Where Are My Accounting Entries?

Often, we'll get questions about missing accounting entries, or why the amounts for the payments received don't seem to match the amounts on the income accounting reports.  Here's the culprit, in most cases:

No Account Codes Assigned to Rental Payments

When you first set up your 123Landlord account, there aren't any account codes added to the account, so the system doesn't assign any accounting entries to incoming payments.

This is what you'll see if you go to the Admin page / Accounting tab (no account codes):

You can add a standard set of account codes by clicking the blue button, or you can add your own custom ones.

So without these codes, you'll see this when you click Payments --> Payments Due (main toolbar) and then click the green "Pay" button:

"No Account Specified"


Alternatively, if you click Payments --> Collect a Payment and select a tenant/unit, you'll see this if you scroll down to the "Accounts" section:

Payment and Late Fee accounts assigned to "None".


This means that no accounting entries will be created for these payments.


How To Correct This

All you need to do is:

1. Add a standard set of account codes in Admin --> Accounting tab.

2. Collect the first payment manually (using the Payments --> Collect Payment method) and specify the account for the rental payment (i.e. "Rent Income") and the account for any late fee (i.e "Late Fees"):

Save the payment - and an accounting entry should be saved as well (income entry).

3. The system will remember your account choices and they will be applied to all future payments, whether you collect them using the Payments --> Collect Payment method, or the faster Payments Due --> Pay button (green), which should now show the following:

"Accounting entry to be filed under: Rent Income"


If you're collecting non-rental payments, or any payments that you want applied to a different accounting code, use the Payments --> Collect Payment method, scroll down and manually specify the accounts you want the payments to go to.  Accounting entries will be created appropriately.


Adware Plugins May Cause Issues with 123Landlord

Today we had a support issue come in from a 123Landlord customer pertaining to problems clicking the tabs on the Admin page.  The issue was specific to one computer, but happened both in Internet Explorer and Google Chrome.

When we looked further into the problem, we noticed a Javascript error that was firing and shutting down all scripts after that point.  The real problem was, however, that the script was referencing an URL and code that don't even pertain to 123Landlord at all!  The error referenced a script living on "widgets.vitruvian.biz" - this is not affiliated with us or 123Landlord in any way.

We suspected that the user had either installed (unknowingly or not) a plugin, or toolbar, or some other type of utility.  Usually these are benign adware tools, or they could be more malicious spyware bots or viruses - it's hard to know since there are so many of those types of things these days.

Of course the natural suggestion was to re-install the browsers with no plugins, or (worst-case scenario) to reinstall Windows.

Fortunately, the user suspected a recent installation of a utility called InfoAtoms, which (we assume from their website) is designed to show you more info/advertising about keywords on websites as you browse.  So it's fairly invasive, and affects your day-to-day browsing of all websites, including ours at 123Landlord.

Our customer was able to uninstall this plugin, and the issues were resolved!

Food for thought!


Frequent 123Landlord Questions - Sorting / How to Sort Records

How can records be sorted - I selected a particular sort setting but nothing happens - why?

 

The solution is simple, but this is actually a common question - the answer is that the sorting (and filtering, if you're trying to filter records) doesn't take effect until you click the appropriate button just to the right of the drop down list.

Example : on the Payment History page, where the current selection (top left corner of screen) is set to "Lease Period (Desc)" select either "Received Date (Desc)" or "Received Date (Asc)" and then click the button to the right of the dropdown list - the button has a small "a-z" icon on it - this is the sort button.

A lot of users expect that the sorting will happen immediately when you make the selection, but this is one of a few areas in the system where you just have to click the sort button to actually re-sort the list.


Frequent 123Landlord Questions - Adding a Utility Bill

     Is it possible for me to add a utility bill to my tenants record? When my tenant moved in it took her 2 months to switch utilities into her name. I need to add that bill to her record.
Yes - you can add other charges to an existing lease.  Find the tenant in the tenants list, and click the row to expand it.  Find the 'Add Other Charges' button, which looks like a "scroll" icon with a green + symbol on it.  Click that to be taken to the edit lease / other charges tab, where you can add utility bills.  You can add a manual one-time or recurring charge.  These will accrue as due on the date you specify. 



