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User Manual

Everything you need to install and use LandlordMax Property Management Software

1. Quick start

1.1. Data Management

The first thing you have to do when you enter our program is to fill up the basic information about each property, tenant and the lease. You can do so within 5 easy steps or less depending of your property.

STEP 1: Define the property

In the Buildings menu, click New. In the pop-up box, select the type of building as Single Residence Home or Multi-units building. Enter its address in the upper section of the screen.

LandlordMax Property Management Software: Qbuilding1

LandlordMax Property Management Software: Qbuilding2

STEP 2: Identify the landlord

In the Landlords menu, click New. In the pop-up box, select the type of Landlord as Individual owner or company. Now associate a building to the landlord in the tab Building by clicking Add and selecting the building from the drop-down list.

LandlordMax Property Management Software: Qlandlord1

landlordmax: Qlandlord2

STEP 3: Define the unit

In the Units menu, click New. In the upper section, select the building and identify the unit number.

*Each unit is created separately

LandlordMax Property Management Software:Qunit1

STEP 4: Identify the tenant

In the Tenants menu, click New. In the upper section, enter the name of the tenant, associate a building and a unit and select the status to "Current".

LandlordMax Property Management Software: Qtenant1

STEP 5: Detail the lease

Still in the Tenants menu, in the tab Leases click New and enter the appropriate information.

LandlordMax Property Management Software: Qlease1

1.2. Accounting

Now that you can keep track of who lives where, you want to keep track of the bills.

STEP 1: Create a new accounting entry

For revenues and expenses you can create two types of entries:

In the Accounting menu, click New. Enter the appropriate information. Select the category which will help group together similar accounting entries for reporting purposes. Select the tenant or/and building associate with the payment.

If you want to schedule this entry, click Schedule at the top and fill the information in the pop-up window. You can also use the Scheduled Entries tab to create Scheduled Entries, but this is discussed in a later section of the user manual.

*Note that each time you create a lease, a scheduled entry is automatically created and is recurring at the frequency you specified in the lease.

LandlordMax Property Management Software: Qcreate1Acc

LandlordMax Property Management Software:Qcreate2Acc

STEP 2: Accept the entry

Each time a Scheduled Entry is due or a Workorder is created, a Suggested Entry is then created for you to accept or deny on the Main Accounting Board.

In the Accounting menu, click on the tab Suggested Entries, select an entry and click Accept on the right side menu to enter the amount on the board. Once accepted the data immediately jumps to the upper portion of the screen.

If a payment is due but late, you can accept the entry as late by one click on Late button on the right side. The data will jump to the upper portion of the screen but the background status color will be red to indicate that the entry is late and the amount paid will be 0.00. Later once you will receive the payment select the entry and edit the information.

If an adjustment needs to be made, you can also first view and edit the entry before accepting it.

LandlordMax Property Management Software:Qaccept1Acc

LandlordMax Property Management Software: Accept Accounting Entry

STEP 3: Filter the database

The accounting entry filters allows you to minimize the number of accounting entries you will see in the list, in order to better focus on the entries you are interested in. There are 3 filters you can use: date range, accounting type (all entries, expense vs income) and category (rent, late fee, repairs, mortgage...).

*It is very easy to forget that you have set the filters in a specific way. So, if you are looking for a specific accounting entry and it seems that it has disappeared, check your filters before you panic.

Another way to find your accounting entries faster is to look at the accounting background status color. This color will help you determine if a payment is past due (red), due in the future (green), or if it has been partially paid (yellow).

LandlordMax Property Management Software: Qfilter1Acc

1.3. Invoices and receipts

At this point, if you want, you can produce an invoice to your tenant to inform them about any amount they may owe you. You can also provide them a receipt once you received their payment.

*Note that each time you create a lease, a scheduled invoice and a scheduled receipt are both automatically created for you and are recurring at the frequency you specified in the lease.

In the Invoices menu, click on the tab Suggested Invoices, select an invoice and click Accept on the ride side menu. Once accepted the data jump to the upper portion of the screen. There, you can select it and print it.

In the Receipts menu, click on the tab Suggested Receipts, select a receipt and click Accept on the ride side menu. Once accepted the data jump to the upper portion of the screen. There, you can select it and print it.

*You can also select multiple invoices or receipts at the same and then click on the Print button to print all the selected receipts/invoices at one time.

LandlordMax Property Management Software: Qinvoice1

1.4. Reports

Once you have gathered all the information, you want to be able to see what's happening, when rents are due, which rents are late, how well your properties are doing, prepare for your taxes and so on. To do so, you will produce reports.

The first thing you'll want to do is select which type of report you want to run through the Select Section box. If you're unsure, you can leave it to All which will list all available reports under the Select Report box.

You can then narrow down further your report and data by specifying constraints such as which building, tenant, dates, and so on.

*Please note that if you set a Start and/or End Date for any of the accounting reports, the software will only include accounting entries that have been paid (Date Paid) between those two dates (Start and End Dates). Otherwise if it included entries on when they were due, a rent for December 1st that was paid 45 days late, in January of the following year, could be reported as income in the wrong calendar year for a report generated for tax purposes. The same is true for a corporation with a non-calendar fiscal year.

Once you've setup your constraints, select the chart type (or none if none if desired) and click Generate on the right side menu.

You can then Print or Email the report, depending on your needs. As well, all reports can be exported to PDF, Excel, CSV, and so on. The export functionality can be found in the Print Preview Window when you clicked Print.

LandlordMax Property Management Software: Qreport1

1.5. Networked Server System

MULTI-USER SYSTEM

LandlordMax Property Management Software: Network version diagram

Introduction

LandlordMax Networked System allows multiple users to access and work on the same database. These users can be in the same physical environment and connect to the database via an organization's internal network (Intranet) or be in different locations and connect to the database via an external network (Internet).

LandlordMax Networked System consists of two applications: a Server and a Client. The server application hosts the database, manages the users, and basically takes care of handling the data and connections between the users. The client application is used to access the information from the server.

** Very Important Tip: If you are not technical, then we very strongly recommend you hire out some local technical expertise as setting a server system can require some knowledge and configuration, and therefore in many cases it can be worthwhile to have someone assist you. Much like with your rentals, in many cases it's better to hire a plumber to deal with your plumbing issues, similarly here it might be wise to hire an IT professional to assist you in properly setting up your Server.

Server

Definition

A server is a computer program that serves the requests of other programs called the clients. The server can be run on your computer, through a service that offers hosting, or through a cloud service such as Amazon EC2, Rackspace, and so on.

Server Requirements

Though you can use nearly any personal computer to act as a Network Server, there are some minimum requirements that will ensure reliability and maximum performance:

Optional but recommended

Hosting

The LandlordMax Server can be hosted in a number of different ways. You can find further instructions and details in the Self Hosting and Cloud Enabled Support chapters of the user manual.

Start the Server

In order for the Clients to access the system and data, the Server program needs to be running. Please note however that you do NOT need to be logged in for the clients to be able to access the data. So for example if the computer with the Server is rebooted and the software is set to start on computer startup, the Server will automatically be running.

When the Server is running, it will be indicated in one of several ways. If you are not logged in, you will see "Server running" as illustrated in the screenshot just below.

LandlordMax Property Management Software: Server login

To connect the Clients to the Server you will require an IP address. An IP address is much like a phone number or a mailing address, it tells the Client how to find a specific Server on the network. You can find the IP addresses of both your internal network (Intranet) and the Internet address at the bottom of the Server Login Screen as shown in the screenshot above.

** IMPORTANT TIP: If you are not using a hosting or cloud service to host your Server, then please note that the Internet address may not work unless you've correctly configured the ports, IP forwarding, and so on on your router. In most cases this does require some technical expertise.

Please note also that you can NOT run two instances of the Server at the same time, the software does not allow this as it will cause conflicts and issues.

Server Login

The default Username for the initially setup Administrative account is "Admin" and the default Password is "password". Please note that ONLY the Administrator and IT users can access the Server.

** VERY IMPORTANT TIP: For security reasons, you should immediately change the default Administrative account Username and Password. Please take careful note of your Username and Password because if there is no other Adminstrator User able to login to the Server, you may be locked out of the software permanently (including your data). There is no guarantee that we can retrieve lost accounts from Server Systems if you have lost the Username and Passwords for all your Adminstrator Users.

Server Dashboard

LandlordMax Property Management Software: Server login

The Dashboard presents the Status Information of the Server, including the IP addresses, Port number (required for setting your Server), how many people are logged in (User Connections), and so on. The main dashboard also displays the Server log output, including errors ad warnings. Any errors will appear in red. If the email is setup for the Server then all the Admin users will be sent an email notification when the Server encounters any errors in addition to the errors appearing in the Server Console.

Users

LandlordMax Property Management Software: Server login

The Users section of the Server lists all Users. Currently connected Users are highlighted in green. Inactive Users are in gray (Inactive Users do not count as Users towards your license). When users are connected, the Connected column will show their IP address.

The following table lists the number of allowable Active Users per license type:

** Please note that only Enterprise Systems are allowed to create Landlord User types.

Deleting or setting a User to Inactive will immediately force the Server to disconnect them. This may be required for example if you have to fire an employee immediately and no longer want them to be able to access your system as of this instant.

User types

LandlordMax Property Management Software: Server User Types

Administrator

Full access to everything, both on the Client and Server.

Manager

Full access to the data on the Client (same as the Admin User). However the Manager has no access to the Server. Managers, in addition to Admins, can also offer Manager Overrides to the Personnel User when required.

Personnel

For the Pro and Enterprise Systems, the bulk of your Users should be of the type Personnel. The Personnel User only has access to the Client, and even within the Client the Personnel User only has limited access to certain types of data and actions.

The Personnel for example can be your front desk clerk who interfaces with your tenants. They are able to collect and accept rents, create workorders, and so on, but are limited in how much data they can access within the System. For example, they cannot access more than a limited range of accounting data, only enough to collect payments from tenants, look up recent payments from the tenants, and deal with day to day situations with the tenants. For anything more, it is assumed that they will either require a Manager Override or require a Manager to complete their tasks. For example they can NOT enter business expenses, these must be entered by a Manager User or Admin User.

A good analogy for a Personnel User is similar to the access level the cashier at Home Depot has in terms of accepting payments and so on. Anything beyond a certain level requires a manager to come and either override or perform the actions themself.

Personnel User do NOT have access to your client list (property owners for management companies), the property owners (Landlords in the System). The only time a Personnel may ever see a Landlord is if they print an Invoice or Receipt when you have the preference set to use the Landlord rather than Management, and even then they cannot access it, it only appears on the printout. This is a security feature to protect your client list. Only Manager and Admin Users can access the Landlords.

Reports for the Personnel users are very limited to only what is required to handle day to day operations with the tenants. And even then they are limited within the similar constraints as they are for the rest of the system. Reports should generally be generated by Manager or Admin Users.

Maintenance

Maintenance Users are designed specifically for your maintenance personnel, as well as potentially any contractors you wish to have direct access to your System. Maintenance Users have VERY LIMITED access to the System. For example above not being able to directly access the Accounting, Tenant, etc. information, they only have access to Workorders assigned to them.

The intent of the maintenance User is for your maintenance personnel, the people who perform repairs and so on within the properties. Although you can use them for contractors, this should be the exception rather than the norm. It is meant to assist your maintenance people manage what their workloads.

** Important Tip: A Maintenance User needs to be linked to a Vendor when creating the User on the Server if you want them to be able to access Workorders, otherwise they can't really access any data. The software has to use a Vendor as the link for which Workorders the Maintenance User can access. If no Vendor is associated to the Maintenance User they will not be able to access any Workorders within the system.

