The CURRENT Version is Tenant File 9. CLICK HERE to get information about this excellent update!
Previous Tenant File Update Information
Here are printable guides which show the changes from different versions of the Tenant File:
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New for Tenant File Version 8
Backup Reminder
The Tenant File Version 8 allows you to easily backup your valuable data and even reminds you at intervals. Just choose how often you want to be reminded and the Tenant File will let you know when it is time.
Tenant File Version 8 now includes up to ten Bank Accounts
The Tenant File supports up to 10 bank accounts, however, the default account is the primary bank account. This is your operating account, where you pay bills from and deposit your rent receipts. Most of the automatic functions, such as creating checks for owners or making vendor payments use this account.
Additional posting fields in the ‘Post Rent Income’ Section
You can post rent received several ways, such as by entering a bank deposit, or by using the Easy Rent Posting Screen below. This screen allows you to quickly post rent income from a large number of tenants very quickly, or just to post a few rents as needed.
Additionally, this screen enables you to create a bank deposits for the rent posted, post management fees, post late fees received, and add another payment for any income account in the chart of accounts. You can even write a check to your own company for management fees posted.
Additional Recurring Fee Fields for Posting
The Tenant File now allows you to have up to 6 difference recurring fields for charges that are in addition to the typical rent posting, management fee posting, and late fee charges. The recurring field amounts are kept in the Unit Information for every rental unit. Even though they are part of the Unit info, you can also use them to post items to the Tenant Ledger instead.
Additional Reports added to Version 8
Reports are the end result of your hard work! They are how you rate your effectiveness or what you present to your owners as representative of your efforts. The Tenant File has more reporting abilities than any other property management software program.
Check out the newest reports below:
Ledger Balances Current (Compact) - Condensed report that quickly shows you all owner balances in a tight paper saving format. Report includes each Owner and the current balance as of the due date. This is a good report when you need to pay your owners.
Owner Audit Report - The Tenant File provides a way to make sure your ledgers balance to the check register by finding transactions with and without checks and/or deposits. This report will help you find any discrepancies between the checks and deposits you have written and what is posted. Sorted by Owner Name, this report includes transactions, checks/deposit number, ‘Post to’, amount and date.
Owner Profit and Loss - This easy to read Owner Report summarizes the total income and expenses for all rentals under that owner for any date range. Funds paid to the owner or received from the owner are separated from other income and expenses. At the end, all 'Starting Balances' are included as well as the balance as of the ending date of the report.
Owner Invoices - This new report is actually an 'invoice' that you can send to your owners. Users select which owner or group of owners to send the invoice and which account categories that you wish to include in the report. You are able to include a customized note with each report that you create. Run this report for any date range.
Late Rent/Late Fees Due - This new report will show Past Due Tenants along with the rent amount due and the Late Fee amount due by comparing charges and credits between any two dates. Includes phone numbers, email address, payment due date, deposits, Late Fee and Lease ending date.
Security Deposits Receipts Posted - This report will reconcile the Security Deposits deposited into your checking account to the transactions posted to the ledgers. Shows all ‘Security Deposit Received’ transactions in the ledgers and ‘splits’ from a user-entered Bank Account within a given date range.
Tenant Balances Aging Report - This report was developed after requests from our valuable customers. It shows tenant amounts owed between 1-30 days, 31-60 days, 61-90 days, and over 90 days. Now you can easily see the most delinquent tenants on a compact report.
Tenant Rent Payment Summary - On one helpful report you can see all rent charges and receipts between any two dates. The difference in rent is shown at the end of each line. Additionally, this report shows the due date and other helpful info.
Tenant Security Deposit Report (By Owner) - The Security Deposit Report is per owner, and shows all deposits that you have entered in the Deposit 1 or Deposit 2 field in the Tenant File Activities information screen. While this report does not come from the transactions posted, it does show all current deposits that you have entered and provides totals to allow you to keep track of your Security Deposit totals and “Other Deposit” totals within the program.
Register – All Bank Accounts – Compiles all information from all Bank Accounts into one report. The report includes all Pending and Cleared Checks and Deposits allowing for a specific Date Range along with a Starting Balance prior to that date range.
Property MTD/YTD Summary – Report sorted by Property name displaying all Property and Unit transactions between any two dates for individual Properties.
Company Profit and Loss Report - The Tenant File now provides a company-wide report, so that you can see your earnings from fees that you have collected. This report is versatile enough for either owners or managers. You are able to select any account category in the system between any two dates. The report can be compiled and printed by clicking into PREFERENCES > COMPANY INFORMATION > COMPANY REPORT.