Recurring Accounting Entries

You can add recurrence to your income or expense accounting entries by configuring these settings when you create a new entry.  The Recurrence tab shows the available settings for recurring entries:

Click the 'Make This Item Recurring" box to enable recurrence.  Select whether the item will repeat monthly, daily, every 7 days, or select a custom number of days and enter those in the 'custom # of days' field.

In the "Repeating" field, specify how many times the item should repeat.  You can have the item repeat indefinitely, a specific number of times, or until a specific date.  Regardless of the setting you choose here, the recurring items will only appear in your income or expense ledger list when they have accrued - that is, if your settings generate a set of recurring entries on Sept 1, Oct 1, Nov 1, and Dec 1 - and today's date is Nov 10th (for example), you'll only see the entries for Sept 1, Oct 1, and Nov 1.  The Dec 1 entry will not appear until Dec 1 or later.

You should specify a start date for the recurring entries to appear.  This date is important - here's why:

The actual entry you're duplicating (or recurring) is set up on the General tab. All of the information set on this tab will be duplicated, including amount, account/sub-account code, and the tenant/property/building it is assigned to.  The first accounting entry generated will be set according to the entry date specified on the General tab.

The next recurring entry generated will occur on the Starting On date of the Recurrence tab.  This is the first child recurring entry.  Subsequent child entries will be created based on the recurrence settings you specify.

So, as an example, you create an income accounting entry with an entry date (on the General tab) of Oct 12.  You specify a monthly recurrence starting on Nov 1, recurring four times.  You'll get the original accounting entry with an entry date of Oct 12, and (when today's date is Nov 1 or later), you'll see the first recurring entry for Nov 1.  As time moves forward, you'll see the Dec 1 entry, the Jan 1 entry, and the Feb 1 entry.  Because you've specified a limit of 4 times, the recurrence will then stop.



Splitting Late Fees - Help with a custom setup

Today we received an email from a user inquiring about 'split' late fee arrangements.

Specifically, this user has a late fee setup where after the 5th of the month, $45 is due, and after the 15th, an additional $35 is due.

For the benefit of all of our users, here was our response:

Currently we don't have a way to do split late fees in the system. One way you could do this (this would get you almost there) is to set up the Late fee (on the Lease settings) as follows:

- 5 days after the due date (grace period)
- 45 base amount + 3.5 per day
- maximum late fee: 80.00

This would cause the first $45 to be due after 5 days (assuming your payment dates are on the 1st of each month).  It would then accrue $3.50 per day for the next 10 days (so from the 5th to the 15th)  It would stop accruing late fees once it reaches the $80.00.  This would work, the only downside is that it would show the tenant owing (for example) $48.50 on the 6th ($45 + 3.5 for the first day after the 5th), and technically they don't owe the next $35 until the 15th.  You wouldn't collect the additional $35 until after it was due, the system would just show a running tally up to the $80.00.

This means that if the tenant actually pays the rent before the 15th, you'll just click the 'this payment satisfies the late fee' box when you collect the payment in the system and it won't expect anything more than the $45.00.


On Moving Payments When Editing Leases

Jason M. wrote in with a question that we get fairly often:

Why is it necessary to "move" payments when adjusting lease payment schedule? You need to make a slew of adjustments for such a simple task in order to renew a lease for an additional year that may be expiring?

Since this is an excellent question and the answer would obviously be of value to all of our customers, we thought we'd turn it into a blog post:

 

With regard to moving payments, it's a bit tricky, but here goes:  when you save a new lease, it's far too complicated and space consuming to store a huge list of due dates in our database (eg twelve due dates for one year X the number of leases per user X the number of customers we have) - so we don't directly point payments to due dates, at least as far as normal database practices (foreign key relationships, etc.) go.  What we do store in the lease record is the start date, end date, and how the lease recurs - monthly, weekly, etc. - and from that, we're able to calculate at any time what your due dates for payments are.  When you collect a payment, we show the list of due dates at that time, based on the current settings for the lease.  So you save a payment, and it gets flagged for a specific due date.

