       
       
       
       
       
       
       
       
                               E A S Y   -   M A N A G E 
       
       
       
       
       
       
                            O N E   O F   T H E   B E S T 
       
             R E A L   E S T A T E   P R O P E R T Y   M A N A G E M E N T 
       
                                    P R O G R A M S 
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
                          I N S T R U C T I O N   M A N U A L 
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
                                I N T R O D U C T I O N 
       
       
       
       
       
       Thank   you   for   purchasing  our  easy-to-use  real  estate  property 
       management  program.   This  program  will  keep  track of your tenants, 
       expenses,  rents  paid  and  not  paid, and will give you a multitude of 
       reports to help you keep track of your real estate investment.
       
       This  program  can  be  set  up  to  accomplish  many different types of 
       applications to suit your individual needs.
       
       
       
       
       
       
       
                                    W A R R A N T Y 
       
       
       EXCEPT  AS  PROVIDED ABOVE, BRADLEY SHOVERS AND EASY-MANAGE DISCLAIM ALL 
       WARRANTIES,  EITHER  EXPRESSED  OR IMPLIED, INCLUDING BUT NOT LIMITED TO 
       IMPLIED  WARRANTIES  OF  MERCHANTABILITY  AND  FITNESS  FOR A PARTICULAR 
       PURPOSE,  WITH  RESPECT TO THE PRODUCT.  SHOULD THE PROGRAMS PROVE TO BE 
       DEFECTIVE  OR  INACCURATE,  THE PURCHASER ASSUMES THE RISK OF PAYING THE 
       ENTIRE  COST  OF  ALL NECESSARY SERVICING, REPAIR, OR CORRECTION AND ANY 
       INCIDENTAL  OR  CONSEQUENTIAL  DAMAGES,INCLUDING ADDITION TAX OR PENALTY   
       IN  NO  EVENT  WILL  BRADLEY T. SHOVERS OR EASY-MANAGE BE LIABLE FOR ANY 
       DAMAGES  WHATSOEVER  (INCLUDING  WITHOUT  LIMITATION DAMAGES FOR LOSS OF 
       BUSINESS  PROFITS,  BUSINESS  INTERRUPTION, LOSS OF BUSINESS INFORMATION 
       AND  THE  LIKE)  ARISING  OUT  OF  THE  USE  OF OR INABILITY TO USE THIS 
       PRODUCT  EVEN  IF  BRADLEY T. SHOVERS OR EASY-MANAGE HAS BEEN ADVISED OF 
       THE POSSIBILITY OF SUCH DAMAGES.
       
       Use  of  this  software  product for any period of time constitutes your 
       assumed acceptance of this agreement and subjects you to its contents.
       
       
       
                                      EASY-MANAGE
                              4771 N. SANTA MONICA BLVD.
                               MILWAUKEE WISCONSIN 53211
       
                                  PHONE 414-962-8000
       
                                           
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
                                       I N D E X 
       
       
       
       
       
                  CHAPTER 1          INSTALLING THE PROGRAM
       
       
       
                  CHAPTER 2          GETTING STARTED
       
       
       
                  CHAPTER 3          UTILITIES
       
       
       
                  CHAPTER 4          LEDGER   
       
       
       
                  CHAPTER 5          TENANT OPERATIONS
       
       
       
                  CHAPTER 6          REPORTS
       
       
       
                  CHAPTER 7          UNIT DETAILS
       
       
       
                  CHAPTER 8          BACKING UP INFORMATION
       
       
       
       
       
                                          -1-
       
       
                                       CHAPTER 1
       
       
                      I N S T A L L I N G   T H E   P R O G R A M 
       
       
       
       
       HARD  DISK  INSTALLATION   For installation on a hard disk, first make a 
       separate  subdirectory on your hard drive ( example: md manage ) then cd 
       manage.   Then   copy   all  of  the  files  on  the  disk  to  the  new 
       subdirectory.  Then, just type MENU, and the program will start.
       
       
       
       
       
       
                                      CONFIG.SYS
       
       Whether  the  Property Management Program is installed on a hard disk or 
       on  a floppy disk system, DOS must be told to allow extra room for "file 
       handles"  so  that  the  program can open all of the files it needs.  If 
       this  is not done, the program will complain about a "DOS ERROR 4" which 
       simply  means  that  it  can't open enough files.  To fix this, copy the 
       config.sys  file that is on your disk  to the hard drive where you boot-
       up  your  machine.   The  new CONFIG.SYS file will be read-in during the 
       boot process.
       
       
       
       A good policy is to re-index often.  To do this, go to UTILITIES
       and follow the instructions.
       
