of the tutorial. Enter the  following 
          information:
          
          Property Code:      C1-B1-A1
          Property Type:      APARTMENT
          Last Name:          Doe
          First Name:         John
          Street:             1 Main Street Apt 1
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-1111
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          Note  that  the property code is created by you. You  could  have 
          called it anything you wanted (including spaces). In the  example 
          above, the code represents apartment 1 (A1) in building 1 (B1) in 
          complex 1 (C1).
          
          Let's add the next property. However, press C to COPY the  infor-
          mation. This will save some time and is very handy when  creating 
          properties with similar addresses. Make changes as appropriate: 
          
          Property Code:      C1-B1-A2
          Property Type:      APARTMENT
          Last Name:          Door
          First Name:         Robert
          Street:             1 Main Street Apt 2
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-2222
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          Let's  create  the  apartment building which has  the  above  two 
          properties. Use the COPY command, C, to create the building. Make 
          changes  as appropriate. You will remove the first and last  name 
          since the building does not have a tenant; the individual  apart-
          ments  have  tenants. You will also remove the reference  to  the 
          apartment number in the street address. As described in  Appendix 
          A, use CTRL-Y to delete information on a line. Use this to delete 
          the last name, first name and phone number. Since CTRL-Y  deletes 
          from the cursor position to the end of the field, you can move to 
          the  A  in  'Apt' on the street to delete the  reference  to  the 
          apartment.
          
          Property Code:      C1-B1

          
                                                                       34
          
          
          
          Property Type:      APARTMENT BUILDING
          Last Name:          
          First Name:         
          Street:             1 Main Street 
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          
          11.30 ASSOCIATE A PROPERTY TO OTHER PROPERTIES
          
          Let's  associate the building to the two apartments. On the  menu 
          at  the  bottom of the screen, you will notice a  menu  selection 
          MORE. Press M. The following menu will appear:
          
               +--------------------------------------------+
               | 1. Receipt For Income Item                 |
               | 2. Statement For Income Item               |
               | 3. Move (C)urrent Occupant To Previous     |
               | 4. Edit/View/Delete Previous Occupant      |
               | 5. Associate Property To Child Properties  |
               | 6. Return To (M)enu                        |
               +--------------------------------------------+
          
          We  will  discuss the other options later. Press 5  to  Associate 
          Property  To Child Properties. At the bottom of the  screen,  you 
          will see a green window which allows you to enter property  codes 
          of  other properties. Please note that a property code should  be 
          unique  and  should not be spaces if it is a child  property.  (A 
          child  property is a property that is part of  another  property. 
          Such as an apartment being part of a building or a building being 
          part  of a complex.  Note that a property can only have one  par-
          ent.)
          
          Press A to Add a child property. We will add C1-B1-A1 and  C1-B1-
          A2  to  C1-B1. You may consider writing down property  codes  and 
          their  related  addresses until you  memorize  the  relationships 
          (which you will after a while). The field will turn red. Type C1-
          B1-A1 <PAGEDOWN>.
          
          Press A to Add the second apartment. Type in C1-B1-A1  <PAGEDOWN> 
          again. You will see the following warning:
          
                           Please Choose Another Property.
                     This Property Is Already A Child Property.
          
          This tells you that you already associated the property in  ques-
          tion, press any key to continue.

          
                                                                       35
          
          
          
          
          Change  C1-B1-A1  to C1-B1-A. Press PAGEDOWN, you  will  see  the 
          following message:
          
                             Property Is Not Available.
                              Please Choose A Property.
          
                             Press Any Key To Continue.
          
          Press  any key. A green FIND INFORMATION screen will appear  with 
          all properties. Use the arrow keys to move to C1-B1-A2 and  press 
          ENTER. Press ENTER again to accept the child property.
          
          Press F and you will see the two child properties you just  asso-
          ciated with the C1-B1 property.
          
          Press ESC to remove the green associate properties screen.
          
          
          11.31 CONTINUE TO ADD PROPERTIES
          
          Let's add the next property. Press A and add the following infor-
          mation:
          
          Property Code:      C1-B2-A1
          Property Type:      APARTMENT
          Last Name:          Smith
          First Name:         Jason
          Street:             2 Main Street Apt 1
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-3333
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          Let's add the next property. Press C (COPY) and add the following 
          information:
          
          Property Code:      C1-B2-A2
          Property Type:      APARTMENT
          Last Name:          Long
          First Name:         Brian
          Street:             2 Main Street Apt 2
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-4444
          Contract:           N
          Interest:           0.00

          
                                                                       36
          
          
          
          Balance:            0.00 <PAGEDOWN>
          
          Let's add the next property. Press C (COPY) and add the following 
          information:
          
          Property Code:      C1-B2-A3
          Property Type:      APARTMENT
          Last Name:          Short
          First Name:         Denise
          Street:             2 Main Street Apt 3
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-5555
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          Let's add the next building. Press C (COPY) and add the following 
          information:
          
          Property Code:      C1-B2
          Property Type:      APARTMENT BUILDING
          Last Name:          
          First Name:         
          Street:             2 Main Street 
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (  )    -
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          
          11.32 ASSOCIATE A BUILDING TO ITS APARTMENTS
          
          Let's associate this building to the three apartments  previously 
          created.  Press M for MORE. Press 5. Associate Property To  Child 
          Properties.  Press  A  to add a  child  property.  Type  C1-B2-A1 
          <PAGEDOWN>. Press A to add a second child property. Type C1-B2-A2 
          <PAGEDOWN>. Press A to add a third child property. Type  C1-B2-A3 
          <PAGEDOWN>. The building C1-B2 now has three apartments associat-
          ed  with it. Press ESC to remove the associate  child  properties 
          screen.
          
          
          11.33 ASSOCIATE A COMPLEX TO ITS BUILDINGS
          
          Let's  create a property which will represent an  apartment  com-
          plex. Then we will associate it to C1-B1 and C1-B2.

          
                                                                       37
          
          
          
          
          Let's  add  the  complex. Press C (COPY) and  add  the  following 
          information:
          
          Property Code:      C1
          Property Type:      APARTMENT COMPLEX
          Last Name:          
          First Name:         
          Street:             Main Street Apartments 
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (  )    -
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          
          11.34 ASSOCIATE A COMPLEX TO ITS BUILDINGS
          
          Press M (MORE) to bring up the menu to associate this property to 
          child  properties. Choose 5. Associate Property To Child  Proper-
          ties. Press A (ADD). Type in C1-B1 <PAGEDOWN>. Then press A (ADD) 
          and  type:  C1-B2 <PAGEDOWN>. Press ESC to remove  the  associate 
          properties screen.
          
          
          11.35 FINISH CREATING PROPERTIES
          
          We still have two more single family houses to enter: one for the 
          first  landlord; one for the second landlord. Press A to add  the 
          first single family house. Enter the following information:
          
          Property Code:      SF1
          Property Type:      SINGLE FAMILY
          Last Name:          Ross
          First Name:         Albert
          Street:             654 Plaza Street
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-6666
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          Let's  create the second single family property. Press C to  COPY 
          Enter the following information:
          
          Property Code:      SF2
          Property Type:      SINGLE FAMILY

          
                                                                       38
          
          
          
          Last Name:          Taylor
          First Name:         Rodney
          Street:             111 Market Street
          City:               Leesburg
          State:              VA
          Zip Code:           22075
          Begin Date:         05/05/1994
          Phone #:            (703) 555-7777
          Contract:           N
          Interest:           0.00
          Balance:            0.00 <PAGEDOWN>
          
          
          11.36 ASSOCIATE LANDLORD TO PROPERTIES
          
          Press  ESC then Y to return to the Main Menu. Choose 3 to  go  to 
          the Maintenance Menu. Choose 6. Landlord Editor.
          
          Terry  Burns shows up when you choose 6. Landlord  Editor.  Lloyd 
          Johnson is also in there. Since Burns comes before Johnson, Burns 
          is displayed first.
          
          Let's associate Terry Burns with the second Single Family proper-
          ty. Press the plus (+) key to move down to the second area of the 
          screen.  When you press the plus (+) key note that a single  line 
          box will move to the bottom of the screen.
          
          Press  A to associate a property to this landlord. We could  type 
          in SF2. However, let's press ENTER on the field. You will see the 
          following message:
          
                             Property Is Not Available.
                              Please Choose A Property.
          
                             Press Any Key To Continue.
          
          Press The ENTER key. You will see the following properties on the 
          FIND INFORMATION screen:
          
          PROP CODE   PROPERTY TYPE         STREET
          ----------  --------------------  -------------------------------
          C1          APARTMENT COMPLEX     Main Street Apartments
          C1-B1       APARTMENT BUILDING    1 Main Street
          C1-B1-A1    APARTMENT             1 Main Street Apt 1
          C1-B1-A2    APARTMENT             1 Main Street Apt 2
          C1-B2       APARTMENT BUILDING    2 Main Street
          C1-B2-A1    APARTMENT             2 Main Street Apt 1
          C1-B2-A2    APARTMENT             2 Main Street Apt 2
          SF1         SINGLE FAMILY         654 Plaza Street
          SF2         SINGLE FAMILY         111 Market Street
          
          Use the arrow keys to move down to SF2 and Press ENTER. (You  may 
          also  use the move and click on the work DOWN ARROW until SF2  is 

          
                                                                       39
          
          
          
          highlighted and click on SELECT.
          
          Once you select the property, you must select what percentage the 
          landlord  owns. The default value is 100. You may change this  to 
          something  less if two or more people own a property. IT IS  YOUR 
          RESPONSIBILITY  TO  ASSURE THAT ALL PROPERTIES  ARE  OWNED  100%. 
          There are reports that will tell you. As we will see below.
          
          Press the minus key to move the single line box to the top of the 
          screen.  This  is called changing focus from the  bottom  of  the 
          screen  to  the top. (You could have also pressed  the  plus  (+) 
          key.) Use the down arrow key to display Lloyd Johnson.
          
          Press  the plus (+) key to move to the bottom of the  screen.  We 
          will  now  associate Lloyd to the Apartment Complex  and  to  the 
          first single family property.
          
          Press  A  to Associate a property to the landlord. Type  C1  into 
          Property  Code  to associate the complex to the  landlord.  Press 
          PAGEDOWN.  Note that by associating the apartment complex to  the 
          landlord,  the two buildings and five apartments are  also  asso-
          ciated  to this landlord. Press A to associate the single  family 
          house to the landlord. Type in SF1 then PAGEDOWN.
          
          Press the ESC key then Y to return to the Maintenance Menu. Press 
          ESC to return to the Main Menu.
          