 

The trouble arises, however, when you make a change to the lease that might break due dates.  If you're just extending time to a lease, you're essentially just adding due dates - so in this case, you're right - no payments need to be moved at all.  If you're radically changing the terms of the lease however, some of the existing payments might point to due dates that no longer exist - basically they've been orphaned.

 

So what we try to do is say "hey, looks like you've changed the lease - do you need to move some existing payments to point to new due dates?" - just to keep things straight in your data.  The system isn't (yet anyways) smart enough to know that your changes might not have been a big deal, or that you're not altering any past due dates, only adding new ones - that's something that could be improved upon to minimize the occurrence of that popup appearing - because I do admit, it is sort of disconcerting to see that "hey, your data might be messed up" - when 95% of the time that's not the case. 

 

Short Answer: most of the time this popup will not be applicable - usually you'd only need it if you're drastically changing the terms and dates on the lease, not when you're extending it.  If you're doing that though (changing the lease significantly), we'd recommend closing/deleting the lease and creating a new one for that tenant and property - it's probably less hassle, and keeps everything cleaner from a data perspective anyways.

 

Thanks to Jason for being a great customer and a smart, eager user of 123Landlord - keep the questions and kind feedback coming!


New Email Setting plus Payments Due Date Range Filtering

We've just added the following improvements to 123Landlord:

  • Added the ability to choose which email address (your account or your company billing acct) is used as the From email address when emailing tenants in the system.
  • Added the ability to filter Payments Due by preset date ranges (This Month, Last Month, This Week, Last Week, Last 90 Days, Current Year to Date)

Enjoy!


New Updates & Fixes

Instead of new features this month, we've focused on a few updates and fixes.  Here's a quick summary - if you'd like more information about any of these, please let us know!

  • Fixed a bug where the Vacant Properties list (when printed) was titled "Leased Properties".
  • Improved & simplified the file upload process across the entire system.  Multiple files are now handled better.
  • Enhanced the email sending capability in the system to make email delivery more timely and reliable.
  • Fixed a bug that was causing the 'quick pay' method of collecting payments to ignore the specified payment method (cash, check, etc.) and substitute with the user's default setting.

Hide Payments Due on a Lease-by-Lease Basis

Often your payments due list gets cluttered with lots of charges that you may want to postpone receiving payment on, or ignore altogether.  Many of our users have requested a way to clean up this noise and choose which leases show payments due and which shouldn't.

Now, we've added a feature to do just that.  Now when you view your 'Payments Due' list, you'll see a small "Hide Lease" button under each set of payments due:

Note that your payments due list must be set to group/sort by Tenant & Period, or by Tenant name to view these buttons.

Clicking the "Hide Lease" button will hide all payments due (now and in the future) from that particular lease, until you unhide them.

You'll see a link at the top of the payments due list that indicates "1 lease is hidden from the payments due list. Click to unhide them." - clicking this link will restore ALL leases that are currently hidden.  There currently isn't a way to unhide just one, or a few.

 


Auto-Collecting Multiple Payments At Once - Finally!

Up until now, you could always collect payments a few different ways (the "quick collect" method, by expanding the rows of the payments due screen entering your payment info and clicking Post, or selecting Payments -> Collect Payment from the top toolbar, etc.) but you could really only collect one payment at a time.  Now, we're offering a way to automatically collect multiple payments with one process!

Here's how it's done.  Select the Payments toolbar, and choose Payments Due.  You'll see the familiar list of outstanding payments.

We've added a new button to the toolbar, which we're calling the "MultiPay" button:

Before you click it, though, you'll need to specify which payments you're collecting.  To do so, just check the box next to the payments you wish to auto-collect:


If you need to make adjustments the payments, click a payment row to expand it. You can override the payment amount, the received date, payment method, etc. just as you would do so if you were collecting a single payment.  If you want to enter a check # or comment about the payment, this is where you do it.

If you don't need to make any adjustments to the payments before you collect them, and wish to collect the full amounts, and for a received date of today, then you don't need to do anything further - just click the Multi-Pay button above.