       
       
       
       
       
       
                                          -2-
       
       
                                       CHAPTER 2
       
       
                             G E T T I N G   S T A R T E D 
       
       The  first  step in using your program involves the installation of your 
       properties into the program.  ALWAYS USE CAPITAL LETTERS.              
       
                                  GO TO "UTILITIES" #5
       
       Go  to  MAINTAIN  "UNITS  AND  PROPERTIES."    This  is  where  you must 
       identify  the property.  Whether it is a single family, duplex or multi-
       unit  building,  the  property  must  be identified.  You can use a code 
       number  or  abbreviate  the street name.   What I've done is to call the 
       property  by  the street.  For instance, the building is on 17th Street, 
       you  can call it 17; let's say the property is on Kilbourn, you can call 
       it  just   KIL.   If  you  want  to  be  more  specific  (but  it's  not 
       necessary),  you  can  call it KILBOURN and the address.  YOU SHOULD TRY 
       TO  MAKE  THE  PROPERTY FIELD AS SHORT AND SIMPLE AS POSSIBLE TO MAKE IT 
       EASIER  TO   INPUT  INFORMATION.  If you own many different buildings on 
       the  same street, you can use just the address or you can use the street 
       name  plus  the  address  of the building to completely identify it from 
       the other buildings on the same street.
       
       As  far  as  the unit is concerned, every unit in the building has to be 
       identified  separately.  If the building is a 4-family and the units are 
       numbered   1,2,3,4,   that  should  be  the  way  the  units  should  be 
       identified.  If you have a building with more than 9 units and less than 
       99  units  in  it, number the units 01, 02, 03, and so on, and they will 
       appear  in  the reports in the proper numerical order. The property name 
       must  be exactly the same for every unit in the building.  Once you have 
       the property filled out, you specify 
       the  unit.   If  it's  Unit  1  and you named the property XYZ, it would 
       state  in the property category XYZ, Unit 1, the next unit would be XYZ, 
       Unit  2,  the  next would be XYZ, Unit 3, the next would be XYZ, Unit 4.  
       If  your  building  has letters, such as unit A, B, C and D, you can use 
       letters  instead  of numbers.  If you have a duplex, you could have Unit 
       1  be  the  first  floor, Unit 2 could be the second floor, or the lower 
       unit  is  LO,  and the upper unit is UP.  For a cottage, the unit can be 
       COT  or  be Unit 3 -- whatever you're most comfortable with.  If you own 
       a  lot  of duplexes, the code should stay the same for buildings of that 
       type, so that it will be less confusing.
       
       When  it  asks  for  address:   Input  the exact mailing address for the 
       particular  building and unit that you are inputting.  Also, fill in the 
       city,  state and zip code.  This information is used in some reports and 
       will be used extensively in sending letters to tenants.  
       
       NOTE:   NEVER  "EDIT" THE PROPERTY CODE OR UNIT UNTIL THE BEGINNING OF A 
       YEAR.
       
       AFTER  LOADING  PROPERTIES  AND  UNITS, "RE-INDEX" THROUGH THE UTILITIES 
       OPTION.
       
       
       
                                          -3-
       
                                       CHAPTER 4
       
       
                                   U T I L I T I E S                
       
       
       
       
       #1  --  Delete  Marked  Ledger  Records.   This  will only delete ledger 
       records  equal to category D (Delete a Record).  This is how you get rid 
       of  records  put  into the ledger record system that you want to remove.  
       It  will only delete the records when the category is equal to or set to 
       D  for  Delete  a  Record. To delete records in another category - after 
       Starting  #1  (delete  marked  ledger  records)  the  screen asks (Ok to 
       continue?),  press  (shift-f2) at the same time. You can then choose any 
       other  category  to  delete.  EXTREME  CAUTION SHOULD BE USED !! BACK UP 
       EVERYTHING FIRST.
       
       #2  --  Maintain  Ledger  Categories.   You  can add, edit or delete the 
       codes  and  names  of  the expense categories. If you change or delete a 
       category,  first  be  sure  to  change  any existing expenses entered to 
       another  category  before  changing anything. DO NOT CHANGE "D" - DELETE 
       RECORDS.
       
       #3  --  Maintain  Units  &  Properties.  You can add, edit or delete the 
       property  codes,  unit  codes  and all other data on your properties and 
       units.   IMPORTANT:  IF YOU SELL A PROPERTY, SEE "SOLD PROPERTY".  ALSO, 
       DO  NOT  EDIT  OR CHANGE PROPERTY CODE OR UNIT CODE UNTIL BEGINNING OF A 
       YEAR. LEAVE THE SMOKE FIELD EMPTY AT THIS TIME.
       