Landlord

This User is ONLY available for the Enterprise license. Landlord Users give you the ability to let your clients directly access ONLY their data by connecting directly to your system. This is beneficial because your clients can have direct and live real-time access to their information. For property management companies and services, you may also be able to charge an additional fee for this type of service/access. Alternatively you may look at it as a way to alleviate some of your efforts in that you no longer have to create monthly reports as your clients can now directly access their own financial data and so on.

** Important Notice: Landlord Users ONLY have access to the Reports section, they cannot access any data directly. As well they only have access to their data in the reports.

IT

The IT User has access only to the Server. They have no access to the Client (your data). The intent here is for people who require technical assistance in setting up and/or managing their Server System but don't want these Users to be able to access their data. So for example if you hire an IT person to help you setup something on your System such as your local IT shop, your IT staff, etc., you probably don't want them to have access to your data. Therefore they can only manage and access the technical aspects of the system, they cannot access any of the data.

Client

LandlordMax Property Management Software: Client Login

Start the Client

In order for the Client to work, because it's connecting to a Server, the Server first needs to be running. Also you will need the address of the Server to let the Client know where the Server is located (which computer). This is done through what is called an IP address. If you're connecting to a Server on the internet (outside of the same location as you), then you'll need to use the Server's Internet address as explained above. If your Server is located within the same office, in the same DMZ (for example behind your router), then you can possibly just use the Server's Intranet address. In either case, an IP address is required for the Server to know which computer the Server is located.

Once you've entered in the IP address you then just need to enter in your assigned Username and Password which was created by the Server Administrator.

2. Installing LandlordMax

2.1. System requirements

Minimum:

2.2. Installation for Windows

STEP 1: Download the program

On the home page of our website, click on Try Now to get to the downloads page.

LandlordMax Property ManaNowgement Software: Try

Choose which operating system you have on your computer. Assuming you have Windows, you have to specify if you have Windows 32-bit or 64-bit. All editions of Windows 7, Vista, and XP are available in 32-bit and 64-bit versions. If you're unsure, click here for instructions on how to find out if you have a 32-bit or 64-bit Windows computer. As soon as you click on the appropriate option, an installation program is downloaded to your computer.

Once the download is completed, open the downloads folder on your computer and double-click on LLMaxSetup32.exe or LLMaxSetup64.exe depending on which type of computer you have. Note that the installation programs can be found on the CD as well.

LandlordMax Property Management Software: Downloads

A security warning windows will open and ask you if you want to run the file. Click on Run to launch the program so the setup wizard appears.

LandlordMax Property Management Software: RunIt

STEP 2: Follow the installation wizard

The game here is to do what the wizard says.

As suggested in the welcome window, close all other applications and click Next.

LandlordMax Property Management Software: Welcome

The second window is to select the installation type, whether you want to install a Desktop, Client, or Server. The default is to install the standalone Desktop application.

LandlordMax Property Management Software: Installation Type

The third window is to select the destination directory. You can accept the default and just click Next.

LandlordMax Property Management Software:

The fourth window is to select the start menu folder. You can accept the default and just click Next.

LandlordMax Property Management Software: Shortcut

The fifth window has a progress bar that shows that the setup program is loading the LandlordMax application to your computer. Just wait for the bar to be completely green.

LandlordMax Property Management Software:Prep

** This is only applicable to upgrades on 64-bit systems: If you have a 64-bit Windows computer and it's the first time you upgrade to version 6.05d or higher since version 6.05c or earlier was installed, you may be presented with the following installer screen to remove the previous installation of LandlordMax because of how and where the software was previously installed on Windows 64-bit systems (C:\Program Files (x86)\LandlordMax instead of the new location C:\Program Files\LandlordMax). It cannot be done automatically within the new installer (and this will only ever need to be done once). If this is so, please go ahead and uninstall the previous version. **Please do note that your data is safe and has already been moved to the new location (in other words it will NOT be deleted). This final step is just to avoid confusion in the future so that you don't have two separately installed LandlordMax versions.

LandlordMax Property Management Software: Installer screenshot

The last window signals that the application LandlordMax was successfully installed on the computer. Click Finish.

LandlordMax Property Management Software:Finish

2.3. Installation for Mac

STEP 1: Download the program

On the home page of our website, click on Try Now to get to the downloads page.

LandlordMax Property ManaNowgement Software: Try

For the Mac the only option is to select the 64-bit version as we can no longer support the 32-bit version because Apple themselves have dropped all support for their 32-bit Mac systems as of mid-2012.

Save the installation program on your computer: click Save File.

LandlordMax Property Management Software:Install/Mac/Save

Once the download is completed, open the downloads folder on your computer and double-click on LLMaxSetup64.dmg .

LandlordMax Property Management Software: Install/Mac/Downloads

Then a new window will open showing you a new device: double-click on LandlordMax Installer.

LandlordMax Property Management Software:Install/Mac/Installer

A security warning windows will open and ask you if you want to open the file. Click on Open to launch the program so the setup wizard appears.

LandlordMax Property Management Software:install/Mac/Open

STEP 2: Follow the installation wizard

The game here is to do what the wizard says.

As suggested in the welcome window, close all other applications and click Next.

LandlordMax Property Management Software:Install/Mac/Welcome

The next window has a progress bar that shows that the setup program is loading the LandlordMax application to your computer. Just wait for the bar to be completely blue.

LandlordMax Property Management Software:Install/Mac/Prep

The last window signals that the application LandlordMax was successfully installed on the computer. Click Finish.

LandlordMax Property Management Software:Install/Mac/Finish

2.4. Activate Your License

Once you've downloaded and installed the software, you have to enter your new username and license code within LandlordMax.

SECTION 1: Trial License

If you are using the free 30-day trial, then you don't need to do anything special in terms of license. The software will initiate the trial on the first day you first run the software. From then on you will be able to fully use the software for 30 days, at which point it will then lock you out until you purchase a valid license. Please do note that if the trial expires before you purchase your license, your data is not lost. Everything stays within the software, you just simply cannot start the application without a valid license. Your data is intact.

SECTION 2: Retrieve your license information

Your license information (Username and License Code) were sent to you in an email within a few minutes of your purchase. If you do not recall having received an email, it is possible that it is wrongly filtered by your email client, your email service provider, etc. as spam and was either pushed into your junk/spam folder. In any case, you will need your license information to validate your purchase.

SECTION 3: Enter in your license information

If you were already working with a trial version of LandlordMax and the trial has expired you will see the following popup window stating that the trial has expired rather than the normal screen. This means that you need to purchase a license to continue using the software. Within this window enter in your Username AND License Code that you received after purchasing the software online on the website and click Save.

If you are new to LandlordMax or if your trial has not yet expired, to enter your license information click on the About Menu on the left side of the screen and then click on Version & License button in the top menu. Enter in your Username AND License Code within the appropriate fields at the bottom of the screen.

** Please note that we strongly recommend that you copy and paste your license code into LandlordMax as some characters may not be readily apparent. For example the character "|" is neither the letter "l" nor the number "1". On some Mac computers you may need to use the Mac keyboard hotkeys for copying and pasting (Command-c and Command-v)

SECTION 4: Update your software

All minor upgrades released are included with your license. In addition to this the software will inform you when there is an update and whether or not it's free (included with your license) or whether it's a paid update.

To upgrade, you can just re-download the latest version directly from the website and run the installer as you initially did.

Please note that you can decide whether or not you want to upgrade your software. If you don't, you can just continue using the same version indefinitely at no additional costs. If you do wish to upgrade, you get a 50% discount on the going price.

That being said please note that we do strongly recommend you upgrade for security reasons to the latest version. In good consiciousness always strongly recommend upgrading to the latest version for security reasons. This does NOT mean that older versions of the software weren't secure, it just means that no more updates or fixes will be available for discontinued versions. For most software this isn't a big issue (for example a movie player software, a music player, etc.) but when it comes to managing properties you are storing very sensitive financial information related to your tenants, clients, and so on, so security is very important. The same as we're sure you'd want your mortgage broker (or any other vendor you work with) to store your sensitive information on updated software and systems. It may be more than you need but because you're dealing with sensitive financial data it is important to keep your software updated.

Similarly for security reasons we cannot offer copies of older installers for because of the sensitive nature of the data that's stored within the software. With each new version we also include a list of everything that's been fixed, and as such it is possible for someone to take advantage of that information on older/previous versions, as well as new security features that become available with time. As such we only provide the latest version on the website, again this is especially important considering the type of sensitive data stored within the software.

Lastly, if you haven't had a chance to see the list of the latest features of the software you can always find them at: http://www.landlordmax.com/support/index.php?pg=kb.page&id=180

3. Accounting Workarea

3.1. Introduction

LandlordMax allows you to keep track of all your expenses and revenues through Accounting Entries. You can then generate reports based on those Accounting Entries to show you exactly where your finances are. Above this, you can also record amounts that are owed and so on so that you can generate reports such as "Late rents" which will allow you to better manage and collect your late rents.

In detail, an Accounting Entry is any revenues or expenses you wish to record. For examples, expenses associated with a building include a new roof, school taxes, mowing the lawn, mortgage, management fees, etc. Revenues are of course rents, parking licenses, laundry machines, etc. For clarity, all revenues are displayed in green and all expenses are displayed in red in the program.

You can create two types of entry:

 

3.2. Creating a New One-Time Accounting Entry

To create a new one-time Accounting Entry, go in the Accounting menu and click New.

LandlordMax Property Management Software: new entry

In the new window you will need to enter information about the new Accounting Entry.

STEP 1: Enter Dates

LandlordMax Property Management Software: dates

The date fields can be entered manually or with the popup calendar. The popup calendar is available by clicking on the icon beside the date fields. If the dates are manually entered they must be formatted according to how their displayed (which can be set in the Preferences menu). In example screenshot the date format is mm/dd/yyyy (for example 08/28/2003). If the date isn't correctly formatted, when you exit the field it will be restored to its prior value.

Along with standard Accounting Entries, you may also want to create entries for future payments or expenses. In these cases, you will enter the appropriate Date Due for the payment and omit the Date Paid.

The Date Discrepancy in the Accounting Entry is the difference between the Date Due and the Date Paid and will be calculated automatically by the program. This value is especially important for some people in the calculation of late fees.

STEP 2: Enter Payment

LandlordMax Property Management Software: payment

Similar to the Date Due, the Amount Due field is really mainly there for informational purposes. The Amount Paid may not equal the Amount Due, at which point you have a Partial Payment.

For Partial Payments you will want to separate the amount due into two separate Accounting Entries by clicking on the "Partial" button at the top of the accounting screen.

So for example if you have a rent of $1000 due on Dec 1st where the tenant pays you $600 on Dec 1st and $400 on Dec 12th, you will need to create two separate Accounting Entries, one for each payment received (similar as you will have two line items in your bank statements, one for each payment made - regardless of when everything was due).

In other words you have:

  Accounting Entry 1 Accounting Entry 2
Date Due Dec 1 Dec 1
Date Paid Dec 1 Dec 12
Amount Due $600 $400
Amount Paid $600 $400
Amount Remaining $0 $0

If the second payment hasn't yet been made (for example it's just Dec 10th and the Dec 12th payment hasn't yet been made), then the Date Paid and Amount Paid would remain empty for the second Accounting Entry, meaning it would be considered a late Accounting Entry.

For non-payments you can enter "NSF". It can happen that a tenant never pays a rent due or another bill he owes to the property owners. If you do not count on him ever paying the amount, then we do recommend you to keep a record of the Accounting Entry that was never paid should you ever need to go to court, etc.

For this specific Accounting entry, you can enter in "NSF" for the amount paid. NSF will then automatically be written for the amount remaining as well. This then tells the software that the amount will never be paid and it is no longer in the late accounting entries list. As well the software will then close the Accounting Entry so that you no longer see it with an Amount Remaining to be paid.