Tenant Balances (Range) - Need to see what the tenant balances were at any given date? This report is perfect for that. You can specify any date range and see what the tenant balance was at that time. The total is printed per owner, and individual tenant’s balances are shown.
Owner Vacancy Listing - Ever get a request from your Owner to send a report showing all vacant rental units? This report is perfect for that. It also shows the square footage, rent amount, deposits, move-in and move-out dates.
Unit Income/Expense (Account Sort) – Income/Expense Report sorted by Owner and then by Unit listing all Income and Expenses by account within a given date range.
Tenant Delinquency By Owner – Past Due Report sorted by Owner which includes the Tenant’s past due balance along with phone numbers, email addresses, payment amount, due date, Late Fee information, etc.
Tenant Expenses – Report that shows a detail of only Tenant expenses for any given Tenant name and date range. This helpful report is a quick guide to determine the expenses that the Tenant has when posting payments.
Starting Balances – Report that details all Starting Balances entered in the program (found in the upper Information section under the button called STARTING BALANCES) for each Owner, Property, Unit and Tenant.
Security Deposit Disposition
The Security Deposit Disposition Screen allows you to easily take care of the deposit postings when your tenant moves out. You can choose the correct tenant, and then the fields will populate. This screen is simple to use, yet it can handle complicated transactions. For example, if you want to first transfer money from a separate security deposit bank account to your operating account (making a debit from one account and deposit to another) that can be done. These transactions will show the transfer, which you will then make from your bank account. Also, this screen can create a check to the tenant, and even calculate the check amount less any expenses that you are take out from the security deposit. Lastly, it will forfeit any funds that you want to credit into the owner's account for the specific rental unit.
Owner Invoices
The Owner Invoice allows you to take any posting (or multiple postings) in the ledgers and create an invoice for those transactions. This is actually a report, so it is accessed from the Reports screen.
Automatic Rent Increases in the Tenant File
The Tenant File supports any number of automatic rent increases, for any rental unit, and for any date in the future. On the screen below, you simply select the rental unit, enter the amount and date of the increase, and the program will do the rest.
Automatic Late Fee Posting
With the release of the Tenant File 8, charging late fees to your Tenant Ledgers can be setup as an ‘automatic option’, which will update the late fees daily throughout the month. Additionally, this is not a ‘global’ method. It allows you to set the late fee individually for each tenant separately in the Tenant Ledger under ‘Setup/View Fees’. So, if you charge late fees differently for different tenants, you charge ‘Daily Fees’ and you want them to be automated, or if you simply want a ‘hands off’ method for late fee posting, this method is for you.
Just some of the new and improved features of the Tenant File:
Screen Settings Saved New User Interface
Send Attachments with Email
Print Reminder Screen
Easy Email Filters by Balance Due
BCC Option for Emailing Reports
Company Wide Report
User-Defined Reports Saves Reports
Transfer funds between Bank Accounts
New Screen Color Options Improved CAM Charge Posting Post Late Fees by Unit
Increased Ledger Line Size
Upload Vacancies to the Internet
Pay Owners from any Bank Account
Flexible Editing in Check Register
Improved Entry Error Correction and many more improvements included in previous versions!
Backup Reminder
The Tenant File Version 8 allows you to easily backup your valuable data and even reminds you at intervals. Just choose how often you want to be reminded and the Tenant File will let you know when it is time.
Tenant File Version 8 now includes up to ten Bank Accounts
The Tenant File supports up to 10 bank accounts, however, the default account is the primary bank account. This is your operating account, where you pay bills from and deposit your rent receipts. Most of the automatic functions, such as creating checks for owners or making vendor payments use this account.
Additional posting fields in the ‘Post Rent Income’ Section
You can post rent received several ways, such as by entering a bank deposit, or by using the Easy Rent Posting Screen below. This screen allows you to quickly post rent income from a large number of tenants very quickly, or just to post a few rents as needed.
Additionally, this screen enables you to create a bank deposits for the rent posted, post management fees, post late fees received, and add another payment for any income account in the chart of accounts. You can even write a check to your own company for management fees posted.
Additional Recurring Fee Fields for Posting
The Tenant File now allows you to have up to 6 difference recurring fields for charges that are in addition to the typical rent posting, management fee posting, and late fee charges. The recurring field amounts are kept in the Unit Information for every rental unit. Even though they are part of the Unit info, you can also use them to post items to the Tenant Ledger instead.
Additional Reports added to Version 8
Reports are the end result of your hard work! They are how you rate your effectiveness or what you present to your owners as representative of your efforts. The Tenant File has more reporting abilities than any other property management software program.
Check out the newest reports below:
Ledger Balances Current (Compact) - Condensed report that quickly shows you all owner balances in a tight paper saving format. Report includes each Owner and the current balance as of the due date. This is a good report when you need to pay your owners.