          
          11.37 MOVING AROUND THE EDIT PROPERTIES SCREEN
          
          Press  1.  Edit Properties on the Main Menu. You will  note  that 
          property:  C1-B1 (1 Main Street) will display first. Look at  the 
          top right of the screen. It states: ORDER BY ADDRESS. This is the 
          way all of your properties are ordered. If you press the UP ARROW 
          (or  P [previous]) or the DOWN ARROW (or N [next]), the  previous 
          or next item you see is based on the address order.
          
          Press  F  (FIND), you will see the properties  in  the  following 
          order:
          
          STREET                           NAME                       C/L
          -------------------------------  -------------------------  ---
          1 Main Street                                                N
          1 Main Street Apt 1              Doe                         N
          1 Main Street Apt 2              Door                        N
          111 Market Street                Taylor                      N
          2 Main Street                                                N
          2 Main Street Apt 1              Smith                       N
          2 Main Street Apt 2              Long                        N
          2 Main Street Apt 3              Short                       N
          654 Plaza Street                 Ross                        N
          Main Street Apartments                                       N
          

          
                                                                       40
          
          
          
          Press  ENTER to return to the previous screen. Press T  (TOGGLE). 
          Look at the top right of the screen. It now states: ORDER BY LAST 
          NAME. Press F (FIND), you will see the following order:
          
          NAME                             STREET                     C/L
          -------------------------------  -------------------------  ---
                                           1 Main Street               N
                                           2 Main Street               N
                                           Main Street Apartments      N
          Doe                              1 Main Street Apt 1         N
          Door                             1 Main Street Apt 2         N
          Long                             2 Main Street Apt 2         N
          Ross                             654 Plaza Street            N
          Short                            2 Main Street Apt 3         N
          Smith                            2 Main Street Apt 1         N
          Taylor                           111 Market Street           N
          
          Press  ENTER to return to the previous screen. Press T  (TOGGLE). 
          Look at the top right of the screen. It now states: ORDER BY PROP 
          CD. Press F (FIND) then HOME (to go to the top of the list),  you 
          will see the following ordering:
          
          PROP CD     STREET                          NAME
          ----------  ------------------------------  ---------------------
          C1          Main Street Apartments
          C1-B1       1 Main Street
          C1-B1-A1    1 Main Street Apt 1             Doe
          C1-B1-A2    1 Main Street Apt 2             Door
          C1-B2       2 Main Street
          C1-B2-A1    2 Main Street Apt 1             Smith
          C1-B2-A2    2 Main Street Apt 2             Long
          C1-B2-A3    2 Main Street Apt 3             Short
          SF1         654 Plaza Street                Ross
          SF2         111 Market Street               Taylor
          
          Press ENTER to return to the previous screen.
          
          Use the DOWN ARROW (twice) to move to 1 Main Street Apt 1.  Press 
          the plus (+) key to move around. You will notice that there is  a 
          single  line  box surrounding the above  information.  When   you  
          press the plus (+) key, it will move to:
          
               Date Cd Type Cost:
               Reason:
               Include:            Budget:
          
          Note  that once you move the single line box to another  area  on 
          the  screen, you can perform most of the menu selections  at  the 
          bottom of the screen on that area.
          
          This area allows you to enter income and expense items associated 
          with the property displayed at the top of the screen. 
          

          
                                                                       41
          
          
          
          
          11.38 ADDING EXPENSE/INCOME/DEPOSIT/REFUND ITEMS TO A PROPERTY
          
          There  are  several  ways to  add  expenses/incomes/deposits  and 
          refunds  to  a  property.  Let's say  we  received  a  $100  non-
          refundable cleaning deposit and a $200 refundable security depos-
          it  from  them  today.  Let's  enter it.   Press   A  to  add  an 
          income/expense/refund/deposit item. Press ENTER  on  the date (to 
          accept today's date) to move to the code area (Cd).
          
          On an empty code press ENTER. The program will tell you that  you 
          did not enter a valid code. (This is so because an empty code has 
          not, and should not be created.) The program will say:
          
                              Code Is Not In Code Table
                              -------------------------
          
                              Press Any Key To Continue
          
          Press   any  key. You will see a list of all the D  (deposit),  E 
          (expense),  I (income) and R (refund) codes that are currently in 
          the program. You  will  note that  this screen is very similar to 
          the FIND screen on the  Code Editor Screen. Press ENTER on CLNDE-
          POSIT.  You  will note that the D (deposit) Type has  been  added  
          for  you. Press ENTER on Type. Now type in 100 <ENTER> for Cost.
          
          For Reason, type "Cleaning Deposit - Non refundable" <ENTER>  (Do 
          not type in the quotes).
          
          Press ENTER on include. The default value is N (no). Most  people 
          will  not  have contracted properties. Press  100  <PAGEDOWN>  on 
          budget. 
          
          Let's also add a $200 security deposit:
          
          Press A to Add. Enter the following information:
          
          Date:     Press <ENTER>
          Code:     DEPOSIT
          Type:     I
          Cost:     200
          Reason:   Security Deposit - refundable
          Include:  Press <ENTER>
          Budget:   200 <PAGEDOWN>    
          
          
          11.39 BATCH PROCESSING
          
          Let's  review what we have just done. We just created  two  items 
          for  a  property. If we added items for  several  properties,  we 
          would  have used the minus key to move to the top of the  screen. 
          We  would then move to the next property in which we want to  add 
          an  item. We would then press the plus key to move to the  second 

          
                                                                       42
          
          
          
          area.  Then press A to add the information. This  would  continue 
          for all items we wish to add.
          
          Let's  discuss  both  methods of  batch  processing  the  program 
          provides. Please choose the one you like better and use it.
          
          Press ESC then Y to return to the Main Menu.
          
          Let's  add  5 items in using the first batch  processing  method. 
          Here are the items:
          
               For Property:  C1-B1-A1, RENT $500
                              C1-B1-A2, RENT $550
                              C1-B2-A1, RENT $450
                              C1-B2-A2, RENT $400
                              C1-B2-A3, RENT $500
          
          
          11.39.1 FIRST BATCH PROCESSING METHOD
          
          Press 8. Batch (P)rocessing from the Main Menu. This method is  a 
          little  less  forgiving than the next method. Once you  enter  an 
          item, you can not change it (at least from this screen). Note  at 
          the bottom of the screen, 0 items have been added.
          
          Type  RENT for item code. (If you didn't know the code, the  pro-
          gram  would provide you with a list.) Type I for type.  Type  500 
          for  cost. Type C1-B1-A1 for property code. Press  PAGEDOWN.  The 
          program will beep at you and change the number of items from 0 to 
          1.  We could have entered a reason. The date defaults  to  today; 
          you can change it if you wish. Once you press PAGEDOWN, the  item 
          has been entered. If you do not wish to enter the item  currently 
          displayed, press ESC.
          
          Let's add the next four items. For the following fields enter:
          
               Item Code:     RENT
               Type:          I
               Cost:          550
               Prop Code:     C1-B1-A2 <PAGEDOWN>
          
               Item Code:     RENT
               Type:          I
               Cost:          450
               Prop Code:     C1-B2-A1 <PAGEDOWN>
          
               Item Code:     RENT
               Type:          I
               Cost:          400
               Prop Code:     C1-B2-A2 <PAGEDOWN>
          
               Item Code:     RENT
               Type:          I

          
                                                                       43
          
          
          
               Cost:          500
               Prop Code:     C1-B2-A3 <PAGEDOWN>
          
          You  will notice that 5 items have been added. In order to  speed 
          up  batch processing, you cannot enter BUDGETs here. However,  if 
          you  do  keep track of budgets, if you create a  budget  for  all 
          properties/item codes, both batch processing techniques will fill 
          in the budget for you. Press ESC to return to the Main Menu.
          
          
          11.39.2 SECOND BATCH PROCESSING METHOD
          
          Let's add 6 items using the second batch processing method. These 
          are the expenses:
          
               For Property:  C1-B1-A1, ELECTRIC $50
                              C1-B1-A2, ELECTRIC $25
                              C1-B2-A1, ELECTRIC $50
                              C1-B2-A2, ELECTRIC $100
                              C1-B2-A3, ELECTRIC $50
                              <NO PROP>, TELEPHONE $25
          
          The final expense is considered a supply. This is an expense that 
          is not related to a specific property.
          
          Choose  9. Alternate Batch Processing. This will probably be  the 
          batch  processing method you will prefer. Notice that  there  are 
          four  choices: ADD, CHANGE, DELETE and ESC-EXIT. This  method  is 
          more  like a spreadsheet. You will be able to review all of  your 
          entries  before you press ESC and accept all items displayed.  If 
          you  entered information and change your mind, DELETE all  selec-
          tions before you press the ESC key. If you want to make a change, 
          use the arrow keys to move to the item and press C to CHANGE. You 
          will be able to scroll up and down as well as left and right.  If 
          you do not enter a date, today's date is used.
          
          Less  error  checking  is done up front.  This  batch  processing 
          method  will  not allow you to enter incorrect  information.  But 
          will  not  tell you until after you press ESC. Then  the  program 
          will allow you to go back and fix (CHANGE) it or DELETE it.
          
          Press A to ADD. Enter the following information:
          
          Item Code:     ELECTRIC
          Type:          E
          Cost:          50
          Prop Code:     C1-B1-A1 <PAGEDOWN>
          
          Press A to ADD. Enter the following information:
          
          Item Code:     ELECTRIC
          Type:          E
          Cost:          25

          
                                                                       44
          
          
          
          Prop Code:     C1-B1-A2 <PAGEDOWN>
          
          Press A to ADD. Enter the following information:
          
          Item Code:     ELECTRIC
          Type:          E
          Cost:          50
          Prop Code:     C1-B2-A1 <PAGEDOWN>
          
          Press A to ADD. Enter the following information:
          
          Item Code:     ELECTRIC
          Type:          E
          Cost:          100
          Prop Code:     C1-B2-A2 <PAGEDOWN>
          
          Press A to ADD. Enter the following information:
          
          Item Code:     ELECTRIC
          Type:          E
          Cost:          50
          Prop Code:     C1-B2-A3 <PAGEDOWN>
          
          Press A to ADD. Enter the following information:
          
          Item Code:     TELEPHONE
          Type:          S
          Cost:          25 <PAGEDOWN>
          
          Now that all 6 expenses are in, you may scroll through them.  You 
          may  change  or delete any if you wish. (However, if  it  is  all 
          correct, please keep it to follow along with the tutorial.) Press 
          ESC. If everything is correct, you will return to the Main  Menu. 
          If  there are mistakes, the program will tell you and  re-display 
          the batch processing screen for you to fix.
          