Step 3: Select the Account

You may have more than one Account where to process a payment (an Account can be a financial institution, it can be a cash account, it can be as simple as a budgetary account, and so on). By clicking on the icon next to this field, you can create as many Accounts as you need. A pop-up window will open where you will enter the specific information about the Account.

LandlordMax Property Management Software: new account

Step 4: Select the Payment Type

Next you can record the Payment Type you will deal with. In the dropped down list of this field you will find several options to choose from such as cash, check, credit card, etc. You may as well create a new type of payment if you wish which will then automatically appear in the list.

LandlordMax Property Management Software: new type of payment

STEP 5: Select the Category

LandlordMax Property Management Software: category

LandlordMax has some pre-created Categories within which those revenues and expenses falls such as rent, insurance, repairs, management etc. You can also create as many Custom Categories as you need or wish.

Categories will help group together similar Accounting Entries. This will help facilitate searches of specific entries among all the others via the reports and filters.

By clicking on the arrow of this field you will find several options to choose from. If there is no suitable category to select from and you wish to create a new one, you can just click on the icon to the right of the field to immediately create a new one to use.

LandlordMax Property Management Software: new category

STEP 6: Select the Vendor, Tenant, Building, and/or Unit associated with the payment

LandlordMax Property Management Software: association with tenant etc

The last step is to associate the Accounting Entry to a Vendor, a Tenant, a Building, and/or a Unit. All fields are completely optional. And similar to the categories, this will help group together related Accounting Entries for the reports.

By clicking on the arrow of the respective field, you will find a list of the Vendors, Tenants, Buildings, and/or Units that you have already recorded in your database. If the one you are looking for is missing, you will have to go to the appropriate menu on the left side to first create and add it to the database.

* To enable the Unit field, a multi-unit Building must first be selected.

3.3. Creating a New Scheduled Accounting Entry

STEP 1: Schedule the Entry

You can schedule an Entry for any recurrent payments, such as rents, utilities, mortgage, condo fees, etc. that you want automate.

To do so, click on the Schedule at the top of the accounting screen and fill the information in the pop-up window. You will need a Starting Date for when the Entry will start, a Frequency at which the entry will be recurring, and an Advance Notice so you can be informed when the payment is about to come.

LandlordMax Property Management Software: create schedule

You can also use the tab Scheduled Entries from the main window under the Accounting menu to create Scheduled Entries. Click on the tab Scheduled Entries, then on New and fill the information as describe previously.

LandlordMax Property Management Software: create schedule with tab

*Note that each time you create a Lease, a Scheduled Entry is automatically created and is recurring at the Frequency you specified in the Preferences. As well each time you create a Workorder, a Suggested Entry is automatically created for you too.

STEP 2: Accept the entry

If you created a One-Time Accounting Entry as described in the previous sub-chapter, the Entry will instantaneously be visible on the Main Accounting Board. However, if you created a Scheduled Entry, it will be listed among others in the Suggested Entries tabbed panel at the specified time (with the specified Advance Notice). You have to either Accept, Edit and Accept, or Deny the Suggested Entry onto the Main Accounting Board.

In the Accounting menu, click on the tab Suggested Entries, select an entry and click Accept on the right side menu to push the Entry to the Main Accounting Board. Once accepted the data immediately jumps to the upper portion of the screen. If an adjustment needs to be made, you can first View the Suggested Entry and then edit it before accepting it.

LandlordMax Property Management Software: accept entry

STEP 3: Late payment

If a payment is due but late, you can accept the Entry as Late by one click on Late button on the right side. The Entry will then jump to the upper portion of the screen but the background status color will be red to indicate that the entry is late (Date Paid is empty) and the Amount Paid will be 0.00.

LandlordMax Property Management Software: late entry

If you want to add a Late Fee to a normal Accounting Entry, select the Entry, click View on the right side menu, then click Late fee button on the top menu. Note that the amount is already there from the information you entered in the tenant's Lease. The software only offers a fixed amount for automatic Late Fee calculation. Anything beyond this must be manually calculated and entered into the software. Enter the amount paid as $0.00 (if the tenant hasn't already paid the Late Fee) and click Save on the top menu. Click List on the top menu to return to the Main Accounting Board and you will see a new red line for the Late Fee.

LandlordMax Property Management Software: latefee1

LandlordMax Property Management Software: latefee2

LandlordMax Property Management Software: latefee3

Later when you receive the payment for the rent, select the entry on the Main Accounting Board and edit the information. Select the Entry and click View on the right side menu. Enter the date it was paid and the amount paid. Click Save on the top menu and then click List to go back to the Board. The Entry should no longer be highlighted red because it has now been paid.

LandlordMax Property Management Software:

Similarly, once you receive the payment for the Late Fee, select the corresponding Entry to the Late Fee and click View on the right side menu. Indicate the date it was paid and the amount paid. Click Save on the top menu and then click List to return to the Board. The Late Fee Entry should also no longer be highlighted red.

LandlordMax Property Management Software: accept late fee

3.4. Accounting Main Screen

The filters

The Accounting Entries can be filtered so that you can limit the number of entries to only those that you're interested in. The Date Range filter is based on the Date Paid field, the Accounting Type is based on the type of entry, whether it's an Expense, Revenue, or All. The Category filter is based on the Accounting Category. It is really easy to forget that you have set the filters in a specific way so if you're looking for a specific Accounting Entry and it seems to have disappeared, check your filters before you panic.

Another way to find your Accounting Entries faster is to look at the Accounting Background Status Color. This color will help you determine if a payment is past due (red), due in the future (green), or if it has been partially paid (yellow).

The color squares on the left side of each Accounting Entry are codes that give you a quick indication of how early or late an Accounting Entry is based on the values in the tab Accounting Color Codes.

The Accounting tabbed panels

The Schedule Entries tab lists all recurring Accounting Entries that are automated. The Suggested Entries tab lists all the Accounting Entries the application has tried to anticipate from both Scheduled Entries and Workorders. These entries can then be Accepted or Deleted. If the suggested Accounting Entry is accepted it will appear on the Main Accounting Board in the upper portion of the screen with all other Accounting Entries. The use of these tabs is explained in Creating a New Scheduled Accounting Entry chapter.

The Categories tab lists all available Categories for accounting purposes. LandlordMax has some pre-created Categories within which revenues and expenses can fall, such as rent, insurance, repairs, management etc. However should you need new Categories, you can also create as many Custom Categories as you need or wish. To create new Category, click on the tab and then click New or Add in the right side menu. After the information is filled, click Save and then List in the right side menu.

The Account tab lists all the Accounts that can be associated to Accounting Entries. These can be banks, lenders, financial institutions, or they can be concepts as simple as Petty Cash, a cash account, and so on. You can create as many Accounts as you need or wish.

Similarly, the Payment Types tab lists different payment options that will allow you to define which way a payment was made for an accounting entry.

In the Accounting Color Codes tab, you can add or remove any color codes you wish except for the four core entries (Latest, Earliest, On time, and NSF). Click on the tab and then click New or Add in the right side menu. To edit the color of the color code, click on the square that is appropriately color and select a new color in the pop-up window. Once you have properly edited your information, click Save on the right side menu.

4. Data management

4.1. Data Filters

All Entries can be filtered so that you can limit the number of entries in your view list to only those that you're interested in. You can find filters in the Accounting, Workorders, Buildings, Units, Contacts, Receipts, and Invoices sections of the software.

** It is really easy to forget that you have set the filters in a specific way so if you're looking for a specific item such as an Accounting Entry and it seems to have disappeared, check your filters before you panic.

SECTION 1: Accounting Filters

In the Accounting Menu, there are 3 filters. The Date Range filter is based on the Date Paid field, the Accounting Type is based on the type of entry, whether it's an Expense, a Revenue, or All. The Category filter is based on the Accounting Category such as rent, repairs, etc.

SECTION 2: Workorder Filters

In the Workorders menu, there are 2 filters. The Date Range filter is based on the date of the workorders and the Status Type filter is based on the status of the workorder whether it's estimated, started, completed etc...

SECTION 3: Tenant Filters

In the Tenants menu, there are 2 filters. The Tenant Status filter is based on the status of the tenants whether they are Current, Potential, Evicted, etc. The Building filter limits the list of tenants to a specific building only.

SECTION 4: Building Filters

In the Buildings menu, there are 2 filters. With the first one you chose the Building Type you are looking for (multi-unit, single residence home, or all). With the second one you can filter the list of buildings to a specific landlord.

SECTION 5: Unit Filters

In the Units menu, there is just one filter that allows you to select the building you are interested in. If no building is selected then no Units will appear.

SECTION 6: Contacts Filters

In the Contacts menu, there is the contact type filter that is based on the Type of Contact that you created to describe the contacts you entered in your list.

SECTION 7: Receipts Filters

There are 2 filters in the Receipts menu. The Date Range filter is based on the date of the receipts and the Tenant filter limits the list of receipts to the selected Tenant.

SECTION 8: Invoices Filters

Just like the Receipts menu, in the Invoice menu there are 2 filters. The Date Range filter is based on the date of the invoices and the Tenant filter limits the list of invoices to the selected Tenant.

4.2. Buildings

One of the first thing you have to do when you enter our program is to fill up the basic information about each property.

STEP 1: Define the type of property

The software can support mixed-use properties that include both single residence homes as well as multi-unit properties.

When you create a building you have to define the type of property as either a Single Residence Home or a Multi-unit Building. Multi-unit Building can be of any size - duplex, triplex, 100-unit apartment, etc. The software can handle over 10,000 units for a single building effortlessly.

Please note that multi-unit buildings are not limited to just structures with multiple units such as mutiplexes and apartment complexes, they can include mobile parks, shopping centers, student housing, etc. In these cases the property can be viewed as a Multi-unit Building.

To create a new building, go to the Building menu and click New. In the pop-up window, select the type of building as Single Residence Home or Multi-units Building.

STEP 2: Fill the info about the property

Enter the address information for the property in the upper section of the screen.

In the bottom portion of the screen, there are multiple tabs in which information concerning the property can be recorded. Data in the tab Accounting, Vendors and Workorders will appeared automatically from entries filled in the relevant sections of the software (Accounting from the Accounting Entries, and so on).

Note that you can associate a landlord to a building if the landord has been previously created in the Landlords section of the software. Click on the tab Landlords and then click Add in the right side menu. Select the Landlord from the list in the pop-up window. You can enter many landlords if the property is shared or co-owned. The ownership data is completely cross-referenced with the Landlords data entry screen.

LandlordMax Property Management Software: Building/lanlords

 

To enter all other information which is optional, click on a tab and then click New or Add in the right side menu. After the information is filled, click List in the right side menu.

When you are happy with all the information you have filled, click Save on the top menu (the button is green when you need to save and returns blue when done) and then List to return to the main screen.

 

In the main screen, a list of all the current buildings ordered by name will be presented assuming you haven't limited the list by setting the filters.

4.3. Units

A unit can represent more than just a standard unit in a building in a multiplex or apartment complex. It can also represent a mobile house in a mobile park, a commercial unit in a shopping center, a bedroom a shared residence or boarding house, and so on.

STEP 1: Create a unit

You can only create units for your buildings in the Units menu. Once you've created the Unit(s), the software will automatically calculate the unit count for you under the Building. As well, the list of available Units for the selected Building is automatically adjusted for you in the drop down menus when the Building is selected.

To create a new unit, go in the Units menu and click New. In the upper section, select the building and identify the unit number.

It is normal at this point, if you followed our suggested order to fill in information (see quickstart), that you cannot see any tenant name in the dropped down list for the tenant field. Tenants will be created later and their unit will be associated in the Tenant menu. As all data is cross-referenced with the other sections, the tenant's name will then appear in the Unit's information when selected through the Tenant data entry screen. If for some reason you have already created tenants, you can simply select the one associate to the unit now.