Owner Audit Report - The Tenant File provides a way to make sure your ledgers balance to the check register by finding transactions with and without checks and/or deposits. This report will help you find any discrepancies between the checks and deposits you have written and what is posted. Sorted by Owner Name, this report includes transactions, checks/deposit number, ‘Post to’, amount and date.
Owner Profit and Loss - This easy to read Owner Report summarizes the total income and expenses for all rentals under that owner for any date range. Funds paid to the owner or received from the owner are separated from other income and expenses. At the end, all 'Starting Balances' are included as well as the balance as of the ending date of the report.
Owner Invoices - This new report is actually an 'invoice' that you can send to your owners. Users select which owner or group of owners to send the invoice and which account categories that you wish to include in the report. You are able to include a customized note with each report that you create. Run this report for any date range.
Late Rent/Late Fees Due - This new report will show Past Due Tenants along with the rent amount due and the Late Fee amount due by comparing charges and credits between any two dates. Includes phone numbers, email address, payment due date, deposits, Late Fee and Lease ending date.
Security Deposits Receipts Posted - This report will reconcile the Security Deposits deposited into your checking account to the transactions posted to the ledgers. Shows all ‘Security Deposit Received’ transactions in the ledgers and ‘splits’ from a user-entered Bank Account within a given date range.
Tenant Balances Aging Report - This report was developed after requests from our valuable customers. It shows tenant amounts owed between 1-30 days, 31-60 days, 61-90 days, and over 90 days. Now you can easily see the most delinquent tenants on a compact report.
Tenant Rent Payment Summary - On one helpful report you can see all rent charges and receipts between any two dates. The difference in rent is shown at the end of each line. Additionally, this report shows the due date and other helpful info.
Tenant Security Deposit Report (By Owner) - The Security Deposit Report is per owner, and shows all deposits that you have entered in the Deposit 1 or Deposit 2 field in the Tenant File Activities information screen. While this report does not come from the transactions posted, it does show all current deposits that you have entered and provides totals to allow you to keep track of your Security Deposit totals and “Other Deposit” totals within the program.
Register – All Bank Accounts – Compiles all information from all Bank Accounts into one report. The report includes all Pending and Cleared Checks and Deposits allowing for a specific Date Range along with a Starting Balance prior to that date range.
Property MTD/YTD Summary – Report sorted by Property name displaying all Property and Unit transactions between any two dates for individual Properties.
Company Profit and Loss Report - The Tenant File now provides a company-wide report, so that you can see your earnings from fees that you have collected. This report is versatile enough for either owners or managers. You are able to select any account category in the system between any two dates. The report can be compiled and printed by clicking into PREFERENCES > COMPANY INFORMATION > COMPANY REPORT.
Tenant Balances (Range) - Need to see what the tenant balances were at any given date? This report is perfect for that. You can specify any date range and see what the tenant balance was at that time. The total is printed per owner, and individual tenant’s balances are shown.
Owner Vacancy Listing - Ever get a request from your Owner to send a report showing all vacant rental units? This report is perfect for that. It also shows the square footage, rent amount, deposits, move-in and move-out dates.
Unit Income/Expense (Account Sort) – Income/Expense Report sorted by Owner and then by Unit listing all Income and Expenses by account within a given date range.
Tenant Delinquency By Owner – Past Due Report sorted by Owner which includes the Tenant’s past due balance along with phone numbers, email addresses, payment amount, due date, Late Fee information, etc.
Tenant Expenses – Report that shows a detail of only Tenant expenses for any given Tenant name and date range. This helpful report is a quick guide to determine the expenses that the Tenant has when posting payments.
Starting Balances – Report that details all Starting Balances entered in the program (found in the upper Information section under the button called STARTING BALANCES) for each Owner, Property, Unit and Tenant.
Security Deposit Disposition
The Security Deposit Disposition Screen allows you to easily take care of the deposit postings when your tenant moves out. You can choose the correct tenant, and then the fields will populate. This screen is simple to use, yet it can handle complicated transactions. For example, if you want to first transfer money from a separate security deposit bank account to your operating account (making a debit from one account and deposit to another) that can be done. These transactions will show the transfer, which you will then make from your bank account. Also, this screen can create a check to the tenant, and even calculate the check amount less any expenses that you are take out from the security deposit. Lastly, it will forfeit any funds that you want to credit into the owner's account for the specific rental unit.
Owner Invoices
The Owner Invoice allows you to take any posting (or multiple postings) in the ledgers and create an invoice for those transactions. This is actually a report, so it is accessed from the Reports screen.