          
          11.40 ADDING A LEASE INCOME TO A PROPERTY
          
          Choose  1.  Edit  Properties. We will change one  of  the  single 
          family  houses  to a leased property.  Basically  the  difference 
          between  a regular rental and a leased property is that the  com-
          puter  will keep track of a beginning balance and reduce it  when 
          lease payments are made. Lease reports can be generated.
          
          Press  F to FIND. Use the arrow keys to move down to  111  Market 
          Street. Press ENTER.
          
          Press E to EDIT. Use the arrow keys to move to CONTRACT/LEASE and 
          change  the  value from N to L. The lease on this house  will  be 
          $1000/month  for 12 months. Therefore, the lease balance will  be 
          $12000.  Move  to balance and type in 12000. Press  the  PAGEDOWN 
          key.

          
                                                                       45
          
          
          
          
          Press  the  plus key to move to the second area  of  the  screen. 
          Press  A  to add a LEASE payment of $1000. Press ENTER  on  Date; 
          type   LEASE   <ENTER> for Cd; type I for  Type;  1000   <ENTER>;  
          type  First Lease Payment for Reason; N for Include; 1000  <PAGE-
          DOWN> for Budget. 
          
          Note   that  the Balance has decreased by $1000 because this   is  
          a LEASEd property and you used the LEASE code as an income. 
          
          
          11.42 HANDLING BUDGETS
          
          Budgets are necessary for LEASE/RENT if you want to print  state-
          ments. Above  we explicitly entered in a budget for the code. THE  
          FIRST TIME A CODE IS USED FOR A PROPERTY, YOU MUST ADD THE BUDGET 
          ABOVE BECAUSE THE PROGRAM DOESN'T HAVE A VALUE YET. 
          
          Press the plus (+) key to move the single line box to the  budget 
          area.   Press  A  to add 1000 <ENTER>. You  may  only  have   one  
          budget per  code/property.  This means that the 111 Market Street  
          can  only have $1000 for it's LEASE budget. But 2 Main Street can 
          have   $550 for it's LEASE budget. In other words, the budget  is 
          tied  to  the property as well as the code. If you try to  add  a 
          budget now  you will get a warning, try it.
          
          Let's  go back to the expense/income code area to  enter  another 
          LEASE  payment  so you can see how the BUDGET  works.  Press  the 
          minus (-) key to move the single line box back.
          
          Now  that  the single box is surrounding the Date Cd  Type  Cost, 
          etc. area, let's add another LEASE payment.
          
          Press  A.  Press ENTER on the date; type LEASE  <ENTER>  for  the  
          code;  press I for the Type. At this point the program will  know 
          that   the   budget is $1000 and enter it for you in   the   Cost  
          and Budget  Area. If the tenant pays less then change the  amount  
          and  then  you will know that you have been  underpaid.  At  this 
          point we are  done.  Instead of pressing <ENTER> four (4)  times,  
          you  should press  <PAGEDOWN> to finish adding this  information.  
          (Note  that the Balance decreases again.)
          
          
          11.43 DELETING TRANSACTIONS
          
          This second LEASE item should not really be there since they have 
          not  paid the second month's lease payment yet. Let's DELETE  it. 
          Press  D to DELETE. Press Y for ARE YOU SURE YOU WANT TO  DELETE? 
          Note  that  the transaction has been removed  (deleted)  and  the 
          Balance has been increased.
          
          
          11.44 WHY ARE WE PLACING BUDGET IN TWICE

          
                                                                       46
          
          
          
          
          Good question! The reason I did this was to give you the  ability 
          to  change the budget in the middle of a year (fiscal,  calendar) 
          and not mess up your budgets. For example, if the budget was $500 
          for  rent for the first 6 months and then you raise the  rent  to 
          $550. You would change the budget to $550. But the program  would 
          not have a way of knowing that the budget for the first 6  months 
          was $500. The program would then think your tenant was $50  short 
          from January to June. 
          
          By duplicating the budget with the expense/income, this  provides 
          a  "snapshot"  in time of what the budget was at  that  point  in 
          time.
          
          
          11.45 BUDGETS, REVISITED
          
          If you use budgets, you should use them everywhere. If you do not 
          use  them, then you should not use them at all (except for  LEASE 
          and RENT **IF** you use the statement feature).
          
          On  the reports, as we will see later, budgets are  computed.  If 
          you do not use them, then the budgets will be 0. If you do,  this 
          will  help to analyze and forecast expenses. You can also  choose 
          not to display budget information if you do not wish to.
          
          
          11.46 NOTES
          
          I  have  shown you how to move to the first three  areas  of  the 
          screen  (property/tenant, expense/income/refund/deposit  transac-
          tions,   budgets).  Press  the  plus  (+) key to  move  from  the 
          budget  to  the  NOTES field. 
          
          This is just a place to enter notes to yourself about the proper-
          ty or tenant.
          
          
          11.47 PREVIOUS TENANTS (OCCUPANTS)
          
          Previous tenant information used to display on the screen. Now it 
          has  been relegated to a menu selection on the MORE  screen.  The 
          previous tenant information allows you to keep track of  previous 
          tenants.  This  can be used for references or to figure  out  who 
          owes you what (IF you use budgets).
          
          Press   the   M  (MOVE). YOU   CANNOT   ADD   PREVIOUS  OCCUPANTS  
          (TENANTS). THEY MUST BE MOVED THERE FROM THE  "MORE  MENU".  Once 
          they are here, you can EDIT, DELETE  or  FIND them.
          
          From the MORE MENU, you could choose 3. Move Current Occupant  To 
          Previous.  Let's do so now. Choose 3 if you haven't already  done 
          so.  A  red screen will appear telling you that the  occupant  is 

          
                                                                       47
          
          
          
          being  moved. The MORE MENU will disappear and you will  see  the 
          screen with no current occupant.
          
          Press M again. Now choose 4. Edit/View/Delete Precious  Occupant. 
          A green window will display at the bottom of the screen. You will 
          notice the previous occupant's last and first name, the date they 
          begun  renting and ended renting. If they owe money,  the  amount 
          will  also display here (if you used budgets). Finally,  you  can 
          enter a small comment about them. Press ESC to remove the  previ-
          ous occupant screen.
          
          Let's  add  back  an occupant to this property. If  you  are  not 
          already at the top of the screen, press the minus key to move the 
          single  line box to the top. Press E to EDIT. Type in  Jones  for 
          last  name  and Ed for first name. Move to begin date  and  enter 
          today's  date. For the phone number put in (703) 777-9999.  Press 
          the PAGEDOWN key.
          
          
          11.48 RECEIPT
          
          Let's   print out a receipt for the lease payment.
          
          Use  the plus (+) key to get to the transaction section  (if  you 
          were   previously on the property/tenant area.) The  LEASE   code 
          should  be  displayed. (If it is not, use the arrow keys  or  the 
          FIND to get it.)  Press M for MORE. 
          
          The  MORE MENU is displayed. Choose 1. Receipt For  Income  Item. 
          Make  sure   your   printer  is on (and set   up   correctly   as  
          described  above).  Choose  1. The receipt will  display  on  the 
          screen.  Use  the arrow keys to view the receipt.  When  you  are 
          done, press ESC. The program will then ask you to print it,  save 
          it  to a file, re-display or exit. Press 1 to print it.  You  are 
          now  back on the previous screen. Press ESC then Y to  return  to 
          the Main Menu.
          
          
          11.49 STATEMENTS
          
          While  the tenant is sitting in your office, you can  also  print 
          out a statement for their next month's payments. Press M for  the 
          More  Menu.  Press  2. Statement For Income Item   to  print  the 
          statement. The statement will display on the screen as  described 
          in  the previous section. Press ESC to finish viewing the  state-
          ment. Press 1 to print it.
          
          You  will also be able to print out statements for all  customers 
          on  the  print menu as described below in the  new  features  and 
          below again in the printing area.
          
          
          11.50 EDIT PROPERTIES SUMMARY

          
                                                                       48
          
          
          
          
          That's  about  all of the functionality of this  Edit  Properties 
          selection. Let's summarize what we have seen and what we can  do. 
          
          You  can add an unlimited number of properties to  this  program. 
          
          You  learned how to handle single property rentals and  apartment 
          rentals (multi-dwelling).
          
          For  each property, you can keep track of the tenant's name,  and 
          phone  number. If the property is unoccupied, the name and  phone 
          would be empty.
          
          For each property, it can be a regular rental, a leased  property 
          (with a beginning balance which would decrease every time a LEASE 
          transaction  occurs), or a Contracted property (which means  that 
          you are the mortgage company (simple interest) and this  property  
          shouldn't really be here.  (I am truly considering removing  this 
          feature from the program. Does anyone use it?)
          
          You can add, copy, delete, edit and find properties by using  the 
          menu at the bottom of the screen.
          
          You  can move to other areas of the screen to perform  the  above 
          menu  options on that area by pressing the plus (+) or minus  (-)  
          keys.
          
          You  can  add  an unlimited number of  transactions  (income  and  
          expense)  to each property. HOWEVER, THE EXPENSE ITEM MUST  FIRST  
          EXIST BEFORE IT CAN BE USED.
          
          When  you  enter  a LEASE income transaction,  the  Balance  will 
          decrease. (If you delete it, the balance will increase.)
          
          You  can  only copy properties and transactions. If you  use  the 
          command on any other area, the program will beep at you.
          
          You  can print out a receipt for an income item ONLY. You  cannot 
          print  out a receipt unless you are in the transaction  area  and 
          displaying an income code.
          
          You  can print out a statement for a property. You can be in  any 
          of the four areas of the screen. However, you must have an income 
          code  of  RENT or LEASE ***AND*** this code MUST  have  a  budget 
          amount.  If it doesn't have a budget, I -- the program --  do(es) 
          not know how much to ask for on the statement.
          
          There  are  4 areas on the screen:  property/tenant,   income/ex-
          pense/refund/deposit  transactions, budget, and notes.
          
          You can add notes to yourself concerning the property or tenant.
          
          You can keep track of previous occupants. However, you must  move 

          
                                                                       49
          
          
          
          them here using the menu selection on the MORE Menu.
          
          Please remember that when a property is showing, you are  working 
          on  that property. If you are adding transaction for  property  1 
          and  then need to add transactions to property 2, you must  first 
          use  the plus key to move back to the top. You must then use  the 
          arrow  keys, the FIND key, or create a new entry for property  2. 
          Now  you  can  move back down to expenses and  add  them  in  for 
          property  2. THIS IS WHY WE CREATED A BATCH PROCESSING  FUNCTION. 
          THE BATCH PROCESSING SAVES TIME.
          