Note that you can also enter a unit description, the classified ad you used to advertise the unit, and so on.

 

STEP 2: Fill the info about the unit

The Unit allows you to store a lot of additional information for each unit. For example, you can store Appliances, images of the unit, and so on. You can find this information on the bottom portion of the screen in the tabbed panels. Data in the tab Accounting, Vendors and Workorders will appeared automatically from entries filled in the appropriate sections of the software (for example Accounting from the Accounting Entries in the Accounting section of the software). All information is optional.

To enter your data click on the appropriate tab and then click New or Add in the right side menu.

When you have entered all the information you wish, click Save on the top menu (the button is green when you need to save and returns blue when done) and then List to return to the main screen.

In the main screen, a list of all the current units ordered by number will be presented.

4.4. Tenants

Now that you have defined your properties you need to identify who will live in them.

STEP 1: Create a new tenant

To create a new tenant, go in the Tenants menu and click New. In the upper section, enter the name of the tenant, associate a building and a unit and select the Status to "Current". Setting the Status to Current tells the software that the tenant is the currently residing tenant in that Building and/or Unit.

When the Building is selected, the address information for the Tenant will be automatically filled according to the Building information previously entered. This data can be overwritten by simply typing in the values in the appropriate fields.

STEP 2: Fill the info about the tenant

In the bottom portion of the screen, there are many tabs in which information concerning the tenant can be recorded. Data in the tab Accounting, Vendors, Workorders, Invoices and Receipts will appeared automatically from entries filled in the appropriate sections of the software (for example Accounting from the Accounting Entries in the Accounting section of the software)

To enter any other information, click on a tab and then click New or Add in the right side menu.

When you are happy with all the information you have entered, click Save on the top menu (the button is green when you need to save and returns blue when done) and then List to return to the main screen. In the main screen, a list of all tenants will be presented.

STEP 3 (Optional): Fill the info about the occupants

The software allows only one tenant per unit. For scenarios where you have multiple people living in the same unit, we generally suggest you create one principal tenant and define the remaining people as occupants in the tab Occupants.

If however you need the tenants to be completely separated such as a boarding house or where the rooms are individually rented out, then as an alternative we suggest you create additional units for the property, one for each "bedroom" or real unit rented. In other words, Unit 101 that has 4 rooms would actually be unit 101-a, 101-b, 101-c, and 101-d because in effect each bedroom is really its own unit with its own Tenant, its own Leases, and its own Accounting (rents paid, etc.)

STEP 4: Moving out a tenant

First change the Status field (shown above) from "Current" to something more appropriate such as "Past", "Evicted", etc. to correctly represent the Tenant's Status.

Next verify that no Lease is currently active for the Tenant, and if so make the appropriate adjustments. That is possible edit the Lease End Date and/or Move Out Date to correctly reflect when the Tenant actually left. Leases are discussed in further details in the Lease chapter.

Please note that it's possible to have a Lease for a Tenant that is not currently living in the Building and/or Unit, such as leases for parking spaces, college students not living on the property during summer holidays, storage units, and so on.

4.5. Leases

Leases can be found in the Tenant section of the software, under the tabbed panel "Leases". They are used to help you manage your rentals, especially in regards to your Rent Roll and so on.

STEP 1: Creating a lease

To fill in information for the Lease for the Tenant, go in the Tenants menu, click the tab Leases, then click New in the right side menu and enter the appropriate information.

STEP 2: Enter recurrent rent payment

Each time you create a lease, an Scheduled Accounting Entry, as well as a Scheduled Invoice and Receipt by default are automatically created and are recurring at the Frequency you specified in the lease (monthly for monthly rents, and so on).

In turn, the Scheduled Entries will create Suggested Entries at the appropriate times with pre-defined Advance Notice for you to Accept, Edit, or Deny in your Accounting board (see creating a scheduled entry in accounting for more details).

Although creating a Lease automatically creates Scheduled Entries for you they are not linked because of several reasons. For example the rent can be paid late, rents can be paid after a lease is completed, etc. As well some Tenants will transition to a month to month rent without a Lease, and therefore some people prefer to just keep the Scheduled Entries around rather than having to re-enter a new one manually. Therefore, when a Tenant moves out, you will also have to delete the Scheduled Entries.

As well, for the same reasons, editing a lease does not adjust the Scheduled Entries, or any other related entries for safety reasons. For example, if it did, editing a lease would then cause your previous Accounting Entries to also be edited, which is very likely wrong and could result in a lot of issues. Therefore as stated before, although Leases do create Scheduled Entries, they are not linked to the Scheduled Entries they have created.

This is also true if you change the Tenant's Status to Past because it's very much possible to have a past tenant still owe you monthly rents from an existing lease (for example a tenant that is no longer living there but still has some time left on the lease, or a parent leasing a unit for their college kid during the summer).

STEP 3: Renewing a lease

There are two steps to renewing a lease:

First you need to close the existing lease (Lease End Date). It is NOT advised that you edit an existing lease rather than close the current one and create a new one in the unfortunate case that you have to go to court and need your tenant's past lease history. Therefore it's important to keep the information from the previous lease and create a new lease as they renew their leases.

Secondly, because the Lease isn't connected to the Scheduled Entries, you will most likely want to delete the Scheduled Entry created from the previous lease. And as you're creating a new lease, new Scheduled Entries will be automatically generated for you for the new Lease.

If the Tenant is transitioning to a month to month Lease, then the most common method to record this is to create a new Lease with a Start Date but no End Date. This means the lease is ongoing, or month to month.

STEP 4: Increasing the rent

There are several ways to increase a rent in the lease, of which a couple are illustrated below.

In most cases, rental increases occur when leases are renewed, which means you can just create a new Lease. If this is not the case and the rent is increase midway through a lease, then the recommend solution is to break the Lease up into two separate Leases, one for each part of the rental amount.

If the tenant is renting on a month to month basis, it is likewise recommended that you end the previous month to month Lease and create a new Lease with the new rental amount. The biggest advantage of doing this is that you retain an accurate record of exactly what rental amount was paid when, should you ever need this information.

STEP 5: Pro-rated rent

The software tries to automate as best as it can the creation of the Scheduled Entries for you (Scheduled Accounting Entries, Invoices, and Receipts) based on the Lease information. However in some cases this automation will not work, such as when you pro-rate rents. In these cases you will have to delete the Scheduled Entries the software tried to create for you and manually create them yourself. As well, you'll need to manually create the first, and probably last, Accounting Entries, Invoices, and Receipts manually as they don't lend themselves to the Scheduled process very easily.

Therefore if you created a monthly Lease starting on the 11th, then all rents will be generated for the 11th because, and although this may not have been your intention, this is exactly what you've told the software to do. As such, the Scheduled entry will have been incorrectly generated and you will therefore have to delete it and create your own Scheduled Entry manually.

STEP 6: Late fees

The software offers the ability to set a fixed Late Fee for automatic late fee calculations in the Accounting system (see Creating a Scheduled Entry in the Accounting chapter for more details).

4.6. Landlords

LandlordMax can support multiple property owners in its database. In the software they are called "Landlords".

A property owner (landlord) can own multiple buildings, as well multiple people can own a single building. For reporting functionality, it is also possible to assign the percentage of ownership to the individual landlords for each property.

STEP 1: Create a landlord (property owner)

Landlords can be created at any time, the software doesn't force you to enter in one set of data before the other. Therefore you can create the Buildings or Landlords in either order, you just can't assign one to the other until they are both created.

To create a new Landlord, go the Landlords menu and click New. In the pop-up window select the type of Landlord as Individual Owner or Company.

STEP 2: Fill the information about the landlord

In the upper section of the screen, enter the landlord's contact and other information.

Next you can associate a building to the landlord. In the bottom section of the screen, click on the tab Buildings and then click Add in the right side menu. Select the Building from the list in the pop-up window. You can enter as many properties as the landlord (or property owner) owns, including the percentage for each property. The data is completely cross-referenced with the Buildings data entry screen.

Please note that you can also go to the tab Notes to enter in any additional information you wish about the Landlord, including ownership structure, any types of names, identification numbers, etc. above the normal day to day notes you need to record.

Data in the tab Accounting, Invoices, Receipt, Tenants and Workorders will appeared automatically from entries filled in the relevant sections of the software (Accounting from the Accounting Entries, and so on).

4.7. Vendors

The Vendor section of the software is used to store information about both the vendors you used to manage and service your properties as well as the stores, companies, etc. you made purchases from. These can include contractors, suppliers, service providers, utilities, stores, etc.

They are used so that not only can you keep a list of your vendors and tradespeople nearby (including their contact information), but also so that you can generate reports based on vendors (for example you can run a report to see how much you paid Andrew your plumber over the last year, last month, how much you spent at Home Depot, etc.).

STEP 1: Create a new vendor

To create a new Vendor, go to the Vendors menu and click New. Enter the address of the vendor in the upper section of the screen.

STEP 2: Fill the info about the vendor

In the bottom portion of the screen, there are several tabs in which information concerning the Vendor can be recorded.

In the tab Accounting, the information are from entries filled in the Accounting system. The lists found in the tabs Buildings, Tenants and Workorders are also automatically generated for you based on the Workorders. Workorders are the only way to associate a Vendor to a Building, Unit, and/or Tenant. What this means is that if you have a Workorder which is linked to your Vendor, the associated, Building, Unit, Tenant, from that Workorder will also be listed under the Buildings and Tenants tabs.

To edit information, click on the tab of your interest select an item and then click View in the right side menu. After the information is edited, click List in the right side menu. When you are happy with all the information you have filled, click Save on the top menu (the button is green when you need to save and returns blue when done). Please note that because the data is cross-referenced, if you edit an Accounting Entry, it will also make the same edit in the Accounting system for that Accounting Entry, and so on.

4.8. Contacts

The Vendor section of the software is used to store information about both the vendors you used to manage and service your properties as well as the stores, companies, etc. you made purchases from. These can include contractors, suppliers, service providers, utilities, stores, etc.

The Contacts section is used to store information about the people, companies, etc. that don't really provide a service for you but whose contact information are nevertheless important for you to keep. These could for example be government employee contacts, bank representatives, board of trustee members, and so on.

STEP 1: Create a new Contact

To create a new contact, go to the Contacts menu and click New.

STEP 2: Assign a Contact Type and enter information

In the first field called Contact Type, enter a word that describes the contact such as Government employee or Bank representatives. Fill up the rest of the information. If you've already entered the Contact Type before, the software will autofill/select the value for you. Additionally you can select it from the drop menu.

STEP 3: Filter the Contact List

The Contact Type can then be used to filter the Contact list in the main table. Click on the drop down filter at the top of the screen and select the Contact Type you wish to use for filtering. So for example if you only wish to see Government Employee contacts, you could select "Government Employee" as the Contact Type filter.

4.9. Tasks list

As part of managing your properties you will generally need to manage a Tasks list of all the tasks you need to complete. This list can include for example, your appointment to the bank, to write an ad for the apartment for rent, go shop a new sofa for the lobby, find a new gardener, call your lawyer for the eviction of a tenant, etc...

** Important Tip: For the networked system, tasks are specific to a user, they are not shared across all users. Therefore this means that each user has their own list of tasks and can manage them individually.

Step 1: Create a Task task

To create a new task, go to the Task menu and click New. Fill the information about it and click Save at the top of the screen when done. Click List to return to the list of all the tasks you have to do.

4.10. Workorders

Workorders are provided to assist you in managing your maintenance staff by keeping track of their work. Basically Workorders are a way to setup tasks, manage them, and keep everything organized for your employees and trades people. This allows you to create work that have dates, statuses, priorities, price and so on.

You can then generate a number reports on this information to give to your superintendent to work and coordinate from, to your employees, and so on. Reports can be generated based on a number of criteria (example: List all workorders for a specific building grouped by building unit and so on).