Automatic Rent Increases in the Tenant File
The Tenant File supports any number of automatic rent increases, for any rental unit, and for any date in the future. On the screen below, you simply select the rental unit, enter the amount and date of the increase, and the program will do the rest.
Automatic Late Fee Posting
With the release of the Tenant File 8, charging late fees to your Tenant Ledgers can be setup as an ‘automatic option’, which will update the late fees daily throughout the month. Additionally, this is not a ‘global’ method. It allows you to set the late fee individually for each tenant separately in the Tenant Ledger under ‘Setup/View Fees’. So, if you charge late fees differently for different tenants, you charge ‘Daily Fees’ and you want them to be automated, or if you simply want a ‘hands off’ method for late fee posting, this method is for you.
Just some of the new and improved features of the Tenant File:
Screen Settings Saved New User Interface
Send Attachments with Email
Print Reminder Screen
Easy Email Filters by Balance Due
BCC Option for Emailing Reports
Company Wide Report
User-Defined Reports Saves Reports
Transfer funds between Bank Accounts
New Screen Color Options Improved CAM Charge Posting Post Late Fees by Unit
Increased Ledger Line Size
Upload Vacancies to the Internet
Pay Owners from any Bank Account
Flexible Editing in Check Register
Improved Entry Error Correction and many more improvements included in previous versions!
New for Tenant File Version 7
Tenant File Update, Version 7.0 changes included the complete Tenant File Manual in a ‘.pdf’ format, which can be viewed and/or printed by clicking HELP from the MAIN MENU and selecting USER’S GUIDE. This format will allow you to select SEARCH (from the top of the screen) and type in a word or phrase that you would like to search for (such as HOW TO). This will display the section of the manual without having to flip through the pages. The following details the recent improvements in Version 7 included with your new Version 8.
Tenant File Scheduler
Keep important dates on your scheduler for each rental unit. See a six month calendar with all scheduled dates in bold. This can be used for scheduling repair dates, tenant vacations, upcoming events, or for booking vacation rentals and other short term rental activities.
Print out scheduled dates on the new Scheduler Report from the Reports Menu.
New Feature Listing Screen
This new screen allows you to easily change features for your rental units either individually or make multiple changes at a time. Now you can copy multiple features at once to all of your rentals. And, with the new RentalWIZ (option), your vacant rental unit features can be automatically uploaded to the Internet.
Daily, Weekly, and Scheduled Interval Rent Posting
Now the Tenant File can easily handle any type of rent, such as daily rent charges, weekly rentals, or any interval up to a year. These scheduled rents are posted automatically each time you enter the Tenant File program. Combine this feature with built-in monthly posting for ‘hands free’ rent posting!
Report Screen redesigned…
Includes the ability to select specific Owners, Properties, Units, Tenants, and Vendors from selection list. Choose a single recipient, a range, or print a full set up reports for all.
All debit amounts in the Activity Ledgers are now shown in red text for easier identification.
Added highlight to Deposits to easily see if your deposit has been posted.
Now you have the ability to expand the Activities ‘Tree’ and ‘Ledger’ to full vertical screen size.
New V7 Reports plus other improvements and changes...
Owner Cash Flow Detail Report – redesigned to show detail of cash flow for all properties of an Owner.
Owner Cash Flow Summary Report – redesigned to show summary of cash flow for all properties of an Owner.
Trust Report by Owner – shows Owner transactions for all ledgers in date order.
Property Cash Flow Detail Report - redesigned to show detail or summary transactions by property.
Scheduler Report – shows all scheduled activities between any two dates for any rental.
Vendor Checks – shows all checks entered or printed for a specific vendor or all vendors.
Deposit Detail and Ticket – print on your own pre-printed deposit ticket or print a deposit report.
Tenant Cash Flow Summary – get a summary of all tenant transactions sorted by Owner.
Owner Checks Entered report - to see what checks to print with available funds.
Unit MTD/YTD report - for easy comparison of income between rental units.
Improved Account Listing report - to include all current accounts plus subtotals.
Other Improvements:
· Check Reconciliation allows user to exit RECONCILE and remembers cleared checks.
· The Reminder System screen was redesigned for easier use.
· DirectPAY option capabilities were added for online payments.
· Revised centering of phone numbers and email addresses on reports.
· Improved PDF emailing format for certain Owner reports.
· Revised Check/Deposit section to improve ease of deletion.
· Revised PAY OWNERS screen and put debit current balances in red text.
· Quicken check style modified to be more compatible.
· Added warning to Account Defaults screen when user changes default account.
· Check Register now allows user to change the date, remark, or invoice. (Register button)
· Added drop-down sort to checks and deposits by Unit Address or Tenant Name.