          Properties can be linked to other properties. This allows for the 
          concept of associating a property with other properties, such  as 
          an  apartment complex. This way you can create a  property  which 
          represents  a  complex. You can then  create  several  properties 
          which  represent buildings. The complex will be  associated  with 
          the  buildings.  You can then create properties  which  represent 
          apartments and associate buildings to apartments.
          
          Each  property can have a code, which you define,  associated  to 
          the  property. This will allow you to associate one  property  to 
          another;  associate  landlords to properties; and use  the  batch 
          processing technique.
          
          Each property also has a property types associated with it,  such 
          as  APARTMENT, BUILDING, COMPLEX, SINGLE FAMILY,  CONDO,  DUPLEX, 
          TOWNHOUSE, etc.
          
          You  can now keep track of landlords and associate  landlords  to 
          properties. As we will see below, you can create reports targeted 
          to the tenant or the landlord. The reports print with the address 
          of  the  targeted group in such a position to display  through  a 
          see-through envelop.
          
          Expense  item codes can be associated to 1099 forms to print  out 
          for tax purposes as defined below.
          
          
          11.51 BACKUP, REVISITED
          
          Now  that we have some information in the program, let's back  it 
          up.
          
          Choose 5 to Backup Properties from the Main Menu. 
          
          Say Y to ARE YOU SURE YOU WANT TO BACK UP?
          
          Say A (or B) to WHICH DRIVE DO YOU WISH TO BACK UP TO?
          
          The program will then say:
          
                      Insert a Formatted Diskette into Drive A:
          

          
                                                                       50
          
          
          
                    Press any key to continue or <ESC> to cancel
          
          Place  a formatted disk in the drive and press any key. The  pro-
          gram  will tell you that it is erasing the floppy (if necessary). 
          It   will  then display the file names as they are being  copied. 
          When  it is done, you will hear a beep and see a message  similar 
          to the following:
          
            Remove Diskette From Drive and Label With The Following Info 
                   BACKUP DISKETTE / DATE: 05/12/94  /  DISK NO: 1
          
                            Press any key to continue...
          
          (If the backup required more than 1 floppy you would be instruct-
          ed to place a new floppy in.)
          
          When it is done, you will see the following message:
          
                            Backup Completed Successfully 
          
                            Press any key to continue...
          
          
          11.52 DELETE PROPERTY/TENANT
          
          We will restore (load) in this backed up information in a minute. 
          However,  let's first delete the entry you added. This  way  when  
          you restore, you will see that it has been restored successfully.
          
          Choose 1. Edit Properties.
          
          Choose D to Delete, then Y.
          
          You  will note that all information relating to the  current  de-
          leted  property will also be deleted. Note that we are down to  9 
          property entries.
          
          Press <ESC> then Y to return Main Menu.
          
          
          11.53 LOAD PROPERTIES
          
          Choose 6. Load Properties.
          
          Press Y to ARE YOU SURE YOU WANT TO RESTORE?
          
          Press A (or B) to WHICH DRIVE DO YOU WISH TO RESTORE FROM?
          
          You will see following message:
          
          WARNING: This Will Overwrite Existing Files! Make A Backup Before
                                     Continuing
                        Insert a Backup Disk #1 Into Drive A:

          
                                                                       51
          
          
          
          
                    Press any key to continue or <ESC> to CANCEL
          
          Don't let this (always) scare you. This is just telling you  that 
          you  will  overwrite your existing files with the  files  on  the  
          floppy.  If  that's what you want to do, then do it. If  you  did 
          this by accident, you have a final reprieve.
          
          Put  the  floppy in the disk drive and press ENTER.  The  program 
          will display all the file names restored. When done, you will see 
          the following message:
          
                           Restore Completed Successfully
                            Press any key to continue...
          
          You will then see:
          
                        Reindexing Everything. Please Wait...
                        -------------------------------------
          
          This sets up the index files so your program works correctly.
          
          Choose 1. Edit Properties and you will see that your  information 
          is back.
          
          Press ESC Y to return to the Main Menu.
          
          
          11.54 ADDING OFFICE EXPENSES 
          
          Choose 3. Maintenance Menu from the Main Menu.
          
          Choose 2. Office Expense Editor.
          
          You will see there is an area on the screen to enter your  supply 
          expenses  (transactions). This sections works identically to  the 
          income/expense/deposit/refund  transaction  area on the  1.  Edit 
          Properties.  You  will see the one supply expense that  we  added 
          before through the batch processing selection above.
          
          Let's  say  you  received your utility  bills  this  month:  $100  
          ELECTRIC; $50 GAS; $25 WATER.
          
          Let's add them in:
          
          Choose A to ADD. Press <ENTER> on Date; <ENTER> on Code. You will 
          receive  a message similar to the one you received before.  Press 
          any key to continue. You will now get a list of S (supply) codes. 
          Press <ENTER> on ELECTRIC; press S on Type; 100 <ENTER>;  <ENTER> 
          on Reason; 100 <PAGEDOWN> on Budget.
          
          Press  plus (+) and add a budget of $100. (Press + A  100  <PAGE-
          DOWN>.)

          
                                                                       52
          
          
          
          
          Press plus (+) to move back to the transaction.
          
          Add  the GAS and WATER expenses. Try to do this  yourself.  (Here 
          are  the  keystrokes: 
          
          A  <ENTER> GAS <ENTER> <ENTER> 50 <ENTER> <ENTER> 50 <PAGEDOWN> +  
          A  50  <PAGEDOWN> + A <ENTER> WATER <ENTER>  <ENTER>  25  <ENTER> 
          <ENTER> 25 <PAGEDOWN> + A  25 <PAGEDOWN> + 
          
          
          11.55 REPORTS
          
          Before  we  discuss the remaining selections on  the  Maintenance 
          Menu,  let's look at the reports. Press <ESC> Y to return to  the 
          Maintenance  Menu. Then press <ESC> to return to the  Main  Menu. 
          
          Select 2. Report Generation System.
          
          There are three types of income/expense reports. The first set of 
          reports  provides  a balance sheet on an individual  property  by 
          property  basis. There is no relationship between properties  and 
          child properties or landlords and properties.
          
          The  second set of reports provide a balance sheet on  groups  of 
          properties based on the child relationships. In other words, if a 
          property is a child of another property, its information will  be 
          incorporated  into  its parent information. If a  property  is  a 
          "free-standing"  property  (such as a single family  house),  its 
          information will also be printed. Therefore, if an apartment is a 
          child  of a building, its expenses/incomes will  be  incorporated 
          into the building's expenses/incomes. Furthermore, if the  build-
          ing is part of an apartment complex, its expenses and incomes, as 
          well as all other buildings in the complex will be totaled to the 
          complex.
          
          The  third  set of reports provide a balance sheet  by  landlord. 
          Only  properties  owned by landlords will be looked at  in  these 
          reports.
          
          You may also print out a single property report for parent  prop-
          erties.  All child properties will be included in the total.  You 
          can also choose to print out a report for a single property.
          
          The program allows you to view the report on the screen. You  may 
          use  the arrow keys or mouse to move around. Please realize  that 
          there  is more information to the right and below. You will  also 
          notice  some  strange characters. These are the  characters  that 
          your  printer uses. When you are done viewing the report  on  the 
          screen, press ESC. You will then be able to print it, save it  to 
          a file or re-display on the screen. 
          
          

          
                                                                       53
          
          
          
          11.55.1 DETAIL REPORT
          
          This report has no concept of child/parent relationships. If  you 
          have set up child properties, this is not the best report to run. 
          The Property/Children or Landlord reports are better. 
          
          The program will allow you to choose how you want the  properties 
          ordered. Your choices are Address, Last name or Property Code.
          
          This report allows you to see your income and expenses on an item  
          by  item basis for all properties.  This shows every  transaction 
          for  the  class of properties selected for the  dates  specified. 
          Therefore, you can choose to see a year's worth of information, a 
          month's worth, or even a day's worth. Each set of transactions is 
          grouped  together  by  the codes. For example, if  you  have  two  
          codes,   ELECTRIC  and  GAS,  all  transactions  associated  with  
          ELECTRIC  will be grouped together with an ELECTRIC total   imme-
          diately following it. 
          
          You  can  specify to receive a detail report  of  all  contracted 
          properties or non contracted properties.
          
          You also have the option of printing out the reason. The  default 
          is YES. If you do print out the reason, the report will print  in 
          condensed  mode so that all the information will fit on a  single 
          line.  You know also have the option to suppress the  budget  in-
          formation if you don't use them.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.2 SUMMARY REPORT
          
          This  report  allows  you to see your income and  expenses  on  a 
          category  (code) basis for all properties.  This shows  only  the 
          total  for  every transaction category (code) for  the  class  of 
          properties  selected for the dates specified. Therefore, you  can  
          choose to see a year's worth of information, a month's worth,  or 
          even a day's worth. Each set of transactions is grouped  together 
          by  the codes. For example, if you have two codes,  ELECTRIC  and 
          GAS, you will see a total for ELECTRIC and then a total for  GAS.
          
          This report also has no concept of the parent/child relationship.
          
          You  can  specify to receive a summary report of  all  contracted 
          properties or non contracted properties.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.3 CONDENSED SUMMARY REPORT
          
          This  report  provides  a grand total one line  summary  for  all 

          
                                                                       54
          
          
          
          properties of a specific class for the specified period of  time. 
          You can get this report for contracted or non contracted  proper-
          ties.  This report also has no concept of the parent/child  rela-
          tionship.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.4 LANDLORD DETAIL REPORT
          
          This  will  print out expenses/incomes associated  to  properties 
          owned by landlords. Therefore, only properties that are owned  by 
          landlords  will  be included in this report. If a property  is  a 
          parent property, all child property expenses will be totaled into 
          the  report. So, in the example we have been doing,  the  complex 
          for  Lloyd Johnson will have the incomes and expenses of  all  of 
          the apartments included.
          
          
          11.55.5 LANDLORD SUMMARY REPORT
          
          This  report  is the same as above but will only  print  out  the 
          total for each code rather than each individual expense/income.
          
          
          11.55.6 PROPERTY/CHILDREN DETAIL REPORT
          
          This  report prints each property which IS NOT a child  property. 
          All items associated to this property will be reported AS WELL AS 
          child  properties associated to the property. If a landlord  owns 
          the property, the landlord's name will be listed.
          