       #4  --  Delete  Ledger  Records by Date.  This option should be used for 
       starting a new year (see instructions for "NEW YEAR").
       
       #5  --  Delete  Rent  Records.  You  must  have  back-ups of what you're 
       deleting,  but  this  option will let you delete older rent records.(SEE 
       START A NEW YEAR)
       
       #6  --  Delete  Moved  Out Tenants.  This program will store information 
       about  tenants  who  moved  out  of  your  building so you can save some 
       information  on these tenants.  After a tenant has been gone for several 
       years,  you  may  want to remove him from the database file.  YOU SHOULD 
       HAVE A BACK-UP BEFORE ANYTHING IS DELETED.
       
       #7  --  Re-index  Database Files.  You may need this option in case of a 
       power  failure  with  the  records  getting  disorganized,  or after you 
       change or delete any of the above categories.
       
                              PLEASE LEAVE CAPS LOCK ON!
       
                     RE-INDEX AFTER CHANGING ANYTHING IN UTILITIES
       
       PLEASE MAKE BACK-UPS AS OFTEN AS POSSIBLE TO PREVENT THE LOSS OF DATA!!
       
       
       
       
       
                                          -4-
       
       
                                  STARTING A NEW YEAR
       
       On  your  hard  drive, create a new subdirectory, for example, "Easy91."  
       To  create, MD Easy91, Return.  Then get into your current subdirectory, 
       for  example,  "Easy90."  Type CD Easy90, Return.  Type COPY *.* C:\Easy 
       91.,  Return.   Now  you're  ready  for  a  new  year. Get into your new 
       subdirectory  and  type  MENU, Return. From the Utilities menu, first go 
       to  #4-  Delete  Ledger Records by Date -- delete preceding year.  Next, 
       go to Delete Rent Records and delete preceding year.  Done!
       
       
                                     SOLD PROPERTY
       
       The  easiest  way  to handle this is to do nothing until the end of your 
       year,  except  move  out all tenants in that building. At the end of the 
       year,  make  several  back-ups  and  then  follow  the  instructions for 
       STARTING  A NEW YEAR. After that is done, go to UTILITIES and delete the 
       property and all units of the sold building.
       
       
       
       
       
       
       
       
                                          -5-
       
       
                                       CHAPTER 3
       
       
                                      L E D G E R 
       
       
       
       Now  we  will  go  into  the LEDGER area -- this category keeps track of 
       every  expense  that you incur by owning real estate.  It keeps track of 
       it:   1)  by  date,  2)  by  the  particular  property,  3)  the expense 
       incurred,   4)  to  whom the expense was paid, and 5) by the category in 
       which you wish to categorize the expense.  
       
       If  you  choose  the LEDGER category, you get the LEDGER menu, which has 
       three options: 1) Enter Records, 2) Revise Records and 3) Run Report.
       
       Choose  #1 -- press 1, enter.  It first asks you, " Do you want to enter 
       a  record?"   Hit Return.  It says Y.  If, for some reason, you got into 
       this  mode by accident, press No, and you will escape.  Let's assume you 
       want  to  enter  a  record,  press Return.  As you can see, today's date 
       automatically  pops  up.  If the payment was made previous to today, you 
       simply have to type over the date and enter the correct date.
       
       Question  #2  asks  "What Property?".  All you have to do is type in the 
       abbreviated  property  name  that  you  selected  when  you  set  up the 
       UTILITIES  menu  and type that in.  If you make a mistake in this entry, 
       as  soon  as  you get the first letter or number of the property you are 
       trying  to  enter, a  help screen will appear listing the properties the 
       computer  thinks  you  are trying to input.  The computer will not allow 
       you  to  enter  a  property name which does not exactly match one of the 
       property units you have already put into the program.
       
       #3 -- "Who Did We Pay?" -- type in who you paid.
       
       #4 -- "What Did We Pay For?"  Answer that question for each expense.
       
       #5 -- The amount paid.
       
       #6  --The  category.   At first, you're not going to be able to memorize 
       all  of  the individual category letters, so if you're having trouble at 
       #6,  just  press  enter again, and all of your categories will appear on 
       the  right  hand  side  of the screen.  Choose one, type the letter, and 
       press  enter.   The  program asks you to quickly glance over what you've 
       input  to  check  if  it's accurate.  Press Return and it will be saved.  
       If  not, press N, and it will ask you which line is incorrect --identify 
       the  incorrect  line  and  the  program  will  allow  you  to change the 
       information.
       