· Added additional safeguards to check integrity of database and repair.
· Add ability to add new Vendors while in the Check Entry screen.
· Added Rent Due Date range and date options to Rent Charge screen.
Tenant File Update, Version 7.0 changes included the complete Tenant File Manual in a ‘.pdf’ format, which can be viewed and/or printed by clicking HELP from the MAIN MENU and selecting USER’S GUIDE. This format will allow you to select SEARCH (from the top of the screen) and type in a word or phrase that you would like to search for (such as HOW TO). This will display the section of the manual without having to flip through the pages. The following details the recent improvements in Version 7 included with your new Version 8.
Tenant File Scheduler
Keep important dates on your scheduler for each rental unit. See a six month calendar with all scheduled dates in bold. This can be used for scheduling repair dates, tenant vacations, upcoming events, or for booking vacation rentals and other short term rental activities.
Print out scheduled dates on the new Scheduler Report from the Reports Menu.
New Feature Listing Screen
This new screen allows you to easily change features for your rental units either individually or make multiple changes at a time. Now you can copy multiple features at once to all of your rentals. And, with the new RentalWIZ (option), your vacant rental unit features can be automatically uploaded to the Internet.
Daily, Weekly, and Scheduled Interval Rent Posting
Now the Tenant File can easily handle any type of rent, such as daily rent charges, weekly rentals, or any interval up to a year. These scheduled rents are posted automatically each time you enter the Tenant File program. Combine this feature with built-in monthly posting for ‘hands free’ rent posting!
Report Screen redesigned…
Includes the ability to select specific Owners, Properties, Units, Tenants, and Vendors from selection list. Choose a single recipient, a range, or print a full set up reports for all.
All debit amounts in the Activity Ledgers are now shown in red text for easier identification.
Added highlight to Deposits to easily see if your deposit has been posted.
Now you have the ability to expand the Activities ‘Tree’ and ‘Ledger’ to full vertical screen size.
New V7 Reports plus other improvements and changes...
Owner Cash Flow Detail Report – redesigned to show detail of cash flow for all properties of an Owner.
Owner Cash Flow Summary Report – redesigned to show summary of cash flow for all properties of an Owner.
Trust Report by Owner – shows Owner transactions for all ledgers in date order.
Property Cash Flow Detail Report - redesigned to show detail or summary transactions by property.
Scheduler Report – shows all scheduled activities between any two dates for any rental.
Vendor Checks – shows all checks entered or printed for a specific vendor or all vendors.
Deposit Detail and Ticket – print on your own pre-printed deposit ticket or print a deposit report.
Tenant Cash Flow Summary – get a summary of all tenant transactions sorted by Owner.
Owner Checks Entered report - to see what checks to print with available funds.
Unit MTD/YTD report - for easy comparison of income between rental units.
Improved Account Listing report - to include all current accounts plus subtotals.
Other Improvements:
· Check Reconciliation allows user to exit RECONCILE and remembers cleared checks.
· The Reminder System screen was redesigned for easier use.
· DirectPAY option capabilities were added for online payments.
· Revised centering of phone numbers and email addresses on reports.
· Improved PDF emailing format for certain Owner reports.
· Revised Check/Deposit section to improve ease of deletion.
· Revised PAY OWNERS screen and put debit current balances in red text.
· Quicken check style modified to be more compatible.
· Added warning to Account Defaults screen when user changes default account.
· Check Register now allows user to change the date, remark, or invoice. (Register button)
· Added drop-down sort to checks and deposits by Unit Address or Tenant Name.
· Added additional safeguards to check integrity of database and repair.
· Add ability to add new Vendors while in the Check Entry screen.
· Added Rent Due Date range and date options to Rent Charge screen.
New for Tenant File Version 6
New Tabbed Interface for Owners, Properties, Units and Tenants!
This improved screen allows you to quickly update your information and transactions. Changes can be made immediately without having to 'edit' and 'save' because your changes are saved automatically.
The tree can be toggled on and off allowing for quick access to your Owners and Tenants.
Automatically display a default image for each property, and each rental unit.
Pay Owners in seconds using the new Owner Payment screen
Pay one or all of your Owners in seconds. Show all balances due for each Owner, and click on ' Create Checks' to pay. Now you can also write checks to Owners based on the percentage of Ownership.
Post CAM (Common Area Maintenance) CHARGES
With the new flexible CAM charge feature, you can post charges based on lease square footage, total square footage, divide the costs evenly and more. You can opt to change the CAM charges to just the Tenants of one Owner, one Property, or individual Tenants. You can use any account category in the Tenant File, and charge to Owners, Properties, or individual Units and Tenants.