          
          11.55.7 PROPERTY/CHILDREN SUMMARY REPORT
          
          This report is the same as the one above, except all  information 
          is summarized rather than each individual item.
          
          
          11.55.8 SINGLE PROPERTY DETAIL REPORT
          
          This report allows you to see your income and expenses on an item 
          by item basis for a single property that you select.  This  shows 
          every transaction for the property selected for the dates  speci-
          fied. This report also has no concept of property relationships. 
          
          Press   ENTER  to  select the property displayed.  You  can  move 
          around  to  choose a different report. Then   press  PAGEDOWN  to 
          print out a report using the default settings.
          
          
          11.55.9 SINGLE PROPERTY SUMMARY REPORT
          

          
                                                                       55
          
          
          
          This  report  allows  you to see your income and  expenses  on  a 
          category  (code)  basis for a single property which  you  select. 
          This  shows only the total for every transaction category  (code) 
          for the property selected for the dates specified. Therefore, you 
          can choose to see a year's worth of information, a month's worth, 
          or   even  a day's worth. Each set of  transactions  is   grouped  
          together  by  the  codes. For example, if  you  have  two  codes,  
          ELECTRIC  and  GAS, you will see a total for ELECTRIC and then  a 
          total  for GAS.
          
          Press  <ENTER>  to  select the first  property  displayed.  Press 
          PAGEDOWN to print out a report using the default settings.
          
          
          11.55.10 SINGLE PROPERTY CONDENSED SUMMARY REPORT
          
          This  report  provides an income grand total,  an  expense  grand  
          total,  and a total total for a single property for  the   speci-
          fied  period  of time. This way you can  double  check  the   in-
          formation you entered in to this program. This report also has no 
          concept of the parent/child relationship.
          
          Press  <ENTER>  to  choose the first  property  displayed.  Press 
          PAGEDOWN to print out a report using the default settings.
          
          
          11.55.11 SINGLE LANDLORD DETAIL REPORT
          
          This  will  print out expenses/incomes associated  to  properties 
          owned for a single landlord. Therefore, only properties that  are 
          owned by landlords will be included in this report. If a property 
          is a parent property, all child property expenses will be totaled 
          into the report. 
          
          
          11.55.12 SINGLE LANDLORD SUMMARY REPORT
          
          This  report  is the same as above but will only  print  out  the 
          total  for each code rather than each  individual  expense/income 
          for a single landlord.
          
          
          11.55.13 SINGLE PROPERTY/CHILDREN DETAIL REPORT
          
          This  report prints a single property (chosen by the user)  which 
          IS  NOT a child property. All items associated to  this  property 
          will  be reported AS WELL AS child properties associated  to  the 
          property.  If a landlord owns the property, the  landlord's  name 
          will be listed.
          
          
          11.55.14 SINGLE PROPERTY/CHILDREN SUMMARY REPORT
          

          
                                                                       56
          
          
          
          This report is the same as the one above, except all  information 
          is summarized rather than each individual item.
          
          
          11.55.15 TAX REPORTS MENU
          
          This menu consists of the following selections.
          
          
          11.55.15.1 TAX REPORT
          
          This  report  groups expenses into the  three  predefined  groups 
          (Expense,  Income,  Supplies).  All expense codes  from  all  the  
          properties are added together to provide one grand total for each 
          code.  Income  totals and a grand total for incomes  is  reported 
          first.  Next   expense totals and a grand total for  expenses  is 
          reported. Finally all general expenses (supplies) are reported.  
          
          When  codes  are created (see Code Editor), besides  providing  a  
          description and the type of code (Income, Expense, Supplies), you 
          also  provide a Total To field and a percent. The Total To  field 
          is used to group several similar codes together for tax purposes. 
          
          For example, all electric, gas, water, and sewage charges you pay 
          on  a property must be combined together into a group named  UTI-
          LITY.   This automatically adds these similar codes together  for 
          you  rather   than  forcing you to print out   the    information   
          and combining it manually. 
          
          The  percent field can be used for several similar  purposes.  If 
          you   wish   to  include the depreciation of  each  property   in 
          Supplies, you can place the basis of the property and then  place 
          in  the  current year's depreciation percentage (i.e., 3.17)  and 
          the program will tell you what this year's depreciation allowance 
          is. 
          
          You can specify to receive a tax report of all contracted proper-
          ties or non contracted properties between specified dates.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          This report has no concept of the parent/child relationship.        
          
          
          11.55.15.2 TAX REPORT BY PROPERTY
          
          This   provides  a similar report as the  Tax  Report.   However,  
          incomes  and  expenses for the selected class  of  properties  is 
          listed by property. If you want summary supplies information  run  
          the Tax Report or the supplies report (Detail Office Supplies).
          
          You   can  specify  to receive a tax report by  property  of  all  
          contracted  properties or non contracted properties between  spe-

          
                                                                       57
          
          
          
          cified dates.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          This report has no concept of the parent/child relationship.        
          
          
          11.55.15.3 TAX REPORT BY LANDLORD
          
          This  provides a similar report as the Tax Report but on a  land-
          lord by landlord basis. This report also knows about parent/child 
          relationships.
          
          
          11.55.15.4 TAX REPORT BY PROPERTY/CHILDREN
          
          This provides a similar report as the Tax Report but on a proper-
          ty  by  property  basis. This report knows  what  properties  are 
          associated to other properties, such as buildings and apartments.
          
          
          11.55.16 MAILING LABELS MENU
          
          This  menu selection allows you to create tenant mailing  labels, 
          landlord mailing labels and return mailing labels on laser or dot 
          matrix printers.
          
          
          11.55.16.1 TENANT MAILING LABELS
          
          This allows you to produce mailing labels, either sorted by  last 
          name  or zip code. You should use mailing labels that are  spaced 
          an  inch apart (15/16" labels by 3.5" wide). 
          
          The program will ask you for a first letter and last letter. This 
          way  you can just print a subset of mailing labels.   Of  course, 
          the  first letter must be less than or equal to the last  letter. 
          The  program  will also ask if you want last name  first  (Jones, 
          Bob) or first name last (Bob Jones). You can print mailing labels 
          in alphabetical order or zip code order. If you print out in  zip 
          code  order, the first and last letter should be set to A and  Z, 
          respectively.  To  cancel the printing process, press  the  <ESC> 
          key. 
          
          You can specify to receive mailing labels for contracted  proper- 
          ties  or non contracted properties. 
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.16.2 LANDLORD MAILING LABELS
          
          This prints out mailing labels for dot matrix printers for  land-

          
                                                                       58
          
          
          
          lords.
          
          
          11.55.16.3 RETURN ADDRESS LABELS
          
          This creates dot matrix return address labels in the quantity you 
          specify.
          
          
          11.55.16.4 LASER TENANT MAILING LABELS
          
          Same as above but for laser printers.
          
          
          11.55.16.5 LASER LANDLORD MAILING LABELS
          
          Same as above but for laser printers.
          
          
          11.55.16.5 LASER RETURN ADDRESS LABELS
          
          Same as above but for laser printers.
          
          
          11.55.17 OTHER REPORT MENU
          
          The rest of the reports are here.
          
          
          11.55.17.1 DETAIL OFFICE EXPENSES (SUPPLIES)
          
          This  report  will provide you with a detailed  listing  of  your 
          office expenses during a given time period. If you want a summary 
          of  your office expenses, print out the tax report.  This  report 
          provides  detailed information similar to how the  DETAIL  REPORT 
          provides information concerning your properties.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.17.2 LEASE REPORT
          
          This  report  will find all leased properties and print  out  the 
          lease  history. This will provide you with the property  address, 
          tenant  name,  beginning balance, payment  history,  and  current 
          ending  balance.  This  report would be useful to  send  to  your 
          lessees at the end of each year.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.17.3 SINGLE PROPERTY LEASE REPORT
          

          
                                                                       59
          
          
          
          This  report is identical to the above report but allows  you  to 
          select which leased property to print.
          
          Press  ENTER to Choose Mr. & Mrs. Smith. Press PAGEDOWN to  print 
          out a report using the default settings.
          
          
          11.55.17.4 STATEMENTS FOR ALL PROPERTIES        
          
          This  report  is  similar to the Statement  option  on  the  Edit 
          Properties   MORE  menu  selection.  However,  this  prints   out  
          statements  to all of your tenants. If they rent, you will see  a 
          statement  for RENT; if they lease, you will see a statement  for 
          LEASE. This  will  only work for properties that have one of  the  
          above codes AND a budget.
          
          Press PAGEDOWN to print out a report using the default settings.
          
          
          11.55.17.5 1099 MISC FORMS
          
          This  prints 1099 Misc Forms to preprinted forms or plain  paper. 
          You  choose the minimum dollar and whether a form feed should  be 
          created between each form. This report will only create forms for 
          expenses marked as 1099 form.
          
          
          11.55.17.6 PROPERTY - LANDLORD ASSOCIATIONS
          
          For  each  property, display the landlord(s)  and  their  percent 
          ownership.
          
          This  report prints all properties, even child  properties.  This 
          will show that, for example, Lloyd Johnson is the landlord of the 
          property C1 (which also infers ownership of C1-B1, C1-B1-A1,  C1-
          B1-A2, C1-B2, C1-B2-A1, C1-B2-A2 and C1-B2-A3) but these  proper-
          ties  will  not show the landlord relationship (since it  is  in-
          ferred).
          
          
          11.55.17.7 LANDLORD - PROPERTY ASSOCIATIONS
          
          This  is a better report to show the landlord property  relation-
          ship  using  indentation to illustration levels  of  parent/child 
          property relationships. Try it, you'll like it.
          
          
          11.55.17.8 LOAN REPORT
          
          This  report allows you to choose a contracted property and  gen-
          erate   a   loan  statement for the specified period   of   time.  
          Only transactions that have been marked as Include: Y are includ-
          ed   in this   report.  This will allow you to record   all   ex-

          
                                                                       60
          
          
          
          penses   and  incomes   associated with this property,  but  only  
          show  expenses  and  transactions  in the loan report that should 
          be   shown.  For example,  if  you  pay the taxes and  insurance, 
          but  as  part   of the contract agreement you will pay the  taxes 
          for the first year, you  can  place  Include: N and these  trans-
          actions  will  not  be included in the loan report.
          
          The  loan report calculates the interest rate based on  the   in-
          formation  provided with the property on the balance stated.  The 
          loan report  is recalculated when you run the report.  Therefore,  
          you can change the expense and income codes and rerun this report  
          at any time.
          