       
       
                                          -6-
       
       
       After  you  save the expense, if you're entering another expense for the 
       same  property, simply press F2 and it will automatically enter the date 
       and property code.
       
       From  here,  go  to "Run Report".  This option allows you to choose many 
       different  options for gathering information and running a report, which 
       you  will  find  very  useful.   You  should  experiment with all of the 
       different types of reports that this particular category has to offer.
       
       As  you  can  see,  you first identify a property.  If you press Return, 
       you  can  access  information  on  all  properties.   Then  you  pick  a 
       particular  category,  or  by pressing Return, all categories.  The Date 
       Range  field is self-explanatory and the Paid To field indicates that if 
       you  made  a  payment  to  someone or some company, it can pick out just 
       those  payments.   Detail  asks  if  you  want a detailed report on each 
       individual  payment  or  if  you  want  just  to  total  the payments by 
       property  and  category  and  get  sub-totals.  Then, finally, if you've 
       opted  for  all  properties,  it  will ask you if you want each property 
       report  on  a separate page or if you want to combine the information on 
       one  page.   The best way to figure out how to use this is to experiment 
       with it.
       
       Anytime  you  feel  you  have  made  a mistake, hit the F10 key and that 
       should return you to the LEDGER menu.
       
       Last,  Revise  Records,  which  allows  you  to  change any record.  The 
       program  now  works  this  way:   in  order to revise a record, you must 
       first  run  a  report  to  locate  the  record that needs revising.  The 
       report  must  be run TO THE SCREEN, NOT TO THE PRINTER.  As you can see, 
       when   you   run   it   to  the  screen,  it  gives  slightly  different 
       information.   The  number  we're  concerned  with is the record number, 
       which,  when there's a record that needs changing, must be found through 
       the  report  program.  Locate the record number (remember it or write it 
       down),  escape  back  to  the  LEDGER  menu and choose #2 (corrections).  
       When  it  asks  you  to enter the number, enter the record number on the 
       bottom   of   the  screen  and  it  will  promptly  bring  the  detailed 
       information of the entry that needs changing to the screen. 
       
       An  area  that  should  be  discussed is a field called DELETE A RECORD.  
       This  is  designated  as  Category  D in the category field.  Whenever a 
       record  is  input  that  I want to delete, I simply use category D.  You 
       can  go   through  the  UTILITIES  to remove all records in the database 
       which are equal to category D, Delete A Record.
       
       
       
                                          -7-
       
       
                                       CHAPTER 5
       
       
                           T E N A N T   O P E R A T I O N S 
       
       
       
       From  the  main  menu,  let's  examine  the TENANT mode.  There are five 
       options to choose from once you get to the TENANT menu.  To start, 
       you  must  load  your  current  tenants  into  the  property  management 
       system.   BEFORE  THAT  CAN  BE  DONE, YOU MUST ENTER THE PROPERTIES AND 
       UNITS PRIOR TO ENTERING THE TENANTS.
       
       The  program  is  designed  to prevent you from entering a tenant unless 
       the  property  and  the specific unit exactly matches one which you have 
       already programmed in.
       
       Entering  New  Tenants:   Start with your first tenant.  You would enter 
       the  second option, Enter Tenant.  Start with the last name first.  Type 
       the  last name, leave a blank, and then fill in the first name.  Now the 
       property  must be typed exactly the way you entered the property code in 
       the  property  file.   The  unit  also  must  be  exactly the way it was 
       entered  in  the  unit file for that property.  The program prevents you 
       from  double-entering  a  tenant  into the same property and unit.  Once 
       the  blank  screen appears, you simply fill in all the details regarding 
       the  tenant  that  you  feel important.  Fill in the moved-in date (very 
       necessary),  but LEAVE THE MOVED-OUT DATE BLANK.  That must be filled in 
       only  at  the time the tenant moves out.  Also, it is very important  to 
       fill  in  the  rent and any other data you feel is pertinent.  Once this 
       is  done,  if  the  new  tenant  has  paid rent, follow the "Enter Rent" 
       instructions.  
       
       IMPORTANT!   After  entering  a new tenant, the past due field will most 
       likely  have  to  be adjusted, assuming that your new tenant has paid in 
       full  when he moves in (the past due field should be 0).  In many cases, 
       the  past  due  field  will  show  a  negative  number.   THIS  MUST  BE 
       CORRECTED!   There  are two ways to correct this.  First, after entering 
       the  rent  paid  by  the new tenant and accepting it as correct, you can 
       change  the  past  due  amount  by  just  pressing  F5;  then put in the 
       correct  amount,  usually  0,  press  Return  and  then  it  asks "Ok To 
       Accept?",  if so, press Return.  Done!  The second way is to press 1 for 
       "Enter  Rent," identify the tenant by name or by address and unit, press 
       Return  for  the  rent  input  screen.   Do not fill in anything.  Press 
       escape,  and the last payment for this tenant will appear. Now press F5, 
       and you can change the past due field.
       