Transaction Finder
The Transaction Finder is a great way to search for specific postings in your ledgers, or to delete postings that you made in error. You can search for a transaction by several criteria, such as the date of the posting, the account category used, all or part of the remark, the check number, the amount, or the type of ledger it was posted to. There are specific instructions on screen as to how to enter the criteria that you are searching for. Be very careful when deleting transactions on this screen, and be sure you have a backup first.
Checks and Deposits
Adding new checks or deposits or editing previously entered checks can be done by clicking the 'Checks' button, or 'Add/Edit' from the 'Checks/Deposits' Selection in the 'Activities' Menu. You will be presented with a check form showing any Entered Checks.
‘Entered’ checks are checks that have been entered into the system but have not yet been printed nor posted to any ledger - that will be done immediately after the checks are printed. You will be able to scroll through the Entered checks by clicking onto the 'First', 'Previous', 'Next' or 'Last' bars at the bottom of the grid.
You can also view all Printed Checks by changing the display selection to 'Printed' instead of 'Entered'.
There is also a button labeled 'Owner Balance'. By pressing this button you can see the current Owner Balance for the Owner of the Property or Unit the check is to be posted to. Also displayed are all Owner, Property, and Unit Ledger balances for the same Owner. This will help you determine if there are enough funds for the check you are working with. The Check and Deposit screen allows you to create one split check or deposit posted to any combination of Owners, Properties, Units, or Tenants.
Check Reconciliation screen makes balancing to your bank statement easier than ever.
The bank reconciliation screen makes it easy to clear pending checks with a click or to clear all checks at once. As each check is cleared, your balance is updated until you are in balance with your bank statement. Plus, there is a new Check Reconciliation report in the report printing section that you can print to keep a record of your reconciliation history.
Display an image for each Property and Unit, plus store unlimited graphics and documents tied to each Rental Unit.
You can have any number of images, such as Tenant photos, Tenant autos, interior and exterior photos, property condition photos, or advertising photos and documents stored for each of your rental units. It is easy to insert the images or to set the default image that will show each time the rental property is accessed. The image is resized for you, and can be shown full size and printed. The Tenant File features section is the easy way to always keep your information on interior and exterior features handy and organized.
Additional improvements…
There is now one place where you can set all of your 'default' account options. These work throughout the program. For example, you can set the 'Rent Received' account to always use the same remark, including the current month, such as: Proceeds for (current month).
New Easy Setup screen lets you add new Owners, Properties, Units, and Tenants quickly and on one screen. Perfect for quick setup of multiple rentals with minimal information.
Expanded field sizes for Owner Last Name (from 30 to 60), Rental Unit (from 30 to 60), Tenant Last Name (from 30 to 60), and the Check Payee field (30 to 60).
Handwritten checks can now be posted as 'split checks' allowing you to create one check and post to any Owner, Property, Unit, or Tenant Ledger.
The Unit Number field has been changed to 'Unit ID' allowing for custom sort options, such as in the User Defined Report.
Automatic 'Post Rent Charges' now allows you to specify a due date for posting. Also, there is an option for the Tenant File to automatically charge rent each day without any user interaction at all.
Added Include/Exclude feature to the Report Menu, so that you can hide reports that you don't use, making report selection easier and faster.
Added sort option to the Check Printing screen, so that you can print checks in Date Order, Payee Name Order, Check Amount Order, or Entry Date Order.
Added another check style to check setup for a check, a style that is commonly used for Quicken compatible checks.
Added a new Tenant 2 choice to the 'Find' button in the ledgers, so that you can find a ledger by the second Tenant name in the Tenant Information.
Owner, Property, Unit, and Tenant Information fields now do not require you to click 'Edit' and 'Save' any more. Just enter your information and the data is automatically saved.
New 6.0 Reports
Ledger Balances (Detail by Date Range): Similar to the Ledger Balances (Current Report), allows a date range and shows every detailed transaction.
Ledger Balances (Summary by Date Range): Similar to the Ledger Balances (Current Report), this report shows a summary of transactions.
Owner Statement Detail (by Property): Similar to the Owner Statement Detail, but is oriented by Property Name instead of Owner Name.
Unit Income/Expense Listing: Displays Owner, Property, Unit and Tenant Names, Payment, Income and Expenses, plus the Net Balance for each Rental Unit. Allows Date Ranges.
Property I/E Listing: Displays Owner and Property, Income and Expenses, plus the Net Balance for each Property. Allows Date Ranges.
Check Reconciliation - Cleared Detail: Displays all Cleared Checks and Deposits within a date range for any bank account showing Check Detail.
Check Reconciliation - Pending Checks: Displays all Pending Checks and Deposits within a date range for any bank account showing Check Detail.
