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Version 12 Production: Release 2016.3 Build 22 - Everyone should be on this version. For a complete list of new features please read the Release Notes.
Version 12 Beta Release: Release 2016.4 Beta 6 - Anyone wanting to take advantage of the Beta features can download this.  See the Release Notes on the download page for details of the new features.
Version 6 Production: Release 2016.1 Build 1 -  We recommend that everyone still using version 6 update to this version and then convert to Version 12.. Version 6 will not be updated for tax filing. Click HERE to get the Version 12 conversion instructions.
Helpful Hints

Q. How can I run an unpaid charges report for only those charged this month? For example, on July 31 I want to see a list of unpaid July charges. 
A. Highlight the Tenant Unpaid Charges report. Click the <Options> button. On the Report tab, select Date Range for Date Selection. <Save>. Run the highlighted report. See the Report Date to July 1 – July 31. Preview.

Q. We received a check from an owner that was an NSF. How do we record that?
A. Use <<AR, Receipt History>> to find the receipt. Highlight it and click the NSF button.

Q. How can we run a report for about 20 of our clients each month without doing them one at a time?
A. In <<Setup, Profile Lists>>, create a list that includes all the owners you want. When you run the report, restrict it to the profile list.

Q. How can we limit the ability to void transactions to selected users?
A. For any user you want to not be able to void a transaction, go into System Security. Edit their user profile and enter /NOVOID in the comments field.


Q. We have the same zip code for two different cities, i.e. Rockingham 37294 and Wilson 37294. How do we do that? 
A. To enter a duplicate zip code, go to the zip code table, scroll to the last entry, tab through the entry to open up a new line item. Enter the zip code, city and state, then click <OK>. When entering that zip code in new addresses, the table will display and allow you to choose which of the two you want.

Q. An owner paid the vendor for some work performed. The owner wants to have it show on his statement. Can we do that?
A. To record an expense paid by the owner directly, enter a transaction under <<GL, Journal Voucher>>. Select the unit (owner/property) in the Ledger field. Line item #1 – use the account code for the expense and enter the dollar amount. Click in the open area below the first item to enter the second line. Line item #2 - use the account code for Cash In or Cash Contribution. Post the transaction. The end result is no change to the owners balance or the bank account.
If the expense is recurring you can use the Scheduled Journal Entries function.

How to Send Us Your Data
The Help section on “Send us your data” describes the steps. In short, go to Help, About and click <Support Backup>. Then attach that file to an email to support@promas.com.

If the file is too large to get through your email system you can use WeTransfer.com. See our How to document #232 Send Us Your Data for full instructions.

Request an Audit Review
A service performed by our experienced sup­port staff. We will review your records and analyze your setup. You will receive a full report of our findings and recommendations.
Cost is $275 - based on one posting table.


New Service
PROMAS support is now offering bank reconciliation services. A clean, correctly done bank statement reconciliation is one of the prime factors in the ability to pass a state audit with flying colors. It is also the best way to prevent employee theft, fraud or errors.The first step in the process will be having us do an audit review (see above - $275). Based on the findings we will provide a quote for doing the monthly bank reconciliations.

Things You Should Be Doing
  • Pay owners electronically by ACH
  • Email or upload owner statements
  • Print checks using blank check stock – MICR
  • Print deposit slips on plain paper
  • File your 1099’s electronically – even if you do fewer than 25
  • Use the TIN Matching feature to verify your Tax ID's before filing 1099s.
  • Reconcile every bank account each month
  • Do an audit quarterly–see How To #269 (v6) or #703 (v12)
  • Stay current with available updates


TIN Matching
Did you know that if you report an incorrect Name/TIN to the IRS the penalty is $50 for each mismatch?  Using the TIN Matching service offered by the IRS at no cost can help you get rid of any mismatches you have now. See How To pdf document #370.
What is TIN Matching?
TIN Matching is an IRS e-Services program that allows you to verify the name and TIN combination given to you by your clients and vendors. The service is offered to payers and authorized agents who submit form 1099 MISC. There are two services available: Interactive TIN Matching for doing up to 25 payee TIN and name combinations against IRS records and Bulk TIN Matching for using a CSV file in the IRS prescribed format. If your software provider doesn’t already create a file in the format required by the IRS, suggest that they do so.
What is the process for enrolling in TIN Matching?
Initially, you must register on-line with e-Services using your social security number and create a User Name, Password and PIN that will allow you access to the system electronically. Once the on-line registration is completed, you will receive, mailed to your home address, a confirmation number that you must validate on-line within 28 days of the initial registration. Once you are confirmed as an individual with the IRS website, you must register your company with its EIN. This will link you to your company as its authorized representative with the IRS. After you have completed the two registrations you can begin using Interactive or Bulk TIN Matching.
Detailed information about how to register for e-Services and apply for TIN Matching is available at https://la.www4.irs.gov/e-services/Registration/index.htm. An on-line tutorial provides a full range of information for Interactive and Bulk TIN Matching as well as other e-Services products.
How can I find out more about the TIN Matching Program?
Potential users are encouraged to review the e-Services home page at https://www4.irs.gov/e-services/Registration/index.htm. An on-line Tutorial provides a full range of information for Interactive and Bulk TIN Matching, as well as other e-Services products.

Embezzlement
No company with employees is immune to embezzlement.  Probably due to significant sums of money – sometimes cash – involved with tenant rent payments, property management companies experience an above average incidence of embezzlement.

If you make it easy for someone to embezzle, you can be sure it will eventually happen.  A person who has complete control of the accounting records is more likely to embezzle than one where the responsibilities are separated. Thus the person receipting the funds and paying bills should not also be responsible for performing the bank reconciliation and doing the audit.

Most embezzlement goes undetected due to lack of supervision. Trusting is fine, but verification is essential if you want to minimize the opportunity for someone’s hand to dip into the trust account.
Remember – have someone other than the bookkeeper perform the bank reconciliation and the monthly audit. In fact, doing the audit yourself is a good idea.  Stopping embezzlement is all but impossible.  Discovering it early on should be the focus of your efforts.

2 things you should know – do you?
1. How much money should be in the trust account after processing owner distribution checks.
2. How much money should be in the tenant security deposit bank account.
 

Prepayments
When a tenant pays rent, or any other charge, in advance, there are several options depending on your policy relative to the owner ledger.

The common practice is to post the prepayment as a tenant open credit which is considered as money received but held in a liability account until used. If the open credit is equal to or greater than a charge being posted, the credit will automatically be used to pay off the charge when the charge is posted – unless the automatic payoff is disabled in Setup, Processing Defaults, Database tab. If the charge is greater than available open credits you can use the Tenant Receipt function to draw down the open credits. To find out who has unapplied open credits use the Tenant Balance report filtered on open credits not equal to zero.
 
This method ensures that the rent and management fee on the owner statement shows up in the same month as the rent charge.
 
An alternative way to record the transactions is to post the receipt as an advance payment in the Tenant Receipt function. Everything is taken care of, effective the posting date.
  • the rent is credited to the owner
  • the management fee is credited to the Management Group
  • when the rent charge is posted it offsets the prepayment automatically

Answers-2 things

1. Sum of owner reserves on the Ledger Balances report.
2. Total on the tenant Security Deposit report
Copyright © 2016 The Promas Landlord Software Center, All rights reserved.


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