       Move  into  #3    Revise  A  Tenant.   The screen shows you that you can 
       search  for  a  tenant  to  revise  in  two  ways.    You can  enter the 
       tenant's  last  name,  hit Return when it asks you for the property, and 
       it will find the tenant.
       
       
       
                                          -8-
       
       
       The  other  way  is  when  it  asks  for  a  tenant's name, and you have 
       forgotten  it.  Hit  Return, and it asks for the property.  The property 
       should  be  put  in.   If  you can get the first letter or number of the 
       property   correct,   the  program  will  help  you  select  the  proper 
       property.   If,  for  example, you have three properties on 34th Street, 
       and  they  all  have  different address numbers,   you enter 34th Street  
       and  the  computer  will  help  you select which property you want.  The 
       unit  has  to  match exactly, whether it is an Upper, Lower or Unit 1, 2 
       or 3, etc.  Then, the computer will search and find that tenant.
       
       At  that  point,  if you want to change and use the data,  press Return, 
       and  help-screens  will  appear  so  that you can change any information 
       regarding  the  tenant.   A  new option, a memo field, F4, allows you to 
       add  as much data about a new tenant as you wish.  Try it.  You must hit 
       Control W to save!
       
       If  a tenant has moved out, the program will not allow you to enter your 
       new  tenant  before you change the old tenant information, specifically, 
       by  filling  in  the  Moved-Out  field.  When a tenant moves out and you 
       have  a new tenant move in, you must change the status of the old tenant 
       through   Revise  Tenant  by  filling  in the moved-out date.  That will 
       automatically  transfer  the moved-out tenant to the moved-out database, 
       so  you  can  keep  track  of the information regarding your old tenant.  
       It's  a good idea prior to moving-out the tenant, to fill in the comment 
       area  as  to whether the tenant was a good tenant, poor tenant, paid the 
       rent,  etc.  Once the moved-out date is entered and accepted, you can no 
       longer add or change information on this tenant.
       
       
                     E N T E R I N G   R E N T   P A Y M E N T S 
       
       A  screen  appears  to  help  you  locate  the exact tenant who paid the 
       rent.   As before, there are two ways of locating the exact tenant:  the 
       first,  by  name,  the second, by property and unit.  If the tenant gave 
       you  a  check,  and his name is on the check, the tenant will be easy to 
       find.    Type  in the last name and when it asks for the property, press 
       enter,  and it will search for that name.  If for some reason, the check 
       has  no  name on it, and you know where the person lives, you could type 
       in  the  property  and  unit and it will also find the exact tenant that 
       you  are  looking for.  If it doesn't find the exact tenant that you are 
       looking  for, use Page Up or Page Down. You can flip through the records 
       until  you  find the exact tenant.  When the exact tenant appears on the 
       screen,  you simply press enter, and an additional screen appears, which 
       is  self-explanatory.   You  enter   the amount of rent the tenant paid, 
       the  date, the name of the tenant who paid (even though it automatically 
       appears  as tenant #1 in that unit). If a different tenant paid, and you 
       want  to  record  it  as  such,  you  have that option. Just type in the 
       different  name ion that field. #4 asks "Paid by  Check?". If it is, say 
       yes (Y), if it is not, say no (N).
       
       
       
                                          -9-
       
       
       The  month and year the rent should be credited to; Say that you receive 
       a  check  on  2/27/91 for 3/91, insert 3/91.  In the Past Due field, you 
       cannot  make  an  entry   because  the computer automatically calculates 
       that  particular  field  for  you.   After all rent data is entered, the 
       program  asks  you  if  it's correct.  If so, respond appropriately, and 
       the  computer  will  do the rest.  A quicker way to enter rent payments,  
       is  to enter just the amount paid, then use the PgDn key. This will take 
       you  directly  to  the "OK TO ACCEPT?", and you answer yes (Y).  You can 
       only  use  this method if you do not need to change any information such 
       as the date paid, for which month, paid by check and who paid.
       