Check Reconciliation - Summary: Displays a summary showing Cleared Transactions, Bank Balances, Pending Transactions, and Register Balance.
New Tabbed Interface for Owners, Properties, Units and Tenants!
This improved screen allows you to quickly update your information and transactions. Changes can be made immediately without having to 'edit' and 'save' because your changes are saved automatically.
The tree can be toggled on and off allowing for quick access to your Owners and Tenants.
Automatically display a default image for each property, and each rental unit.
Pay Owners in seconds using the new Owner Payment screen
Pay one or all of your Owners in seconds. Show all balances due for each Owner, and click on ' Create Checks' to pay. Now you can also write checks to Owners based on the percentage of Ownership.
Post CAM (Common Area Maintenance) CHARGES
With the new flexible CAM charge feature, you can post charges based on lease square footage, total square footage, divide the costs evenly and more. You can opt to change the CAM charges to just the Tenants of one Owner, one Property, or individual Tenants. You can use any account category in the Tenant File, and charge to Owners, Properties, or individual Units and Tenants.
Transaction Finder
The Transaction Finder is a great way to search for specific postings in your ledgers, or to delete postings that you made in error. You can search for a transaction by several criteria, such as the date of the posting, the account category used, all or part of the remark, the check number, the amount, or the type of ledger it was posted to. There are specific instructions on screen as to how to enter the criteria that you are searching for. Be very careful when deleting transactions on this screen, and be sure you have a backup first.
Checks and Deposits
Adding new checks or deposits or editing previously entered checks can be done by clicking the 'Checks' button, or 'Add/Edit' from the 'Checks/Deposits' Selection in the 'Activities' Menu. You will be presented with a check form showing any Entered Checks.
‘Entered’ checks are checks that have been entered into the system but have not yet been printed nor posted to any ledger - that will be done immediately after the checks are printed. You will be able to scroll through the Entered checks by clicking onto the 'First', 'Previous', 'Next' or 'Last' bars at the bottom of the grid.
You can also view all Printed Checks by changing the display selection to 'Printed' instead of 'Entered'.
There is also a button labeled 'Owner Balance'. By pressing this button you can see the current Owner Balance for the Owner of the Property or Unit the check is to be posted to. Also displayed are all Owner, Property, and Unit Ledger balances for the same Owner. This will help you determine if there are enough funds for the check you are working with. The Check and Deposit screen allows you to create one split check or deposit posted to any combination of Owners, Properties, Units, or Tenants.
Check Reconciliation screen makes balancing to your bank statement easier than ever.
The bank reconciliation screen makes it easy to clear pending checks with a click or to clear all checks at once. As each check is cleared, your balance is updated until you are in balance with your bank statement. Plus, there is a new Check Reconciliation report in the report printing section that you can print to keep a record of your reconciliation history.
Display an image for each Property and Unit, plus store unlimited graphics and documents tied to each Rental Unit.
You can have any number of images, such as Tenant photos, Tenant autos, interior and exterior photos, property condition photos, or advertising photos and documents stored for each of your rental units. It is easy to insert the images or to set the default image that will show each time the rental property is accessed. The image is resized for you, and can be shown full size and printed. The Tenant File features section is the easy way to always keep your information on interior and exterior features handy and organized.
Additional improvements…
There is now one place where you can set all of your 'default' account options. These work throughout the program. For example, you can set the 'Rent Received' account to always use the same remark, including the current month, such as: Proceeds for (current month).
New Easy Setup screen lets you add new Owners, Properties, Units, and Tenants quickly and on one screen. Perfect for quick setup of multiple rentals with minimal information.
Expanded field sizes for Owner Last Name (from 30 to 60), Rental Unit (from 30 to 60), Tenant Last Name (from 30 to 60), and the Check Payee field (30 to 60).
Handwritten checks can now be posted as 'split checks' allowing you to create one check and post to any Owner, Property, Unit, or Tenant Ledger.
The Unit Number field has been changed to 'Unit ID' allowing for custom sort options, such as in the User Defined Report.
Automatic 'Post Rent Charges' now allows you to specify a due date for posting. Also, there is an option for the Tenant File to automatically charge rent each day without any user interaction at all.
Added Include/Exclude feature to the Report Menu, so that you can hide reports that you don't use, making report selection easier and faster.
Added sort option to the Check Printing screen, so that you can print checks in Date Order, Payee Name Order, Check Amount Order, or Entry Date Order.
Added another check style to check setup for a check, a style that is commonly used for Quicken compatible checks.
Added a new Tenant 2 choice to the 'Find' button in the ledgers, so that you can find a ledger by the second Tenant name in the Tenant Information.