STEP 1: Enter general info

To create a Workorder, go in the Workorders menu and click New.

In the upper part of the screen, fill the information about the work to be done. Note that there are many Statuses to choose from in the dropped down menu so you can keep the specific history and state of where of the work. Once back in the main screen of the Workorder menu, you can filter the list of workorders according to their Statuses, etc.

STEP 2: Enter accounting info

In the Accounting section of the Workorder, enter the cost of the effort, choose a Category from the drop-down list that best describes the type of work (or create a new custom one) and enter the Payment Due Date.



This is done because when you create a Workorder, the software will by default (you can turn this off in the Preferences menu) use this information to automatically create a Suggested Accounting Entry for you so that you don't have to re-enter it in a second time in the Accounting section. Although the Workorder creates a Suggested Entry for you they are not linked for safety reasons just like the Lease and Scheduled Entries aren't linked. Therefore if you make a change in one, it will not affect the other. For example, it's possible that a workorder is only partial paid, paid late, reimbursed, never paid, adjusted, never completed, and so on. Hence, we strongly suggest you rely on the Accounting system for the correct accounting totals and not the workorders.

STEP 3: Enter association info

From the dropped down list, choose the Vendor who is the one that will be responsible for the work, as well as the Tenant and Building and/or Unit they will be dealing with.

Once saved, the workorders will also appear in the tabs Workorders under the Vendor, Building, etc. sections of the software because the data is cross-referenced. For example, this workorder will be list for the tenant Lesy Samuel in their Workorders tab.

4.11. Invoices and Receipts

Invoices are meant to be given to your tenants before the rents are due, as a notice of payment. One of the benefits of this is that you have evidence in court that your tenants knew ahead of time when and what rents were due. Invoices are not just use for rents, you can produce an invoice to your tenant to inform them about any amount they may owe you (electricity bill, parking...).

Receipts are a record of payment which you give to your tenants after you have received the rent or other payments.

Invoices and receipts are completely optional. Many tenants don't require or really just don't care about invoices and receipts, and therefore many property managers or landlords avoid this step if there is no benefit, which is why they are completely optional.

All the steps required to deal with a receipt are the same as for an invoice, and vice versa. Therefore, we will describe only the steps related to an invoice because they are the same for receipts.

Depending if you need an invoice for a rent, a one-time payment such as a damage fee, or a recurrent payment such as an electric bill, you will choose from the steps 1A, 1B, or 1C.

STEP 1A:  Create an invoice and a receipt for a rent

By default in the program, each time you create a new lease, a Scheduled Invoice and a Scheduled Receipt are both automatically created for you and are recurring at the frequency you specified in the lease (ex: every month).

This feature can be enable or disabled in the Preferences menu, when you click General Preferences and then select the preference group to Lease Preferences.

STEP 1B: Create a one-time invoice or receipt

To create a new invoice, go to Invoices menu, click New at the top of the screen and fill the information related to that invoice. The Start and End Dates of the Invoice are to indicate the timeframe which the invoice is applicable. So for example a rental invoice for the month of January would be from January 1st to January 31st.

You can associate a landlord and/or a tenant to the invoice depending on which information you wish to present on the invoice.

To add a payment from a pre-existing Accounting Entry Click Get on the right side of the items box. In the pop up window you will see a list of accounting entries associated to the Landlord or Tenant you chose. Select the ones you want and click Select.

To create a new Payment, click New on the right side of the items box. In the pop up window, enter in the appropriate information and click Ok.

STEP 1C: Create a scheduled invoice or receipt

If the invoice you want to create is about a recurrent payment, click on Schedule at the top of the screen and fill the information in the pop-up window. You will need a Starting Date for when the invoice will start, a Frequency at which the invoice will be recurring, and an Advance Notice so you can be informed when the invoice is about to come. Alternatively you can also go to the "Scheduled Invoices" tab in the main window to create new Scheduled Invoices, as well as view, edit, and delete existing ones.

STEP 2: Edit the invoice or receipt

Each time a Scheduled Invoice or Receipt is created, a Suggested Invoice or Receipt is created as well. If your Invoices change each month, then you have to edit the entries each month to the appropriate amounts. This can include previous balances owed or the gas bill for example (assuming the tenant didn't have a previous invoice for the amount).

In the Invoices menu, click on the tab Suggested Invoices, select an invoice and click View on the ride side menu.

To edit a payment, select one from the list in the items box and click Edit. In the pop up window, edit the payment then click Ok.

** Note: Although you are selecting an Accounting Entry, there is no link within the software between the invoice payment and the Accounting Entry for safety reasons. For example if you edit an Accounting Entry, the software shouldn't change the Invoice because this may have already been printed and given to your tenant. Similarly, it's possible that the tenant doesn't pay, doesn't pay in full, and so on, which means that the Invoice may not match the actual Accounting Entry. Therefore, changing the selected Accounting Entries value in the accounting screen will not change the invoice payment entry, or vice versa.

STEP 3: Accept the invoice or receipt

If you created a one-time invoice described, it will instantaneously be visible on the Main Board in the upper portion of the screen. However, if you created a Scheduled Invoice, it will be listed among others in the tab Suggested Invoice at the specified time. You have to either Accept, Edit and Accept, or Deny the Suggested Invoice onto the Main Board.

In the Invoices menu, click on the tab Suggested Invoices, select an invoice and click Accept on the ride side menu. Once accepted the data jump to the upper portion of the screen.

LandlordMax Property Management Software: Qinvoice1

STEP 4A: Print the invoice(s) or receipt(s)

In the upper portion of the screen select the invoice of your choice and click Print in the top menu. Please note that you can select multiple invoices for them to be print at the same time.

STEP 4B: Email the invoice or receipt

In the upper portion of the screen View the invoice of your choice and then click Email in the top menu. You can only email one Invoice at a time because each invoice requires an addressee (To) and a message. As well, sending all your invoices at the same time can result in your email address, domain, and/or server being incorrectly flagged as sending spam emails which can lead to all sorts of complications and problems.

STEP 5: Matching up invoices and receipts and accounting

Invoices and receipts are separate and independent and they may not match up to the accounting system.  It's very easy for the amounts to get out of synch. For example it's possible to have an invoice for a rent that's never paid. It's also possible to have a receipt for a rent where the check bounces a week later. In this case, your invoices will not match your receipt, nor the accounting entries. Therefore because they are separate you can do whatever type of mixing and matching you need, which works to your advantage here.

As well, many tenants don't really care or want any invoices and/or receipts even if they should, so for those property managers and landlords it's possible to omit this section completely for those tenants and save them some time when processing rents.

This is also why all accounting related reports generate their data only from the accounting section and not the Invoices and Receipts.

4.12. Pictures

A picture is worth a thousand words. It can be very useful to illustrate different situations such as repairs done on a building, damages done to a unit, etc. It can also be very handy to have pictures of your tenants and occupants for record keeping purposes. With LandlordMax you can add pictures to your Buildings, Units, and Tenants.

STEP 1: Add a picture

Go to the Buildings, Units, or Tenants Menu, click on the tab Pictures and then click Add on the right side menu. In the pop-up window select the image you want. To help you out, displayed on the right side of the window is a thumbnail preview of the picture you currently have selected.

You can choose to import one or multiple pictures into LandlordMax at a time. To select multiple consecutive picture files, click the first picture file, press and hold down Shift, and then click the last picture file. To select multiple nonconsecutive picture files, press and hold down Ctrl, and then click each picture file. As you import images a window will display a progress bar indicating how many pictures have already been imported and how many still remain.

STEP 2: Adjust the picture description

Once imported, you can change the Picture Description directly below each thumbnail. To do this, right-click on the selected thumbnail picture, select the rename option, and type in your new description. Press the Enter key to accept the editing, or the Esc key to cancel it.

STEP 3: View a picture

You can view the image under the tab pictures in full screen mode by either double-clicking on it, or by selecting it and pressing on the View button. Above the picture, you can click Previous or Next to change the picture to the previous and next pictures in your list. Note that if you change the size of this window, the picture will be automatically re-adjusted (zoomed in or out) to use all the available space again.

5. Import / Export

5.1. Reports - Export

Once you have generated a report, you may want to open it in another program such as a spreadsheet in Microsoft Excel, a Word document, raw data as a CSV file, and so on. In order to do so, you need to export the generated reports into an appropriate file format so you can open it in the program of your choice afterwards.

STEP 1: Export the report

Click on Print as if you were to print the report so the preview window opens.

In the window, in the top menu, click Export and select in which format you want to export the report. You have the choice between PDF, Excel, RTF, CSV or HTML format.

In the popup window, click Select File on the right side.

A new window will popup so you can choose where to save the new file and its name then click Save.

PDF file can be opened in Adobe Reader program, etc. CSV files are delimiter specific files, such as comma separated. The CSV file format is the best when you want to export ALL the data in RAW format so that you can import it into a number of other programs such as Excel, and so on, and customize it as you wish. The Excel format is for the Microsoft Excel spreadsheet software (please note the formatting will be exactly the same, so if any information in a column is truncated it will remain truncated because the formatting is retained - if you wish to have the raw data then you will need to export to the CSV file format which can then be imported into Excel). RTF in any word processor such as Microsoft Word.

STEP 2: Open the report in the program of your choice

Open the program of your choice (here Excel), open the new file you just created in this program and voila!

5.2. Outlook Contacts - Import/Export

For those of you who are using the program Outlook (Windows only users) to manage their emails, you have the option to import your contacts from outlook to LandlordMax and to export your Tenants, Vendors, Landlords, etc. contact information from LandlordMax to Outlook.

STEP 1: Import Contacts from Outlook into LandlordMax

You may already have contact information for your tenants, landlords, vendors, etc. in Outlook, especially if you already communicate with them by email. An easy and very fast way to populate your database in LandlordMax is to import those contacts directly.

To do this, go to the Import/Export menu in LandlordMax and click on the Outlook button at the top of the screen. Then select "Import from Outlook to LandlordMax" in the dropdown list of the first field.

** If you don't have an Antivirus program, or if your Antivirus program isn't up to date, Outlook will then open a message window to ask you if you allow LandlordMax to access it. You will then have to click Allow in order for your contacts to be imported. Note that it is possible that this message is hidden behind the LandlordMax screen.

Then, select the contacts you want to import. Chose where to import those contacts from the dropdown list on the right side of the screen called import to: within LandlordMax. You have the choice to import your contacts from Outlook to Contacts, Tenants, Landlords, or Vendors in LandlordMax. Click Import to complete the procedure. If you wish to import your Outlook Contacts to different groups within LandlordMax, then you'll have to run an import for each separate group (Contacts, Tenants, Landlords, and Vendors).

STEP 2: Export contact information from LandlordMax to Outlook

It could be also useful to have the contacts information you have collected in LandlordMax be exported to Outlook so you can have access to them directly in Outlook.

To do this, go to the Import/Export menu, click on the Outlook button at the top of the screen, and select "Export from LandlordMax to Outlook" in the dropdown list of the first field. In the second field, from the dropdown list select in which section of LandlordMax you want to export data from: Contacts, Tenants, Landlords, or Vendors.

Select the individual contacts to export by clicking on them by using the standard list selection features of Windows such as clicking on each one while maintaining down the Ctrl key or clicking on the first one and then the last one while holding down the shift button to select a larger group. Then click Export to complete the procedure.

5.3. Quicken QIF file - Import/Export

LandlordMax offers the ability to import and export Accounting Entries through the QIF file format which is supported by most banks, as well as Quicken and QuickBooks (Intuit invented the file format). Please note however that this file format is quite limited in that it will NOT link any tenants, buildings, etc. to the accounting entries, this has to be done manually. This is not a limitation of LandlordMax but rather of that file format (you can find the details of what's possible by viewing the specs of the QIF file format here).