       If  you want to find out about a tenant's past rent payments, you can do 
       so.  When  you've  located the tenant who you want to check, hit Return, 
       and  the  rent  screen  appears.   Prior to adding the information , hit 
       escape,  and  the  last  rent payment made on this unit will appear.  If 
       you  use  Page  Up,  the prior payment to that will appear and so forth, 
       until  the  first  rent  payment appears on the screen.  You can Page Up 
       and  Page  Down to find the exact rent payment that you are looking for.  
       This  is  the  only way that you can change a rent record which has been  
       previously  input.   If  you  want  to  change this located rent record, 
       press Return, and follow the prompts in the program.
       
       In  the  event  that  you want to manually change the Past Due field, it 
       can  be done (even though it rarely should be used).  The Past Due field 
       can  be  changed  manually  when  the rent input screen is on by hitting 
       ESC,  then  F5.  You can then change the past due amount to adjust it to 
       what  currently  is  past  due.   But  under  all normal conditions, the 
       computer  should  calculate  what the tenant owes and this should be the 
       correct amount.
       
       
                              PLEASE READ---IMPORTANT!!!
       
       
       Post  Rent  option:   This  particular  option  should  be used once per 
       month,  most  likely  on  the 1st of the month.  This option updates the 
       Past  Due field.  The option is self-explanatory. It effectively adds to 
       the  Past  Due field the current rent of every individual tenant.  IT IS 
       IMPERATIVE  TO  USE  THE  POST  RENT OPTION ONCE A MONTH IN ORDER TO USE 
       THIS PROGRAM EFFECTIVELY.
       
       Posting  Late  Fees:   The program has the capability of adding the late 
       fee  that  you charge for each individual tenant.  You enter this amount 
       (which  is  dictated  according  to  the  terms  of the lease)  when you 
       originally  add  the  tenant into the program; it will automatically add 
       the  late  fee  into  the past due field.  Press #5, Post Late Fee, from 
       the TENANT MENU on or after the date that the late charges are due.
       
       
       
                                         -10-
       
       
       Security  Deposits:  The  program  enables you to keep track of security 
       deposit  payments,  also.  This  is  done as if you were entering a rent 
       payment.  In the ENTER RENT section, find the property and unit that the 
       new  tenant  is  moving  into.  Press  Return  to  get to the small rent 
       entering  screen  at  the  bottom.  Now enter Amount Paid and Date Paid. 
       Next, in the Paid By field, you should enter something like this: Smith-
       Sec  Dep.  IMPORTANT!! For Month For field you must fill in the month as 
       99  for  this  payment  to  be  recognized as a security deposit payment 
       instead  of a rent payment. This also ensures that this payment does not 
       change  the  Past  Due  amount for the current tenant. Leave the Year as 
       the  current  year,  and  then  when  you have verified that all of your 
       entries  are  correct,  press  Y  to  accept.  To  run  a report of your 
       collected  security deposit payments, the only report you can use is the 
       Rent  Report  (#8)  in  the  Reports  section  of the program. When rent 
       payment  entries  are  deleted  at the end of the year, security deposit 
       payment  entries  will  also be deleted. The Tenant Status Report (#4 in 
       the  Reports  section of the program) will still give you a total of the 
       security  deposits  for  each  unit  and  property.  (None  of the other 
       reports  in  the  report  section  report on or include security deposit 
       amounts  in the totals.) This information is retrieved from the security 
       deposit  field  in the tenant information area, so be sure that you fill 
       in  this  field  with  the  correct  total  security deposit amount when 
       entering a tenant in the Enter Tenant section.
       
       
       The  Moved-Out  Tenant  Information  is an option in which you can store 
       information  about  a tenant who has moved out. In locating this tenant, 
       you  use  the  same locating system you've previously used to enter rent 
       and  revise  tenants.  If the exact tenant doesn't appear on the screen, 
       you  still have the option of paging through the tenants, using the Page 
       Up  or  Page  Down  keys to locate the exact tenant that you are looking 
       for.
       
       
       AT  ALMOST  ANYTIME  IN THE PROGRAM, THE F10 KEY OR ESC KEY WILL GET YOU 
       BACK TO ONE OF THE MAIN MENUS.
       
       
       
                            R E - I N D E X   W E E K L Y ! 
       
       
       
                                         -11-
       
                                       CHAPTER 6
       
       
                                     R E P O R T S 
       
       The  Reports  Menu  offers  you  many valuable reports.  We will go over 
       each one briefly.
       
       Tenant  Phone  Numbers  -- A list of tenant addresses and  phone #s. Can 
       be sent to the printer or to the screen.  
       
       Late  Rent Payments -- Also goes to the printer or to the screen. A list 
       of   tenants  who  are  currently  behind in rent.  This report uses the 
       Past  Due  field.   If  any  tenants  owe  rent,  it will appear on this 
       report, along with their names and phone numbers.
       