          IN  ORDER  FOR THIS REPORT TO WORK CORRECTLY, YOU MUST  HAVE  IN-
          CLUDED  EXPENSES  OR INCOMES EVERY MONTH FROM THE  BEGINNING   OF  
          THE LOAN.  IF YOU DO NOT RECEIVE A PAYMENT ONE MONTH AND YOU HAVE  
          NO  EXPENSES THAT ARE INCLUDED, PLACE AN INCOME EXPENSE  SUCH  AS  
          RENT FOR THIS MONTH WITH A 0.00 DOLLAR AMOUNT.
          
          The default Begin Date will be the date that the occupant started 
          the   contract  with  you. The End Date will be the  end  of  the 
          current  year. You can change these values to print out a  subset 
          of  the loan. This way you can choose the beginning of a  certain 
          year  and the end of the same year. You can then give  this   in-
          formation  to   your accountant and to the occupant as a   record  
          of his  payments.
          
          The  interest  will  be compounded monthly  based  on  the  final 
          principle   for  the  month. Because the interest  will  only  be  
          computed  on  months  where there is an included expense  or  in-
          come,   it   is important to have included  transactions  as  de-
          scribed above.
          
          Note that this only calculates simple interest. This is a  rental 
          property program, not a mortgage program. Therefore  amortization 
          loans are not calculated.
          
          Don't   try   to print this report out. You  have  no  contracted 
          properties so nothing will happen.        
          
          
          11.55.17.9 DEPOSITS CURRENTLY HELD
          
          This report shows all deposits currently held.
          
          
          11.55.17.10 REFUNDS PAID        
          
          This report shows all refunds paid.
          
          
          11.55.17.11 DELINQUENT RENTS/LEASES
          

          
                                                                       61
          
          
          
          This  report will list all tenants who did pay  their  rent/lease 
          this  month (or any month). However, if you use this, you  should 
          assure  that  expenses are recorded for the intended  month.  For 
          example,  if  you receive May's rent on April  27th,  you  should 
          record it as of May 1st. Otherwise the program will think you did 
          not get paid in May.
          
          
          11.55.17.12 PROPERTY RELATIONSHIPS
          
          This  report shows the parent/child relationships of the  proper-
          ties graphically (using indentation).
          
          Press ESC twice to return to the Main Menu. Choose 3. Maintenance 
          Menu to describe the rest of the functionality.
          
          
          11.56 ARCHIVE OLD TRANSACTIONS
          
          Transactions for each property can remain as part of the  program 
          forever  if  desired.  This way you can  review  previous  year's 
          information  on-line  at any time. However, as you  increase  the 
          number   of   transactions,  the size  of  the  information   may 
          become   to  large to work fast. Therefore, you can  archive  old     
          information by specifying a date for which all transactions  that 
          occurred on  or before this date will be saved off to a floppy.
          
          Once   old  information  is archived, it  is  deleted  from   the  
          program. If you wish to ever see this information in the  future, 
          the  easiest  (and safest) way to view this is to  create  a  new     
          directory,   such  as RENTARC, and load the program   into   your 
          computer again. We realize that this takes extra space.  However, 
          this  will assure  that  you  will view archived information   in  
          a  totally separate  directory  without destroying  the  existing  
          data.
          
          WHEN  YOU ARCHIVE INFORMATION, ALWAYS ARCHIVE DIFFERENT YEARS  TO 
          DIFFERENT  FLOPPIES. IF YOU ARCHIVE INFORMATION ON A FLOPPY  THAT 
          ALREADY  HAS BEEN ARCHIVED, YOU WILL LOSE THE  PREVIOUS  ARCHIVED 
          INFORMATION.
          
          To   view   archived information, load this  program  to  another 
          directory  with a  new  name,  such  as  RENTARC.  In  order   to 
          get  information  into  the   program,  choose  Load  Properties. 
          Place  the   archive   disk  into  the   appropriate   drive  and 
          follow the instructions. When you want to  use  this  program  on 
          different information in the future,  choose  Load Properties and 
          place the correct disk in the floppy.
          
          Let's  remove  all transaction for 1994. (If you are  looking  at 
          this in future years or months, choose the end of the month  that  
          you are currently working in as a test.)
          

          
                                                                       62
          
          
          
          Please  have a different formatted floppy than the one  from  be-
          fore. Place the floppy in your A: (or B:) drive, and type:
          
          4 <SPACE> Y <PAGEDOWN> Y A <ENTER> (LABEL DISK) <ENTER> <ENTER>.
          
          You will notice that all office expenses are gone and so are  the 
          transactions  for the property before the specified date. You are 
          now  ready  to start a  new year. NOTE THAT ALL  DEPOSITS  REMAIN 
          UNTIL CHANGED TO REFUNDS!!!!
          
          
          11.57 CLEANING UP TO PREPARE TO REALLY USE IT.
          
          If you have followed along on the tutorial, the program is almost  
          at a state where you can start entering in your information.  All 
          that is left is going to the EDIT PROPERTIES screen and  deleting 
          the properties we have created.
          
          You  may also wish to add in more codes using the CODE EDITOR  on 
          the Maintenance Menu. You should now be ready to use the program. 
          Good luck.

          
                                                                       63
          
          
          
          APPENDIX A: KEYSTROKES
          
          Table A.1: Editor Navigation Keys
          
          Key                 | Action
          --------------------+--------------------------------------------
          Left arrow,         | Character left. Does not move cursor to 
          Ctrl-S              | previous field.
                              |
          Right arrow,        | Character right. Does not move cursor to
          Ctrl-D              | next field.
                              |
          Ctrl-Left arrow,    | Word left.
          Ctrl-A              |
                              |
          Ctrl-Right arrow,   | Word right.
          Ctrl-F              |
                              |
          Up arrow,           | Previous field.
          Ctrl-E              |
                              |
          Down arrow,         | Next field.
          Ctrl-X,             |
          Return,             |
          Ctrl-M              |
                              |
          Home                | First character in field.
                              |
          End                 | Last character in field. If at the last
                              | character in the field, move to the end
                              | of the field.
                              |
          Ctrl-Home           | Move to first field in the selected
                              | area.
                              |
          --------------------+--------------------------------------------

          
                                                                       64
          
          
          
          Table A.2: Editor Editing Keys
          
          Key                 | Action
          --------------------+--------------------------------------------
          Delete,             | Delete character at cursor position.
          Ctrl-G              |
                              |
          Backspace,          | Destructive backspace.
          Ctrl-H              |
                              |
          Ctrl-T              | Delete word right.
                              |
          Ctrl-Y              | Delete from cursor position to end of 
                              | field.
                              |
          Ctrl-U              | Restore current field to original value.
          --------------------+--------------------------------------------
          
          
          Table A.3: Editor Mode Keys
          
          Key                 | Action
          --------------------+--------------------------------------------
          Insert,             | Toggle insert mode.
          Ctrl-V              |
          --------------------+--------------------------------------------
          
          
          Table A.4: Editor Escape Keys
          
          Key                 | Action
          --------------------+--------------------------------------------
          Ctrl-W,             | Terminate and save changes.
          Ctrl-C,             |
          Ctrl-End,           |
          PageUp,             |
          PageDown            |
                              |
          Return,             | Terminate and save changes from last 
          Ctrl-M              | field.
                              |
          Esc                 | Terminate and cancel changes.
          --------------------+--------------------------------------------

          
                                                                       65
          
          
          
          APPENDIX B: TROUBLE SHOOTING AND COMMON QUESTIONS
          
          B.1 I GET A PRINTER ERROR WHEN CREATING A REPORT
          
          All  reports  are first created as a file. If you  get  an  error 
          while the report (file) is being created, this means you have run 
          out  of hard disk space. Please free up space and rerun  the  re-
          port.  If this becomes a problem, please tell me and I will  work 
          on an option to print the report directly to the printer.
          
          
          B.2 HOW DO I USE THIS WITH APARTMENTS OR MULTI-UNIT BUILDINGS
          
          Version  4.01 and later allows you to associate  properties  with 
          CHILD  properties. The concept of a CHILD-PARENT relationship  in 
          this program is a bit different than "real-world"  relationships. 
          A  PARENT (such as an apartment building) can have zero  or  more 
          CHILDREN (such as apartments). However, a CHILD can only have *** 
          ONE *** PARENT. It does not make sense for an apartment to be  in 
          more than one apartment building.
          
          Moreover, CHILDREN can have CHILDREN (although we'll assume  that 
          they  are over 21 years old :) This allows for the concept  of  a 
          COMPLEX,  such as an apartment complex. An Apartment complex  can 
          have  several  buildings. Each building can have  several  apart-
          ments.  Three levels (such as complex, building, apartment  unit) 
          is the most I can foresee. However, the number of levels you  can 
          use is unlimited (based on your memory.) If you do have a use for 
          more  than 3 levels, please drop me a note so I can use it as  an 
          example. Thanks.
          
          Each  property  in the program now has a 10 digit  property  code 
          that  you  must assign. (Although you don't need to use  them  if 
          they  aren't  relevant  to you.) This property code  is  used  to 
          associate  properties with its children. (The property code  will 
          also be used to associate landlords to properties, and for  batch 
          processing.) 
          
          Properties  will  also have a property type associated  with  it. 
          Property Types include: COMPLEX, BUILDING, APARTMENT,  TOWNHOUSE, 
          CONDOMINIUM,  etc.  You may add additional Property  Types.  This 
          helps you find properties of a certain type faster.
          
          There  are additional reports to print out a property and all  of 
          its children. (In the previous version of the program, you had to 
          print  out  each property separately. Then you  would  group  the 
          apartments  with  the building and add up the  totals.)  The  new 
          version allows you to get a report of a property including all of 
          its children. Individual properties can also be printed to  allow 
          you to see how individual apartments (for example) are doing.
          
          
          B.3 I'M A PROPERTY MANAGER, HOW DO I HANDLE MY LANDLORDS

          
                                                                       66
          
          
          
          
          Version  4.01  and later allows you to keep track  of  landlords. 
          Landlords  can be associated with zero or more properties.  Land-
          lords  are  associated to properties through  the  property  code 
          information.
          
          An  interesting  feature of the program allows a property  to  be 
          owned by more than one landlord. When you associate a landlord to 
          a  property, you also tell what percentage is owned by the  land-
          lord.  There are reports that show the association of  properties 
          to  landlords  to assure that a property's  ownership  totals  to 
          100%.
          
          New reports allow you to get reports for landlords. Therefore  if 
          a  landlord owns a building, the total will also add up  all  the 
          apartments  in the building. Reports also know if the  report  is 
          aimed  at  the tenant or landlord. Reports now place  the  appro-
          priate address into the left part of the report under your  name. 
          This  will allow the address to show through correctly with  see- 
          through window envelops. Used properly, you will save the  regis-
          tration  fee  in mailing labels and time. (Okay I'll get  off  my 
          soapbox.)
          