Moreover, the software will not synchronize your entries, which means it's up to you to manage which entries you wish to import and export. If you transfer the same entry twice, it will appear twice in the software.

STEP 1: Export to QIF from LandlordMax

Go to Import/Export menu, click QIF File at the top of the screen. In the Export to QIF section, click Browse. In the popup window, choose where to save the exported file (the .qif file) and then chose a name for this file and click Save. Back in the main screen, choose the start and end date for the data you which to export and click Export.

STEP 2: Import from QIF file into LandlordMax

Go to Import/Export menu, click QIF File at the top of the screen. In the Import from QIF section, click Browse. In the popup window, choose where to save the imported file (the .qif file), chose a name for this file and click Save. Back in the main screen, click Import.

All the imported line items from the QIF file will be added as Suggested Accounting Entries into the Accounting section of the software. To repeat, they will not appear as accounting entries in the main list, they will only appear as Suggested Accounting Entries which then need to be approved.

6. Reports

6.1. How to Generate Reports

Once you have entered all your information, you will want to be able to see what's happening, when rents are due, which rents are late, how well your properties are doing, prepare reports for taxes, and so on. To do all this you will produce reports.

STEP 1: Select a section

In the Reports menu, select which type of report you want to run through the dropped down list of the Select Section box. By default the software will all reports, however if you want to limit the list of available reports to the section you're interested in, you can select a "Section" such as Accounting, Workorder, Tenant, Vendor, Landlord, Building, Unit, Receipt, Invoice, Cash flow, etc. If you're unsure, you can leave it to All which will list all available reports under the Select Report box.

STEP 2: Select a report

Select which report you want to run through the drop-down list of the Select Report box. You can generate different reports displaying List of items, Accounting Entries, Expenses, Revenues, Late Accounting Entries, Rent Rolls, Vacancy Reports, Late Rents, Expiring Leases, Cashflows, etc.

For example, if you're looking to see what the difference is between the income and expenses, the report "All accounting entries"  in effect is giving you a profit/loss report. You can also generate cashflow reports which will give you your profitability per month without having to list all the details. As for the "late accounting entries" or "late rents" reports, these will give you an ongoing list of all your accounting entries that are still outstanding.

You will notice that many reports can also be grouped by the variable of your choice such as building, account, category, tenant, vendors, etc. so you can have a mean to subtotal and compare and evaluate which of your buildings, accounts, categories, tenants, units, etc. are more or less profitable than the others. This is also very useful for tax preparation purposes such as dealing with the 1099 statements and such.

STEP 3: Customize the report title

All report titles can be customized and personalized for printing and exporting by changing the Report Title field to what you find is most appropriate. So for example the "Accounting entries grouped by building for one landlord" report can be renamed to "Fiscal 2012 Financial Report for John Smith".

Please note that your personal letterhead/logo, which you set for the Logo Preferences, will also appear in the header of the printed or exported report.

STEP 4: Select specific constraints

You can then narrow down further the set of data for the report by specifying constraints such as which building, tenant, dates, and so on you want a report about.

Please note that if you set a Start and/or End Date for any of the accounting reports, the software will only include accounting entries that have been paid (Date Paid) between those two dates (Start and End Dates). Therefore a rent for December 1st that was paid 45 days late, in January of the following year, needs to be reported as income in the year it was collected for tax and accounting purposes, not the year it was due (doing so would be incorrect). The same is true for a corporation with a non-calendar fiscal year. If no date is specified it will include ALL entries, including those that haven't been paid (because no Date Paid range has been specified for the report).

STEP 5: Select the chart and generate the report

If appropriate and available, select the chart type through the dropped down list of the Chart Type box and click Generate on the right side menu. If you select none in the Chart Type box, you will only have a table of the data with no chart in the report.

STEP 6: Print or email the report

Once you've generated a report, you can then Print, Export, or Email the report depending on your needs. All reports can be exported to PDF, Excel, CSV, and so on. The export functionality can be found in the Print Preview Window when you clicked Print.

If at any point any field is modified after the report has been generated, the Print and Email buttons will change back to their default color of blue, meaning that the report needs to be re-generated before the print and/or Email actions can be performed.

6.2. How to Export Reports

Once you have generated a report, you may want to open it in another program such as a spreadsheet in Microsoft Excel, a Word document, raw data as a CSV file, and so on. In order to do so, you need to export the generated reports into an appropriate file format so you can open it in the program of your choice afterwards.

STEP 1: Export the report

Click on Print as if you were to print the report so the preview window opens.

In the window, in the top menu, click Export and select in which format you want to export the report. You have the choice between PDF, Excel, RTF, CSV or HTML format.

In the popup window, click Select File on the right side.

A new window will popup so you can choose where to save the new file and its name then click Save.

PDF file can be opened in Adobe Reader program, etc. CSV files are delimiter specific files, such as comma separated. The CSV file format is the best when you want to export ALL the data in RAW format so that you can import it into a number of other programs such as Excel, and so on, and customize it as you wish. The Excel format is for the Microsoft Excel spreadsheet software (please note the formatting will be exactly the same, so if any information in a column is truncated it will remain truncated because the formatting is retained - if you wish to have the raw data then you will need to export to the CSV file format which can then be imported into Excel). RTF in any word processor such as Microsoft Word.

STEP 2: Open the report in the program of your choice

Open the program of your choice (here Excel), open the new file you just created in this program and voila!

6.3. List of All Available Reports

You can generate over 100 different reports, many of which can also be grouped by the variable of your choice such as categories, buildings, etc. The reports are designed to assist you with managing the properties, helping you with your taxes, letting you know which properties are profitable, and pretty much everything else you can ask for. The list of all available reports is thus very long for a total of over 100 different reports.

List of All Available Reports

6.4. Analysis

The amortization table is used to calculate mortgages by the application for your personal usage.

To calculate the mortgage and generate an amortization table, fill all data fields and click Calculate to generate the Amortization Table. Above viewing the results in the software, you can also print and email the resulting amortization table.

7. Network System

7.1. Before you Start

General Advice

Technical Expertise

Notice: As much as we've tried to simplify and streamline the process of installing and running your own LandlordMax Server, if you are not technical or have very limited experiencing setting up server software, we do strongly recommend you get the assistance of a local IT professional. Although we'd love to offer support for every single step of the way, down to the littlest detail, we simply cannot offer full IT professional services for free as part of our technical support. We will assist you with any issues related to software, however for issues and assistance on how exactly to configure a specific computer and/or setup your specific network, we can only give IT level instructions advice such as open port 8081. If you are unsure what this means, then this is where you will have to consult a local IT professional to assist you because this could mean the port needs to be opened on your computer, your firewall, your antivirus software, your router, multiple routers, and so on. This is an environment configuration and is beyond what we can offer in terms of support.

Again, there are just too many possible hardware systems and software setups that are very specific to each user that anything beyond the software will fall into IT services and is therefore beyond the scope of our technical support services. In these cases we may differ you to get the assistance of a local IT expert.

Where to Host Your Server

We strongly recommend you use hosting services of some kind to host your LandlordMax Server if you wish to give full internet access to your LandlordMax Server. If you only want local/intranet access, then you can host it internally on almost any type of computer as long as you properly configure your internal network (in many cases you don't have to do anything for internal hosting within just your local network). But if you want full internet access to your LandlordMax Server than you will almost be much better ahead either using a hosting company (that provides Windows hosting - Mac as well but these are very rare), or a cloud services that provides Windows cloud services such as Amazon EC2 which we've been using with LandlordMax to test the Server Systems as we've been developing it.

VERY IMPORTANT TIP: Please do note that although it is possible to setup internet access to the LandlordMax Server from your personal computer on your own local internet service, most high speed internet connections for the home are NOT good enough. Although they provide good download speeds, they will generally provide very slow upload speeds which will slow down your server to be barely usable. As well many ISP's (Internet Service Providers) do NOT allow you to host services and servers, and will therefore block the LandlordMax Server or worse when you least expect it. Therefore we very strongly recommend you NOT use your local internet provider to host your LandlordMax Server to the internet, this is very very like to FAIL!!

Transfer Data from Desktop to Network Server

You can transfer your database from your Desktop Version to any of the Server Versions through the Database Management section of the application.

PLEASE NOTE: Restoring and backing up database features require a valid license, therefore in the 30-day free trial demo you can only test the software. Your data WILL stay with you after you purchase a license if you wish, you just cannot transfer a database from one computer to another, or from one system (Desktop to Server) to another without a valid license.


7.2. Server

Client and Server

LandlordMax Property Management Software: Network version diagram

Introduction

LandlordMax Networked System allows multiple users to access and work on the same database. These users can be in the same physical environment and connect to the database via an organization's internal network (Intranet) or be in different locations and connect to the database via an external network (Internet).

LandlordMax Networked System consists of two applications: a Server and a Client. The server application hosts the database, manages the users, and basically takes care of handling the data and connections between the users. The client application is used to access the information from the server.

** Very Important Tip: If you are not technical, then we very strongly recommend you hire out some local technical expertise as setting a server system can require some knowledge and configuration, and therefore in many cases it can be worthwhile to have someone assist you. Much like with your rentals, in many cases it's better to hire a plumber to deal with your plumbing issues, similarly here it might be wise to hire an IT professional to assist you in properly setting up your Server.

Server

Definition

A server is a computer program that serves the requests of other programs called the clients. The server can be run on your computer, through a service that offers hosting, or through a cloud service such as Amazon EC2, Rackspace, and so on.

Server Requirements

Though you can use nearly any personal computer to act as a Network Server, there are some minimum requirements that will ensure reliability and maximum performance:

Optional but recommended

Start the Server

In order for the Clients to access the system and data, the Server program needs to be running. Please note however that you do NOT need to be logged in for the clients to be able to access the data. So for example if the computer with the Server is rebooted and the software is set to start on computer startup, the Server will automatically be running.

When the Server is running, it will be indicated in one of several ways. If you are not logged in, you will see "Server running" as illustrated in the screenshot just below.

LandlordMax Property Management Software: Server login

To connect the Clients to the Server you will require an IP address. An IP address is much like a phone number or a mailing address, it tells the Client how to find a specific Server on the network. You can find the IP addresses of both your internal network (Intranet) and the Internet address at the bottom of the Server Login Screen as shown in the screenshot above.

** IMPORTANT TIP: If you are not using a hosting or cloud service to host your Server, then please note that the Internet address may not work unless you've correctly configured the ports, IP forwarding, and so on on your router. In most cases this does require some technical expertise.

Please note also that you can NOT run two instances of the Server at the same time, the software does not allow this as it will cause conflicts and issues.

Server Login

The default Username for the initially setup Administrative account is "Admin" and the default Password is "password". Please note that ONLY the Administrator and IT users can access the Server.

** Important Notice: If you are importing a database from a Desktop Edition (or other Network Edition), please note that the password will be overwritten to the one you setup in the Desktop Edition. The username will remain Admin but the password will be adjusted to the value you setup in the Desktop Edition. This is intentionally done for your security so that someone else cannot just take a backed up copy of your database and restore it on another computer, they would require your password to access any data.

** VERY IMPORTANT TIP: For security reasons, you should immediately change the default Administrative account Username and Password.

Server Dashboard

LandlordMax Property Management Software: Server login

The Dashboard presents the Status Information of the Server, including the IP addresses, Port number (required for setting your Server), how many people are logged in (User Connections), and so on. The main dashboard also displays the Server log output, including errors ad warnings. Any errors will appear in red. If the email is setup for the Server then all the Admin users will be sent an email notification when the Server encounters any errors in addition to the errors appearing in the Server Console.