       Past  Due  Letter --This report prints out an individual letter to every 
       tenant  who owes rent! It is set up to be used with window envelopes, so 
       you can just fold the letter and mail it.
       
       Tenant  Status  Report -- This report only goes to the printer.  You can 
       search  all properties and tenants by hitting Return at the questions or 
       specify  a tenant or property.  This reports on name, phone, date moved-
       in,  last  rent  raise,  date  lease  expires,  current monthly rent and 
       security deposit amount paid.
       
       Monthly  Profit/Loss --This report gives you all rents and expenses  per 
       month.  It  goes  to the printer or screen. You can specify one property 
       or  all properties. CAUTION  : THIS REPORTS ON RENT ACCRUED TO THE MONTH 
       SPECIFIED, NOT NECESSARILY RENT PAYMENT DATE.
       
       Individual  Rent  Record  --  This  report has a screen that you've seen 
       before.  It  asks you for the tenant's name, and you select the property 
       and  the  unit.   With this report, if you do not enter a specific name, 
       property  or  unit,  it will report on all properties.  It gives certain 
       information  as  to  a  tenant, property, unit in which they live, their 
       rent,  and  other  pertinent information.  You may also specify dates on 
       this  particular  report,  and  the  report will show you payments which 
       were  received  during  that  time  period.  If you enter no tenant, the 
       property  but  no  unit, and do install the dates, this report will show 
       you  the  rent  record  of  all of the units in that particular property  
       between  those  dates.   This  report  purposely  does not calculate any 
       negative numbers.
       
       Rent  Report  --This  is  another report to show rents received. It also 
       shows  security  deposit  amounts  that  were  received.  It is a little 
       different  than  "Individual Rent Record". This report also shows if the 
       rent  received  was  by cash or check. It will also make summary reports 
       of  your  rents  for  tax  purposes.   This  report  purposely  does not 
       calculate   any   negative   numbers.  The  report  has  many  different 
       functions, and it is the most useful income report.
       
       
       
       
                                         -12-
       
       
       It handles functions such as:
                  A. Income received between specific dates
                  B. Income received by month accrued to
                  C. Report for just security deposit amounts collected
                  D. Report for security deposits & rent collected
                  E. Report on income received by cash, check or both combined
       
               -ALL REPORTS CAN BE IN FULL DETAIL OR CAN BE SUMMARIZED-
       
       
       1. PROPERTY: Leaving this blank will report on all properties, or you 
                    can specify an individual property. (Entering the first
                    letter or number of the property code will invoke the
                    property list  screen.)
       
       2. UNIT:     Leaving this blank will report on all units in the  
                    property you have selected to report on, or you can enter
                    a specific unit.
       
       3. DATES:    Fill in a specific date range when precise reporting is
                    needed for income tax purposes or monthly income  
                    calculations. When using the specific date ranges, the
                    MONTH  FOR (#7) and YEAR FOR (#7) should be left blank. The 
                    computer will automatically fill the correct information.
       
       4. CHECK/CASH:
                    Leaving this blank will report on both. If you wish to 
                    specify, type in CHECK or CASH respectively.
       
       5. SUMMARY ONLY?
                    Entering  "N" for No will give you complete details on each 
                    payment  recorded. Entering "Y" for Yes summarizes only the 
                    total of the rent for that unit.
       
       6. PROPERTIES ONLY?
                    Entering "Y" for Yes will give you one total rent amount 
                    per  property. Entering "N" for No will give you a subtotal 
                    for each unit, and then a total rent amount for the 
                    property.
       
       7. MONTH FOR:
               YEAR:
                    This is for reporting which month the rents received is 
                    accrued to. 
                    WHEN USING THIS, DO NOT FILL IN THE DATE RANGE! (#3)
       
       
       
       
       
                                         -13-
       
       
       8. INCLUDE SECURITY DEPOSITS?
                    Entering "N" for No will not include security deposit 
                    payments in the total. Entering "Y" for Yes will. If you 
                    wish to see the totals of the rent and the security 
                    deposit payments together, then enter MONTH FOR: and YEAR 
                    as usual. If you wish to see security deposit payments
                    only, enter MONTH FOR: "99" and the correct year in area 
                    #7.
       
       I M P O R T A N T ! ! !   YOU  MUST  BE SURE THAT YOU ARE ENTERING MONTH 
       99  AND THE CURRENT YEAR IN THE "ENTER RENT" SECTION OF THE PROGRAM WHEN 
       YOU ARE ENTERING SECURITY DEPOSIT PAYMENTS!!
       