          
          B.4 I'VE ENTERED SOME PROPERTIES, BUT CAN'T ADD EXPENSES/INCOMES
          
          Use  plus (+) key to move down to the second part of the  screen. 
          You will notice that the EDIT PROPERTIES screen has 4 areas.  The 
          plus key moves you to different areas to add expenses or  budgets 
          for expenses/incomes or notes.
          
          
          B.5 I CAN'T ADD AN EXPENSE CODE
          
          The  expense/income/supplies/deposits/refunds  MUST  be   created 
          before  they can be used. Please go to the MAINTENANCE  MENU  and 
          choose CODE EDITOR to add, delete or edit codes.
          
          
          B.6 I CAN'T ADD A PROPERTY TYPE...
          
          Unless I created the code, you must create it to use it.
          
          
          B.7 HOW DO I CREATE 1099-MISC FORMS...
          
          Version  4.01  and  later allows you to associate  a  person  (or 
          company) to an expense code. You will enter information  commonly 
          found  on  the 1099-form. Your ADDRESS INFORMATION  (Check  this) 
          will also allow you to add your Federal ID number.
          
          The  program will allow you to use pre-printed dot  matrix  1099-
          MISC  forms or regular paper. (If laser printer forms are  avail-

          
                                                                       67
          
          
          
          able,  please tell me from whom.) You tell the program  the  time 
          frame  to  check  expenses and the minimum  amount.  The  minimum 
          amount  default  is $600. Therefore, if an expense  is  1099-MISC 
          related  and  the total adds up to more than $600  (or  what  you 
          change it to), then a 1099-MISC form will be generated.
          
          
          B.8 I DON'T WANT SECURITY DEPOSITS TO BE COUNTED AS INCOME
          
          In  Version 4.01 and later, 2 new code types have been  added:  D 
          (DEPOSIT) and R (REFUND). These codes will not print out as  part 
          of  income. There are new reports to see what REFUNDS  have  been 
          paid or what DEPOSITS are being held. When it comes time to repay 
          a  DEPOSIT, you simply change the CODE from D to R.  However,  if 
          all of the deposit is not returned, you should still change the D 
          to an R and change the amount to the refund amount. Then you will 
          add  an  expense, such as "retained deposit"  that  contains  the 
          portion of the deposit kept.
          
          
          B.9 I DEAL WITH PROPERTIES OWNED BY MORE THAN ONE LANDLORD
          
          One person asked for the capability to have more than 1  landlord 
          own  a property. It was an interesting programming task  and  not 
          too  hard to do, therefore it is available. When you associate  a 
          landlord  to a property, the default ownership is 100%.  However, 
          you  can change the value from 1% to 100%. THERE IS NO  EDIT  (OR 
          VALIDATION  OR  CHECK OR ETC) TO ASSURE THAT A  PROPERTY  IS  NOT 
          OWNED MORE THAN 100%. As described above the Property -  Landlord 
          Association  shows  ownership  percentages. When  you  print  out 
          reports  showing expenses/incomes per landlord, the program  will 
          compute the dollar amount based on the owner's percentage.

          
                                                                       68
          
          
          
          APPENDIX C: IMPROVEMENTS
          
          Version 4.01 (05/19/1994):
          
          0)  We've moved! (I hope you have my entry in your phone book  in 
          pencil!)  We  moved from Phoenix, AZ to Leesburg,  VA.  Hopefully 
          permanently!  We  actually moved January 1994. However,  we  have 
          been  busy with everything else. Please note our new address  and 
          phone  number above. Sorry for the delay in releasing  this  ver-
          sion. I have been working on this since January. There should  be 
          no errors or glitches in the system. 
          
          1) In the  manual I state you can use the first  letter of a menu 
          selection  (or the letter in  parenthesis).   I was checking this 
          manual  and tried to press M to get to the Maintenance  Menu.  It 
          didn't  work.  (Although 3 and  using the arrow  keys   did.)   I 
          fixed this. Oops!
          
          2) All reports (FINALLY) print to the screen first.  You can view 
          the file using the arrow keys (the page will  scroll to the right 
          as  well as  scroll  down).   Use the  arrow keys  and PageUp and 
          PageDown. When you are finished viewing the report on the screen, 
          press the ESC key.  A menu will explode onto the screen  (you can  
          see I am having fun with some new functions).  You can then print 
          the report to the  printer,  save it to a  file  (by  providing a 
          valid filename), or re-display the report on the screen. Once you 
          are finished, press ESC to return to the Print Menu.
          
          3) The program now supports a mouse. All menu selections can also 
          be  chosen with the mouse. You can use the mouse to quickly  move 
          between  fields  (information) when editing  items.  Check  boxes 
          replace Yes/No fields in many cases. Use the left mouse button to 
          select  or  deselect a check. You can also use the SPACE  key  to 
          toggle the entry, or Press Y or N.
          
          4)  Each  property now has two new fields to  enter  information: 
          PROPERTY CODE and PROPERTY TYPE. PROPERTY CODE is a 10  character 
          field  in which you can label your properties. This will be  used 
          for three new features of the program: A) You can link an  Apart-
          ment  Building  entry to each of its  individual  apartments  and 
          print  out reports by apartment building; B) You can  link  Land-
          lords to one or more properties. Then you can print out a  report 
          of   all  properties  for  each  landlord  (great  for   property 
          managers!);  and C) Batch processing of expenses. There is a  new 
          screen in which you can quickly enter income and expense items to 
          properties  without having to move to each  individual  property. 
          PROPERTY  TYPE is a 20 character field. This allows you to  cate-
          gorize  the  property,  such as  APARTMENT,  APARTMENT  BUILDING, 
          APARTMENT COMPLEX, SINGLE FAMILY, etc.
          
          5)  The program handles 1099-MISC forms. You can assign  a  name, 
          address,  etc to an expense code. You can then have  the  program 
          total expenses to that person (or company) for a given time frame 

          
                                                                       69
          
          
          
          and generate a 1099-MISC form if over a certain (defined by  you) 
          dollar amount (such as $600).
          
          6) Two new TYPE CODEs have been added. You currently have "I" for 
          income associated to a property; "E" for expenses associated to a 
          property;  and "S" for expenses not associated to  an  individual 
          property (such as postage, mileage, etc.). The new TYPE CODEs are 
          "D"  and  "R". "D" stands for DEPOSITS (such  as  cleaning,  pet, 
          etc.)  These deposit items are no longer added into your  INCOME. 
          "R" stands for refunds. You should create these codes as pairs so 
          you can EDIT a DEPOSIT code and change to a REFUND when you issue 
          a  refund. (If you issue a refund for less than the deposit,  you 
          will also change the amount of the deposit to the refund  amount. 
          You  will  then add an additional entry to that  property  as  an 
          INCOME.)
          
          7) The BACKUP/RESTORE command has changed a bit. I now have a new 
          file:  VERSION.MEM that allows the program to know  what  version 
          you are using. This is now necessary since I have added addition-
          al  fields into the program, the program needs to know what  ver-
          sion you are using to update the information correctly. This will 
          not  affect you. However, once you get this new program  working, 
          you  will  not be able to READ your previous  BACKUP  files  with 
          version 4.01 and beyond. This is not a problem since you can make 
          a ** new ** BACKUP and everything will be okay. If you ever  have 
          to  LOAD in a previous year's data. Use the older version of  the 
          program  and install to a directory such as JUNK.  Do  everything 
          there.
          
          8)  Properties can now be FOUND using the street address,  tenant 
          name or property code.
          
          9) Previous occupants no longer reside on the 1. EDIT  PROPERTIES 
          screen.  I needed the room for other more  relevant  information. 
          Previous  occupants  can  now be reviewed  (edited,  deleted,  or 
          viewed)  using  the  MORE command at the bottom of  the  1.  EDIT 
          PROPERTIES screen. You can use the MORE command to move a current 
          occupant to previous. You can also use the MORE command to pop up 
          a window at the bottom of the screen to view the previous  occup-
          ants.  You  can EDIT, DELETE, FIND, NEXT, PREVIOUS, etc.  on  the 
          edit previous occupant window.
          
          10) The MORE command on the 1. EDIT PROPERTIES screen also allows 
          you to associate a property with its child properties. Therefore, 
          you  can  associate a building with all of its  apartments  or  a 
          complex with all of its buildings.
          
          11) You can now view the manual from within the program. You  can 
          also  print  out  the  manual within the  program.  I  have  also 
          provided  a comment, suggestion, criticism form that I  hope  you 
          will utilize to help me make the program better.
          
          12) Batch processing of expenses. You have two choices on how  to 

          
                                                                       70
          
          
          
          do batch processing. (I wrote one version and liked what I did. I 
          then  spoke to the person who originally suggested this  enhance-
          ment and they had something different in mind.) Batch  processing 
          is a way to enter all of your expenses/incomes/etc at once  with-
          out  having to move from property to property. You simply sit  in 
          front of one screen and add all of your expenses and incomes, etc 
          at one time. The first version does more up front error checking. 
          However, once you enter in an expense (or income, supply, deposit 
          or  refund), it has been recorded. You cannot change  the  value. 
          The program will tell you how many items were added.
          
          The  second batch processing method will allow you to  enter  the 
          information in a spreadsheet fashion. You can review your  previ-
          ous  entries.  You can even change or delete  them.  Very  little 
          error  checking occurs until you press ESC to process all of  the 
          items.  If every item is successfully processed, you will  return 
          to  the  Main Menu. Otherwise, the items that  were  not  correct 
          (such as trying to place an S code on a property or a D, R, E, or 
          I  code on a Supply) will continue to display until you fix  them 
          or delete them. This screen is an exception to the ESCAPE out  of 
          anything  mind set. If you do not wish to enter the expenses  you 
          just entered, you MUST delete them all before you press ESCAPE.
          
          13) The organization of the Report Generation System has signifi-
          cantly changed. You will notice that there are four (4) menus  of 
          report  choices. With the advent of the landlord  and  properties 
          having  children, the number of reports has increased.  You  will 
          also notice laser support for mailing labels.
          
          
          Version 3.02 (01/03/1993):
          
          1) If you printed out mailing labels sometimes the program  could 
          not  find your  expense items.  This was an oversight on my part. 
          Sorry for any inconvenience.
          