Owner, Property, Unit, and Tenant Information fields now do not require you to click 'Edit' and 'Save' any more. Just enter your information and the data is automatically saved.
New 6.0 Reports
Ledger Balances (Detail by Date Range): Similar to the Ledger Balances (Current Report), allows a date range and shows every detailed transaction.
Ledger Balances (Summary by Date Range): Similar to the Ledger Balances (Current Report), this report shows a summary of transactions.
Owner Statement Detail (by Property): Similar to the Owner Statement Detail, but is oriented by Property Name instead of Owner Name.
Unit Income/Expense Listing: Displays Owner, Property, Unit and Tenant Names, Payment, Income and Expenses, plus the Net Balance for each Rental Unit. Allows Date Ranges.
Property I/E Listing: Displays Owner and Property, Income and Expenses, plus the Net Balance for each Property. Allows Date Ranges.
Check Reconciliation - Cleared Detail: Displays all Cleared Checks and Deposits within a date range for any bank account showing Check Detail.
Check Reconciliation - Pending Checks: Displays all Pending Checks and Deposits within a date range for any bank account showing Check Detail.
Check Reconciliation - Summary: Displays a summary showing Cleared Transactions, Bank Balances, Pending Transactions, and Register Balance.
Tenant File Options and Add-ons
DirectPAY option to accept online and recurring rents from Tenants. Fully integrated with the Tenant File ledgers. Through our partner, Revo Payment Services, your tenants will get set up to make their rent payments online or through recurring payments. You will receive the payments on their due date automatically into your bank account. The DirectPAY screen in the Tenant File will post those payments and even charge management fees automatically.
DirectPAY option to pay your Owners and Vendors by ACH transfer to their bank. You’ll get set up through Revo Payments to transfer money into the bank accounts of your Vendors and Owners that you pay. Just create your checks normally through the Tenant File, and process the ACH payments before printing. The Tenant File will automatically post the payments to your ledgers.
RentalWIZ option to upload vacancy information to the Internet, major rental sites such as Google Base, Oodle and Zillow, plus instant Craigslist ads and flyer creation. The information is already in the Tenant File – one click performs nearly all operations!
Tenant Screening
Get discounts on Tenant Screening through our exclusive partners with top providers. Run the previous rental history, criminal background checks, and credit reports. Work Order Program - Keep detailed track of each Work Order, Create Checks in multiple Bank Accounts, and email Vendors instantly! For Tenant File Versions 8.
Word Processor
Create and modify over 150 pre-written property management forms that can be customized for your preferences. Easy to print mass letters. Integrated with your Tenant File information.
Tenant File 1099 MISC
Quickly create 1099 forms for your Owners or Contractors. Using pre-printed forms, it compiles and enters your info for your 1099 MISC forms and the supplemental 1096 form. Export your data to CSV to eFile through 3rd party vendors. Also prints helpful income reports.
Order Compatible checks and deposits - Order the supplies that you need for your business, all 100% compatible with the Tenant File software.
DirectPAY option to accept online and recurring rents from Tenants. Fully integrated with the Tenant File ledgers. Through our partner, Revo Payment Services, your tenants will get set up to make their rent payments online or through recurring payments. You will receive the payments on their due date automatically into your bank account. The DirectPAY screen in the Tenant File will post those payments and even charge management fees automatically.
DirectPAY option to pay your Owners and Vendors by ACH transfer to their bank. You’ll get set up through Revo Payments to transfer money into the bank accounts of your Vendors and Owners that you pay. Just create your checks normally through the Tenant File, and process the ACH payments before printing. The Tenant File will automatically post the payments to your ledgers.
RentalWIZ option to upload vacancy information to the Internet, major rental sites such as Google Base, Oodle and Zillow, plus instant Craigslist ads and flyer creation. The information is already in the Tenant File – one click performs nearly all operations!
Tenant Screening
Get discounts on Tenant Screening through our exclusive partners with top providers. Run the previous rental history, criminal background checks, and credit reports. Work Order Program - Keep detailed track of each Work Order, Create Checks in multiple Bank Accounts, and email Vendors instantly! For Tenant File Versions 8.
Word Processor
Create and modify over 150 pre-written property management forms that can be customized for your preferences. Easy to print mass letters. Integrated with your Tenant File information.
Tenant File 1099 MISC
Quickly create 1099 forms for your Owners or Contractors. Using pre-printed forms, it compiles and enters your info for your 1099 MISC forms and the supplemental 1096 form. Export your data to CSV to eFile through 3rd party vendors. Also prints helpful income reports.
Order Compatible checks and deposits - Order the supplies that you need for your business, all 100% compatible with the Tenant File software.
Thank you for using the Tenant File!