7.3. Client

Client

LandlordMax Property Management Software: Client Login

Start the Client

In order for the Client to work, because it's connecting to a Server, the Server first needs to be running. Also you will need the address of the Server to let the Client know where the Server is located (which computer). This is done through what is called an IP address. If you're connecting to a Server on the internet (outside of the same location as you), then you'll need to use the Server's Internet address as explained above. If your Server is located within the same office, in the same DMZ (for example behind your router), then you can possibly just use the Server's Intranet address. In either case, an IP address is required for the Server to know which computer the Server is located.

Once you've entered in the IP address you then just need to enter in your assigned Username and Password which was created by the Server Administrator.

7.4. Self Hosting

Introduction

LandlordMax Property Management Software: Cloud hosting

** Important Tip: Before you decide on where or how to host your own Server, we strongly recommend you read the Before You Start chapter of the user manual as it includes a lot of very important information, offers some tips, and general advice on how to get started.

If you have never hosted a server, we strongly recommend you contact or hire a local IT professional to assist you as this is somewhat more complex than just running a normal software application. As much as we've done to simplify the process, we still recommend the assistance of an IT professional for anyone who is not familiar with software or setting up and configuring any type of server system before.

Intranet / Internal Network Access Only

The LandlordMax Server has the ability to be hosted either exclusively internal to your network for maximum security and protection. That is to say, you can limit access to the LandlordMax Server to only people and employees within your internal network by putting the Server within your Intranet.

Internal/Intranet access is generally much simpler and only requires that you connect the computer that hosts the LandlordMax Server within your network, such as through a router or a network switch. Generally no special configurations or setups need to be done other than verifying that other computers in your network can access the computer that the LandlordMax Server is located.

On the LandlordMax Login Screen as well as the Dashoard screen, you will find the IP address of the LandlordMax Server. The IP address is required for your LandlordMax Client instances to be able to connect to the LandlordMax Server.

Please do note that with this setup you CANNOT access the LandlordMax Server outside of your internal network, which means that you will NOT have internet access to the LandlordMax Server.

Internet Access / Full Internet Access

The LandlordMax Server can also be hosted on the internet, either through a cloud service provider such as Amazon EC2 Cloud Services, through any standard Windows Hosting Service Provider (any hosting company that provides Windows computers for hosting), as well as through your own network should you decide to give it internet access.

VERY IMPORTANT TIP: Please do note that although it is possible to setup internet access to the LandlordMax Server from your personal computer on your own local internet service, most high speed internet connections for the home are NOT good enough. Although they provide good download speeds, they will generally provide very slow upload speeds which will slow down your server to be barely usable. As well many ISP's (Internet Service Providers) do NOT allow you to host services and servers, and will therefore block the LandlordMax Server or worse when you least expect it. Therefore we very strongly recommend you NOT use your local internet provider to host your LandlordMax Server to the internet, this is very very like to FAIL!!

Wherever you decide to host the LandlordMax Server, you will need to open up port 8081 to the computer so that the Server is able to communicate with the Client. By default the installer will attempt to open up the required configurations on your the computer as part of the install, but depending on how you've configured your computer, and so on, you may need to manually implement this as well. In most cases this will mean opening up your router so that it can forward all requests from port 8081 to the computer hosting your LandlordMax Server. If you are not familiar with this, as suggested in the Before You Start chapter of the user manual, we do recommend you contact a local IT expert to give you assistance as this can be a bit more challenging depending on your local system and network configurations. As much as we'd like to offer assistance in this regards, it is beyond what we can offer in regards to technical support because each different router and so on is different, has different software, and so on. The configurations and setup of these items is very specific to the type of hardware you use and the systems you've configured and setup for your computer and network.

Important Tip: Please note that if you're running it on a personal computer that antivirus software solutions along with other related types of applications can randomly block the software from properly functionning. You may need to white list the LandlordMax Server if you use any of these kinds of software applications on the computer hosting the LandlordMax Server.

Troubleshooting

Again please note that we strongly recommend you get a local IT professional to assist you if you are not familiar with setting up Server type of software systems.

If you are not able to properly connect to your LandlordMax Server, the first thing to do is check if the Client can connect to it on the same computer. In this case you will need to install the LandlordMax Client on the same computer and attempt to connect using 127.0.0.1 as the IP address. If the Client can connect you have correctly setup your LandlordMax Server. This therefore means that any further connection issues are related to improperly configured firewalls, antivirus solutions, routers, and so on. Basically something is blocking the computer the LandlordMax Server is hosted on from being able to communicate with any other computer, therefore you need to troubleshoot where it is being blocked and verify all the configurations. Again this is where an IT professional can offer a significant amount of assistance and most likely quickly determine the cause.

7.5. Cloud Enabled Support

Cloud Hosting

LandlordMax Property Management Software: Cloud hosting

Introduction

The LandlordMax Server can be hosted through a number of different cloud services include Amazon's EC2 Cloud Services (internally at LandlordMax we use Amazon's EC2 cloud hosting services for testing), Rackspace, and so on. Basically any cloud service that provide you Windows Server hosting facilities to host your LandlordMax Server on.

IMPORTANT: Please note that although the software can be hosted on the cloud, we do NOT directly provide cloud hosting services. You have to acquire your own cloud service provider on which to host the LandlordMax Server.

How to host on the Amazon EC2 Cloud Services

This section is coming very shortly, within a business week. We plan on providing starting instructions on how to host within at least Amazon's EC2 cloud services. Additional cloud service instructions will be provided depending on demand and complexity.

7.6. User Types

Users

LandlordMax Property Management Software: Server login

The Users section of the Server lists all Users. Currently connected Users are highlighted in green. Innactive Users are in gray (Innactive Users do not count as Users towards your license). When users are connected, the Connected column will show their IP address.

The following table lists the number of allowable Active Users per license type:

** Please note that only Enterprise Systems are allowed to create Landlord User types.

Deleting or setting a User to Innactive will immediately force the Server to disconnect them. This may be required for example if you have to fire an employee immediately and no longer want them to be able to access your system as of this instant.

User types

LandlordMax Property Management Software: Server User Types

Administrator

Full access to everything, both on the Client and Server.

Manager

Full access to the data on the Client (same as the Admin User). However the Manager has no access to the Server. Managers, in addition to Admins, can also offer Manager Overrides to the Personnel User when required.

Personnel

For the Pro and Enterprise Systems, the bulk of your Users should be of the type Personnel. The Personnel User only has access to the Client, and even within the Client the Personnel User only has limited access to certain types of data and actions.

The Personnel for example can be your front desk clerk who interfaces with your tenants. They are able to collect and accept rents, create workorders, and so on, but are limited in how much data they can access within the System. For example, they cannot access more than a limited range of accounting data, only enough to collect payments from tenants, look up recent payments from the tenants, and deal with day to day situations with the tenants. For anything more, it is assumed that they will either require a Manager Override or require a Manager to complete their tasks. For example they can NOT enter business expenses, these must be entered by a Manager User or Admin User.

A good analogy for a Personnel User is similar to the access level the cashier at Home Depot has in terms of accepting payments and so on. Anything beyond a certain level requires a manager to come and either override or perform the actions themself.

Personnel User do NOT have access to your client list, the property owners (Landlords in the System). The only time a Personnel may ever see a Landlord is if they print an Invoice or Receipt when you have the preference set to use the Landlord rather than Management, and even then they cannot access it, it only appears on the printout. This is a security feature to protect your client list. Only Manager and Admin Users can access the Landlords.

Reports for the Personnel users are very limited to only what is required to handle day to day operations with the tenants. And even then they are limited within the similar constraints as they are for the rest of the system. Reports should generally be generated by Manager or Admin Users.

Maintenance

Maintenance Users are designed specifically for your maintenance personnel, as well as potentially any contractors you wish to have direct access to your System. Maintenance Users have VERY LIMITED access to the System. For example above not being able to directly access the Accounting, Tenant, etc. information, they only have access to Workorders assigned to them.

The intent of the maintenance User is for your maintenance personnel, the people who perform repairs and so on within the properties. Although you can use them for contractors, this should be the exception rather than the norm. It is meant to assist your maintenance people manage what their workloads.

** Important Tip: A Maintenance User needs to be linked to a Vendor when creating the User on the Server if you want them to be able to access Workorders, otherwise they can't really access any data. The software has to use a Vendor as the link for which Workorders the Maintenance User can access. If no Vendor is associated to the Maintenance User they will not be able to access any Workorders within the system.

Landlord

This User is ONLY available for the Enterprise license. Landlord Users give you the ability to let your clients directly access ONLY their data by connecting directly to your system. This is beneficial because your clients can have direct and live real-time access to their information. For property management companies and services, you may also be able to charge an additional fee for this type of service/access. Alternatively you may look at it as a way to alleviate some of your efforts in that you no longer have to create monthly reports as your clients can now directly access their own financial data and so on.

** Important Notice: Landlord Users ONLY have access to the Reports section, they cannot access any data directly. As well they only have access to their data in the reports.

IT

The IT User has access only to the Server. They have no access to the Client (your data). The intent here is for people who require technical assistance in setting up and/or managing their Server System but don't want these Users to be able to access their data. So for example if you hire an IT person to help you setup something on your System such as your local IT shop, your IT staff, etc., you probably don't want them to have access to your data. Therefore they can only manage and access the technical aspects of the system, they cannot access any of the data.

8. Customizations

8.1. Password Protection

If you want to protect your database from unauthorized users it is possible for you to add a Username and Password on startup of the software.

** PLEASE NOTE: IF THE USERNAME AND/OR PASSWORD IS LOST, THERE IS NO METHOD (BY THE USER OR BY LANDLORDMAX) TO RETRIEVE THE DATA FROM THE DATABASE THEREFORE USE THIS FEATURE CAREFULLY AT YOUR OWN RISK. LANDLORDMAX IS NOT RESPONSIBLE FOR LOSS DATA.

If you no longer want to use the password protection, you can take it away at any time.

STEP 1: Choose your username and password

There is no rule about the number of characters to use or special symbols. However, remember that the username and password are case sensitive. It is however critical that you not forget or lose your login credentials (username and password) because doing so can result in you no longer being able to access the software. If it was possible, then what would be the point of offering such protection! Anyone could then just reset your password and bypass your security measures.

STEP 2: Password protect the application

Go to the Preferences Menu, click Password Protection on the top menu and enter the username and password of your choice, repeat the password to prevent typo, then click Save. A warning pop up window will appear stating a warning.


STEP 3: Remove the password protection

Go to the Preferences Menu, click Password Protection on the top menu and remove the text from the username and password fields then click Save. A warning pop up window will appear stating that the password protection is being removed, asking for confirmation.

8.2. Logo/Letterhead

A nice way to personalize your reports, invoices, and receipts can be to include your logo/letterhead on the printouts.

STEP 1: Produce your logo/letterhead

Although LandlordMax has the ability to store and manage your logo/letterhead, you will need to create the image file outside of the software. If you don't have a graphics designer or an existing image file, there are many graphics software applications (including free ones) which you can use to produce your logo/letterhead image that can contain everything from your logo, address, email, to just about anything imaginable. You will need to save the image file in either the JPG or the GIF file formats as show in the image below:

** Important Tip: The software will insert your image exactly as is, therefore if the image is too large it will be truncated (the software does not resize the image). The size of the image depends on a number of factors, including the dpi and so on, so it's not possible to specify just an image width. That being said, an image at 96dpi should use a width of 470px to fit exactly across the full printed page.

STEP 2: Save your logo/letterhead in LandlordMax

Go to the Preferences menu, click Logo in the menu at the top of the screen, click Get at the bottom of the screen. In the popup window, select your image files and click Save. To help you out, displayed on the right side of the window is a thumbnail preview of the picture you currently have selected.

STEP 3: Generate a report with you logo/letterhead

The next time you Generate a report and Print it, you will automatically see your logo/letterhead appear at the top of the first page as illustrated below.