       T I P :   If  you  want  to  report on total income received between two 
       dates,  use  this report and also use the corresponding dates in running 
       a  report in the LEDGER section for expenses. This method can be used in 
       place  of the Monthly Profit/Loss report to show actual total income for 
       those dates.
       
       
       Annual  Profit/Loss  --  This  report only goes to the printer.  You can 
       select  all  properties  or  just  one  property.  Experiment with it -- 
       you'll  like  this  report.  INCOME IS REPORTED ON MONTH ACCRUED TO, NOT 
       MONTH PAID.
       
       Vacancy  List   --   This report lists all of the vacant units and shows 
       the monthly rent of the last tenant to live there.
       
       
                        SPECIAL CONSIDERATIONS FOR THE REPORTS
       
       FOR  IRS REPORTING - IF YOU WANT TO INCLUDE ALL INCOME RECEIVED  FOR THE 
       YEAR  REGARDLESS  OF  WHAT MONTH IT'S ACCRUED TO - USE "RENT REPORT" AND 
       USE THE DATE FIELDS ONLY. TO SHORTEN THE REPORT USE THE SUMMARY OPTION.
       (FOR  EXAMPLE:  IF  A TENANT PAYS THE JANUARY, 1991 RENT ON DECEMBER 28, 
       1990, IT IS 1990 INCOME.)
       
       THE  "MONTHLY PROFIT/LOSS REPORT"  AND  THE  "ANNUAL PROFIT/LOSS REPORT" 
       BOTH   CALCULATE   INCOME  ON  THE  MONTH  INCOME  IS  ACCRUED  TO,  NOT 
       NECESSARILY  THE DATE RENT IS PAID.
       
       THE  "RENT REPORT" GIVES YOU THE OPTION OF CHOOSING EITHER DATE RECEIVED 
       OR  MONTH  ACCRUED  TO.  IF,  FOR A MANAGEMENT ACCOUNT, YOU MUST FURNISH 
       ACTUAL  INCOME  BETWEEN  CERTAIN  DATES,  THIS IS THE REPORT TO USE. FOR 
       EXPENSES, USE THE REPORTS FROM THE "LEDGER" SECTION.
       
       WHEN  ENTERING  BACK  RENT  OR  DELINQUENT RENT, YOU MAY WANT TO HAVE IT 
       ACCRUE  TO  THE CURRENT MONTH. FOR RENT RECEIVED FOR FUTURE MONTHS, HAVE 
       IT ACCRUE TO THE MONTH THE RENT IS PAID FOR.
       
       
                   CONSULT YOUR ACCOUNTANT FOR FURTHER EXPLANATION !
       
       
       
       
                                         -14-
       
       
                                       CHAPTER 7
       
                               U N I T   D E T A I L S 
       
       This  area  allows  you to enter permanent data regarding each unit. For 
       example:  When unit was painted, color of carpet, what was remodeled and 
       when,  etc.  What  you  can  do for general building notes like exterior 
       painting,  new  roofs,  or  hall remodeling, is to use part of the first 
       unit  to the building. To get to it just put in the property code and no 
       unit , and you will get to it every time.
       
       The  search  screen  is  just like Enter Rent or Revise a Tenant, and it 
       works  just the same. Just locate the unit, press Return, and follow the 
       instructions.
       
       
       
       
       
       The  Smoke  Detector section of the program is optional.  It is advised, 
       however,  that  you  should  use  it  if  you  own  units in the City of 
       Milwaukee or anywhere where smoke detector laws are enforced.
       
       This  section  of  the  program is, for the most part, self-explanatory.  
       You  can  get  reports  showing  when  batteries  in  the  units'  smoke 
       detectors  need  to  be  changed.  Also, when a new tenant moves in, his 
       name  and  address will appear first because some municipalities require 
       that the battery be changed for every new tenant.
       
       
       
                                       CHAPTER 8
       
       
                      B A C K I N G   U P   I N F O R M A T I O N 
       
       
       The  most  important  files to back up are the "DBF" files and the "DBT" 
       files.   If  you  have a lot of data, it is easier to just back up these 
       files.   To  use  them,  you  would  have  to  re-index them through the 
       UTILITIES  options. AN EASY COMMAND IS  COPY *.DB* A: Return.
       
                  BACK UP FREQUENTLY -- BETTER TO BE SAFE THAN SORRY!
       
                        IT'S A GOOD IDEA TO "RE-INDEX" WEEKLY -
                         IT IS DONE THROUGH THE UTILITIES MENU.
       
       
       IF  YOU MOVE OR CHANGE PHONE NUMBERS, CONTACT US, AND WE CAN UPDATE YOUR 
       PROGRAM.