          Version 3.01 (12/06/1992): 
          
          1)  This  manual has been improved by adding a  tutorial  section 
          which  will  hopefully answer many of the questions that  I  have 
          been asked when this program is first purchased. I will take  you 
          through  a step by step scenario on how to use this  for  various 
          types  of  properties. 
          
          2)  I  will return all phone calls AT&T collect. This  will  help 
          keep my expenses down. 
          
          3) For the Detail Report and the Single Property  Detail  Report, 
          the  reason field can also be printed. This will be  the  default 
          action.  However, in order to accomplish this, the  reports  will 
          print in condensed mode. If you change the question on the screen 
          (DO  YOU  WANT TO INCLUDE REASON?) to N (no),  the  program  will 
          continue to print out as usual.

          
                                                                       71
          
          
          
          
          4)   A  new  report  has  been  added:  Detail  Office   Expenses 
          (Supplies). This will allow you to see all of your office expens-
          es (supplies) for a given time frame. You also have the option of 
          printing  out the reason code as explained in item #3 above.  The 
          summary of office expenses exists in the TAX reports.
          
          *** This  report underscores a new reason to keep all codes  that  
          you use to total to at 100%. This new report will look like:
          
          Detail Office Expenses Report Between 01/01/1992 and 12/21/1992
          
          OFFICE EXPENSES (SUPPLIES):
              02/25/1992 ELECTRIC          75.00                   reason->
              03/25/1992 ELECTRIC          75.00
              04/90/1992 ELECTRIC          89.00
              ELECTRIC   Total:           239.00   10.00%  23.90
          
              02/25/1992 GAS             1000.00
              GAS        Total:          1000.00   10.00% 100.00
          
              01/10/1992 MILEAGE           10.00
              05/23/1992 MILEAGE          100.00
              MILEAGE    Total:           110.00   25.00%  27.50
          
              Grand Total:               1349.00          151.40
          
          Note that GAS and ELECTRIC are at 10% (probably because you  have 
          10 rooms and are using 1 for business (1/10)). You will  probably 
          be  totaling  GAS and ELECTRIC to UTILITY. UTILITY should  be  at 
          100%.  However, if you were to total GAS and ELECTRIC at 100%  to 
          UTILITY  and  then  use UTILITY at 10%, you would  get  the  same  
          totals  in the TAX report, but you would not see the  percentages 
          in this report.                
          
          5) The COPY command that was added in the previous version (2.03) 
          now  also works for the OFFICE EXPENSE EDITOR on the  Maintenance 
          Menu.
          
          6)  The FIND command on the Edit Properties screen when  you  are 
          looking  at the property's expenses and the FIND command  on  the 
          Office Expense Editor screen now show the REASON code too.
          
          7)  You can now print out receipts for the expense item you  just 
          entered  (or  are  on) for a property. You  can  also  print  out  
          individual statements and monthly statements for all your proper-
          ties. 
          
          Receipts  are  very  simplistic. They print out  the  date,  your 
          business  address, the property address and occupant, the  income 
          expense, and the amount paid. If you feel that I should expand on 
          them, your suggestions are welcome.
          

          
                                                                       72
          
          
          
          The statement looks like:
          
          12/01/1992
                                  S T A T E M E N T
          MSdataBase Solutions (Your company here)
          614 Warrenton Terrace NE
          Leesburg, VA 22075
          (703) 777-5660
          
          4635 Oak Creek Drive
          Fort Wayne             IN 46835
          Smith
          Linda and John
          
          LEASE                                   Due:      $    1000.00
          
          Please pay the above amount by  1/01/1993.
          
          If payment is not made by the   5th of the month, please
          enclose an additional late fee of $  25.00.
          
          
          -----------------------------------------------------------------
          
          Please send check or money order to:
          
          MSdataBase Solutions (Your company here)
          614 Warrenton Terrace NE
          Leesburg, VA 22075
          (703) 777-5660
          
          4635 Oak Creek Drive
          Fort Wayne             IN 46835
          Smith
          Linda and John
          
          
          1/01/1992   LEASE     PAYMENT:                    $    1000.00
          
          LATE FEE (if paid after the  5th of the month):   $    1025.00
          
          AMOUNT ENCLOSED:                                   ___________
          
          
          There  is  also a new menu selection on the  second  print  menu: 
          S(T)atements  For  ALL  Properties. This  will  go  through  each  
          property  one  by  one and print out the above  statement.  If  a 
          property  does   not have a LEASE or RENT code, you  will  get  a  
          warning.   If the LEASE or RENT code does not have a budget,  you 
          will also  get a  warning. (The budget is necessary to know  what  
          the  statement amount will be.)
          
          Please  note  that your address, the late fee and the  late  date 

          
                                                                       73
          
          
          
          (the 5th of the month) are defined by you on the C(H)oose  Infor-
          mation menu selection on the Maintenance Menu (described in #8).
          
          8) There is a new menu selection on the Maintenance Menu to allow 
          you to place your name, address and phone number in the  program. 
          This will be used on the receipts, statements and other  (future) 
          correspondence. You can enter the late fee  as  a  dollar amount. 
          You  can also enter the day of the month that a payment is  late. 
          The  default value is the 5th day. PLEASE CHANGE THIS SO YOU  ARE 
          NOT PRINTING OUT MY COMPANY ADDRESS.
          
          9)   The  Fix Information selection on the Main  Menu  has   been  
          improved  to  better detect possible errors and fix  them  before  
          they become a problem.
          
          10) Leased properties are now handled. This feature will  improve 
          over  time. As everything else in this program, it will only  get 
          better. On the 1. Edit Properties screen, there is a question  of  
          whether  the  property is a CONTRACT property. The  valid  values  
          were Y or N. This has been changed to CONTRACT/LEASED. The  valid 
          values  are C (contract), L (leased), N (no, none, neither).  FOR 
          CURRENT  USERS, IF YOU HAVE CONTRACTED PROPERTIES CHANGE  'Y'  TO 
          'C'.  The balance will be used for leased properties as  the  be-
          ginning   balance  and will decrease every time a LEASE  item  is  
          added for the property and CONTRACT/LEASED = 'L'.
          
          The  Code LEASE and Code Type I is only one of two codes that  is 
          required.  (The  other code is RENT.) Basically, every  time  you 
          enter  an  expense/income  item of LEASE with Code  Type  I,  and 
          CONTRACT/LEASE = 'L', the program will decrease the above balance 
          by  that dollar amount. If you delete a LEASE item,  the  balance 
          will  be  increased. If you edit a LEASE to something  else,  the 
          balance will be increased. If you edit something else to a LEASE, 
          the balance will be decreased.
          
          There  are  two  additional reports: L(E)ase  Report  and  Single 
          (P)roperty  Lease  Report. This will use your company  name.  The 
          report will look like:
          
                   Lease Report Between 01/01/1992 and 11/27/1992
          
          MSdataBase Solutions
          614 Warrenton Terrace NE
          Leesburg, VA 22075
          (703) 777-5660
          
          4635 Oak Creek Drive
          Fort Wayne, IN 46835
          Smith
          John and Linda
          
          Beginning Lease Balance:                               12000.00
          

          
                                                                       74
          
          
          
          01/01/1992   LEASE PAYMENT:        1000.00             11000.00
          
          02/01/1992   LEASE PAYMENT:        1000.00             10000.00
          
          03/01/1992   LEASE PAYMENT:        1000.00              9000.00
          
          04/01/1992   LEASE PAYMENT:        1000.00              8000.00
          
          05/01/1992   LEASE PAYMENT:        1000.00              7000.00
          
          06/01/1992   LEASE PAYMENT:        1000.00              6000.00
          
          07/01/1992   LEASE PAYMENT:        1000.00              5000.00
          
          08/01/1992   LEASE PAYMENT:        1000.00              4000.00
          
          09/01/1992   LEASE PAYMENT:        1000.00              3000.00
          
          10/01/1992   LEASE PAYMENT:        1000.00              2000.00
          
          11/01/1992   LEASE PAYMENT:        1000.00              1000.00
          
          Ending Lease Balance:                                   1000.00
          
          
          11) Two new reports have been added to see the activity on leased 
          properties. One report will print out for all Leased  properties; 
          the other will allow you to choose one to print out.
          
          12) The date and page number have been added to all reports. Your 
          company  name  and  address will also print at  the  top  of  all  
          reports.
          
          13)  In  order  to help with the tutorial, I  have  added  sample 
          (usable) codes for you. PLEASE REALIZE THAT YOU CAN CHANGE (EDIT) 
          THEM, DELETE THEM, OR *MOST IMPORTANTLY* ADD TO THEM. However,  I  
          think  this will help better explain the intent of these  catego-
          ries.
          
          14)  On the order forms, I ask where you purchased this  program. 
          This will help me see how this program is being distributed. I do 
          appreciate you telling me. If you bought this in a bookstore, for 
          example, I would appreciate you not only telling me that you  got 
          it in a bookstore but the name of the shareware distributor.
          
          15)  I am also available for technical support on Delphi. My ID # 
          is BELOFSKY.
          
          Version 2.03 (10/13/1992):
          
          1) We  moved  from  Fort Wayne,  Indiana to Phoenix, Arizona.  We 
          changed the address and phone number in all appropriate places in 
          the manual and the program.

          
                                                                       75
          
          
          
          
          2) The COPY command has  been  added  to the  1. Edit Properties. 
          This allows you to enter many  addresses in an  apartment in fast 
          by only asking you to type in an entire  address once.   You  can 
          then use the COPY command to create a new property.  All you have 
          to do is change the apartment number. 
          
          3) We improved the Back Up, Restore (Load), and  Archive   Infor-
          mation  so  that the backup can occur over several  floppies.  In 
          other  words,  if your data is too large to fit  on  one  floppy, 
          this   new backup will use as many floppies as necessary to  back 
          up.   PLEASE NOTE: If you are upgrading from a previous  version, 
          the   Restore  cannot read the old backed up  data.  You  should, 
          however, not need to Restore because the program should work just 
          fine.  However,  if you must restore data from a  floppy,   place 
          the   floppy  in  your disk drive and make sure you  are  in  the 
          RENTAL  (or   appropriate) directory and then use  the  DOS  COPY  
          command  to  copy  the data from the floppy to  the  disk  drive. 
          PLEASE  DO NOT CONCERN YOURSELF WITH THIS. WHEN YOU  UPGRADE  AND 
          BACKUP  FOR  THE FIRST TIME AND YOU DON'T GET ERRORS OR  A  POWER  
          FAILURE,  YOU NEVER HAVE TO WORRY ABOUT THIS AGAIN. THIS WILL  BE 
          OKAY 99.999999999999999999% OF THE TIME.