** Please note that if the image is larger than the size of the screen, the software will only shrink the image for display purposes, but not in the printout of the reports. Therefore if you're logo/letterhead on the printout is much too big, you will need to resize the image before saving it in the software.

8.3. E-mails

LandlordMax lets you send emails directly from within the program. It is a time saving feature in that you don't need to step outside of the software, remember an email address, etc. to send a commuication. Therefore, if you are working in LandlordMax and need to send an email, an invoice, a report, etc. you can do it right then and there without having to open your email software.

The first thing you need to do if you want to be able to send emails through LandlordMax is to set the email preferences.

STEP 1: Set up email server configuration

Go to Preferences menu, click Email preferences at the top of the screen, in the first field Select Preference Group, choose Email Server Configuration from the dropdown list. In the second field Select Email Type chose between Mail sever, Outlook, Gmail from the dropdown list. Enter the info if specified and then click Save at the bottom of the screen.

If you are working with Outlook, your emails will be sent through the default email account you have set up in Outlook. If you have more than one email account setup, again please note that it will use the email addressed configured as the default one in Outlook. The software only supports Outlook and not Outlook Express, Windows Mail, or Windows Live Mail.

If you select Gmail, please note that you have to enabled third party access from your gmail account. Please note that Gmail, Gmail, Yahoo Mail, etc. all generally require you to allow third party software systems to connect to your email account to work. In other words there is a setting within your Gmail account on their website that you need to set to give permissions to programs like LandlordMax to connect and work.

Although the free email services such as Gmail label it as: "allow less secure apps to connect to gmail", this is more for cloud based setups than desktop applications where OAuth (their prefered authentication method) is NOT available. The link to the instructions for Gmail is: https://support.google.com/accounts/answer/6010255?hl=en You can also read an article written by one of the original designers of the OAuth authentication used by Gmail at: http://hueniverse.com/2012/07/26/oauth-2-0-and-the-road-to-hell/ which basically explains that both systems are pretty much equivalent in terms of security.

If you have an internet provider such as Comcast, Rogers, etc., or your own domain (mailserver), you need to enter the information specific to your email server. This information is specific to your email server (mailserver) and is not something we can provide. For example, port 25 is the default email port for most mailservers, however it's not uncommon for many email service providers to change the ports to make it harder for spammers and such. This is a value you have to get from your email service provider, it's not something we know. Don't hesitate to contact them or whoever helped you setup your email.

We then suggest you to click Send Test Email on the right side of the screen and send yourself a little test email message to make sure everything is set up correctly.

STEP 2: Set up email signature

You can set up an automatic email signature which is basically a template to start all your email addresses with. For example you may want your contact info be displayed at the end of every email you send as illustrated below.

Go to Preferences menu, click Email preferences at the top of the screen, in the first field Select Preference Group, choose Email Signature from the dropdown list. In the box below, type your template and then click Save at the bottom of the screen.

STEP 3: Set up BCC email preferences

BCC are like sending a hidden copy of your message to yourself or someone else. This is not necessary for Outlook or Gmail because they automatically record all emails you sent in a special folder called "sent". But it is useful for other mail servers since LandlordMax does not keep a history of your sent emails if you wish to keep them. A general rule of thumb with BCC and sent emails is that if you don't know what they are, you probably don't need them.

Go to Preferences menu, click Email preferences at the top of the screen, in the first field Select Preference Group choose Email BCC Preferences from the dropdown list. Tick the box Enable BCC, below type your own email address (or any other you may wish to use) and then click Save at the bottom of the screen.

STEP 4: Send an email to a contact

Let say you are working in LandlordMax and want to send a an email to one of your contact, depending on if the person is a landlord tenant etc., go to the corresponding menu on the left, click on the name of the person and click Email in the top menu. Note that you can select more than one name to send your email to, their email addresses will all appear in the "To" field. In the email that popups, add a subject and type in a message then click on Send to send the email.

Outlook may then open a message window (depending on your security settings OR if you're antivirus solution is not updated) to ask permission for LandlordMax to access it. If it does click Allow in order for your message to be send. **Important Notice: Note that it is possible that this message is hidden behind the LandlordMax screen.

You can also choose to add another person to send your email to in the popup window by typing an email address directly in one of the appropriate fields or by clicking on Get on the right side to get further email addresses from within the software.

If you click Get, a popup window will appear at the top of which there is a field where you can chose the Type of Contact from a dropdown list, choose between All, Contacts, Landlords, Tenants or Vendors. Scroll down the list of names and click on the one (or the ones) you want to send the email to, then click Select at the bottom of the window. Note that if the names are greyed out it means that there is no email configured for that name in the database.

STEP 5: Send an invoice or receipt by email

You can send any email or invoice directly to the tenant by email from right within the software.

Go to Invoice Menu, choose to View one invoice from the list you have, then click on Email at the top menu. By default, the invoice will set the "To" field to the tenant specified in the invoice. In the email that popups, add a subject and type in a message then send. Note the file attached name is corresponding to the invoice number.

You can only email one Invoice at a time because of several reasons. Firstly each invoice requires a different "to:", attached file, and a different message. As well, sending all your invoices at the same time can result in your email address, domain, and/or server being incorrectly flagged as sending spam emails which can lead to all sorts of complications and problems for your email address. In other words you don't want to be incorrectly flagged as a spam mailserver which can happen if you send too many emails all at once in an automated manner.

STEP 6: Send a report by email

One very handy feature you can do is send reports by email directly within the software without having to export your report, open your email software, attached the report and then send it.

Go in Report Menu, generate a report of your choice, click Email on the right side of the screen. In the email that popups, type the email address of the person you want to send this report or click Get on the right side to find the email address from the bank of contacts you have in LandlordMax.

Type in the subject and message. The report will be automatically attached to you and be named according to the title you used for the report in (from the "Report Title" field). You can then click on the Send button to send the email.

8.4. Printing

Pressing any Print button across the application will open a popup window displaying exactly what will be printed WYSIWYG (What You See Is What You Get).

At the top of the window you find three menus. Under Report you can set up the page and print it.

Under the Export menu, you can save the report as a PDF file, a CSV file, etc. A CSV file is very useful for retaining all the data, and it can be imported into Excel, etc. The difference between the Exporting to Excel to CSV is that the Excel export retains all the formatting and graphs at the cost of potentially having values truncated where they don't fit to maintain the formatting. Therefore if you prefer to have the full data (for example the full description text) rather than the exact formatting (spacing, etc.), then export to CSV is the better option for you because it will contain all the data, regardless of formatting and spacing issues. You can then import the CSV file into Excel and simply adjust the format to how you prefer (changing the column lengths, etc.), if at all.

The view menu is for you to zoom into the page.

Below the menus, there is a bar composed of icons that have different functions. The first one is to edit the Page Setup. The next one will print the pages. The four arrows are used to navigate between the different pages of the report. The last three icons are used to zoom in and out of main view area.

The generated reports can be customized. (For example see Logo/Letterhead) The report template files are stored under (assuming a Windows based computer - the Mac is dependent on your User Account name) in the C:\Program Files\LandlordMax\reports directory. All templates for every report and workarea printout can be found in this directory.

** Important Note: Although it is possible to customize the printout templates to a required layout please be aware that there is NO support for ANY modifications to the templates. Modify at your own risk!

The application uses an open source framework called the JFreeReport Classic Engine which can be found at: http://reporting.pentaho.com/classic_engine.php. Please refer to the JFreeReport website for explanations and details of the xml report files.

If you are interested in having your reports customize by us, we do offer this service at a rate of $150/hour. For more details you can contact us here at: info@landlordmax.com.

8.5. Table sorting

Besides the filters, there is another mean to sort your data, both in the tables and reports. In the software, all tables can be sorted by any column. Once you've sorted a table, the order will be permanently remembered (even when you quit and restart LandlordMax) until you change it again.

SECTION 1: Sort a table according to one column

To sort a table column you simply have to click on the column header.

When you click once, the number 1 appears next to the header. It is preceded by a pointing up arrow indicating that the order is ascending. When you click twice the arrow is now pointing down indicating that the order is descending. If you click a third time, it goes back to the original default sorted order.

In the example below, the first image is the data sorted by default with the alphabetical order of the names. In the second image, after one click on the Status column header, the data is now sorted by the Status order.

SECTION 2: Sort a table according to multiple columns

You can sort a table according to two or more columns (for example Names and Statuses).

To do this, click on a first column header, then while holding down on the Control key on your keyboard, click on a second Column Header. Again the number is preceded by a pointing up arrow indicating that the order is ascending. When you click twice the arrow is now pointing down indicating that the order is descending. If you click a third time, it goes back to the original order.

In the example below, the first image is sorted by Status. In the second image, after two clicks on the header Name holding down on the Control key, the data is further sorted by Name (Status first and Name second). Similar statuses are still sorted together but the order of the names within those statuses is now also sorted accordingly.

LandlordMax Property Management Software User Manual Screenshot: Table Sorting Order

All tables can be sorted by any column within LandlordMax with the exception of reports where the data is grouped into categories (for example the report "All accounting entries grouped by buildings") by simply clicking on the Table Column Header. Once you've sorted a table, the order will be permanently remembered (even when you quit and restart LandlordMax) until you manually change or remove it.

A table can also be sorted according to multiple columns. To do this, first click on the Table Column Header of the table you wish to have sorted. Then while holding down on the Control key on your keyboard, click on the second Table Column Header you wish to have sorted. A number 2 will appear in that column, meaning that it takes secondary precedence in sorting as can be seen in the screenshot below.

9. Miscellaneous

9.1. Database Management - Database Backup and Restore

It is highly recommended that your database be backed up periodically as a precaution to an external source such as an external drive, a CD-ROM, a remote backup service, a USB key, and so on. If your computer system was to malfunction, fail, get infected, etc., your database could be restored to the last correct backup that was performed. Please note that it is your responsibility to create and manage your backups of the database and LandlordMax is not responsible for lost data.

*** IMPORTANT NOTICE: The Desktop Edition of LandlordMax (versus the Network Editions) is a standalone desktop application and therefore the application is only licensed to one user for one computer. You can transfer your license from one computer to another, such as when you purchase a new computer and so on, however you cannot run the software on two computers at the same time or back and forth such as running it on your laptop and your desktop. You are only allowed to transfer your license from one computer to another with a single Desktop Edition license. Running the software on two computers at the same time or back and forth requires either you purchase two Desktop Edition licenses or upgrade to the Soho Edition or higher.

Also please note that the software will NOT merge two separate databases, much as Microsoft Word won't merge two separate Word documents.

To move your data from one computer to another, what you need to do is "backup" the database on one computer and "restore" it on the other computer. 

SECTION 1: Backup your database

to back up the database, click Browse to the right of the Database Backup Area. In the pop up window, select the location where the database is to be stored and enter a name for the backed up database file. Once satisfied click on the Save button, this will automatically save the database to the specified location with the specified name. Note that the database backup file will have a .ran extension to the filename.
To restore the database to the state of the backed up file, the exact same process is required using the Database Restore Area instead of the Database Backup Area and the Save button is replaced with a Restore button.

To back up the database, go to the Import/Export menu, click Data management at the top of the screen and then click Browse to the right of the Database Backup Area. In the pop up window, select the location where the database is to be stored and enter a name for the backed up database file. Once satisfied, click Save, this will automatically save the database to the specified location with the specified name. The database backup file will have a .ran extension to the filename.

** Please note that you cannot simply double click on the backed up .ran database file to use it because the software uses a pretty extensive embedded ACID compliant SQL database engine. Instead you will have to restore your database through the "Restore" functionality explained in the next section.

 

STEP 2: Restore your database

To restore the database to the state of the backed up .ran file, the exact same process is required using the Database Restore Area instead of the Database Backup Area and the Save button is replaced with a Restore button.