When you click the Multipay button a warning message appears:

Click OK to continue, and the auto-save process will commence.  When complete, a message will appear:

And that's it - you're done!  The payments will be automatically collected, and (if applicable) an income accounting entry will be recorded for each payment.  If the payments have been collected in full, they will of course clear from the payments due list.  All payments will be recorded in the payment history tab.



Customize Number of Days Before Default Due Date Moves Ahead

On the "Collect Rent" screens, you may have noticed that when you're collecting a payment, the system preselects the due date that is the most appropriate depending on what the current date is.  For example, if you had a lease that had due dates of Jan 1, Feb 1, March 1, and April 1, and today was March 10th, normally the system would select April 1st as the next due date to collect rent for, since March 1 has passed.

However, some of you have indicated that you often wait a few days before entering your payments, because you want to make sure checks clear, EFT's go through, etc.  So by the time you go into the system on March 10, the system is already selecting April 1, so you have to change this back to March 1 to collect the payment.  This is an extra step that takes a bit longer to perform, especially if you have lots of payments to enter.

Now, you can adjust this behavior.  In Settings, there is a new option called "Switch to Next Due Date", which allows you to specify the number of days to wait before the system will select the next due date.

For example, if you specify 15 days, the system will not start selecting April 1 until March 15.

Keep in mind that this only affects the pre-selected due date - you are of course free to change the due date to anything to allow you to collect the payment for the period you want.  This does not force you to collect your payments at any specific time, or change anything in the system other than saving you a little time in changing the selected value for the period due date.



Custom Date Range Option for Select Reports

In addition to the preset date ranges (last week, this week, last month, etc.) we've just added the ability to run select reports for a custom date range, determined by the start and end date of your choosing.

Currently this is applicable to the following reports:

- All Accounting Reports

- Payment History

- All Work Order Reports

Simply select "Custom Date Range" and then the "start" and "end" date selectors appear - select a valid date range and click the link to run the report.



Run Reports for All Owners

A lot of our users work with multiple owners and, as you know, you have to switch between owners when you're entering and viewing data.  Often though, you want to view your reports across all of your owners.  For example, it would be useful to be able to view all your payment history for all owners, grouped and totalled by owner.

And now, with this latest update to 123Landlord, you can do just that!  Here's how:

When you run a report (the Payment History report, for example) you'll see a new checkbox labeled "Run for all owners".  Check this box and click Run Report - and the report will now show an owner column. TIP: for best results, make sure you also group the report by the owner column, to be able to roll the data up by owner and (if applicable) show totals by owner.  To do so, just select the Owner field from the 'group by' drop down box and run the report again.  The owner column will then not be displayed, but it will move to left side of the report, underlined, grouping the report with a section for each owner.

Your preference (the "run for all owners" checkbox) will be remembered for the next report you run.

Keep in mind that, for some reports, the owner field will not be applicable and the "run for all owners" may not have any effect.

Also remember that, for users that are restricted to seeing one owner only, this option will not be available.


Advanced Property Search, Row Highlighting, Tenant Detail report

 

We've just added some improvements to 123Landlord to allow you to search for properties more easily, as well as organize and prioritize better.

A new button has been added to the Properties list - "Find records by multiple search criteria"

When you click this, you'll see the "Property Finder" window appear:

Here you can perform a search based a range of property attribute criteria.  For example, you can find all vacant properties that have 2 bedrooms, and a property type of 'Apartment LoRise'.  You can mix and match different search criteria, depending on what you select, the system will find results where ALL criteria are met ("AND") or where any of the specified criteria are met ("OR").   The "And" setting is the most restrictive but will really let you pinpoint your search, and the "Or" setting is less restrictive and will let you find more properties if you don't need to be completely specific in your search.

We've also added "Row Highlighting" to the Properties and the Tenants list screens:

Now, when you expand either a tenant or property record's row, you'll see the "Highlight this row with color" button in the expanded panel:

This will display a color palette selector box, where you can select a color to highlight the record row.  When you select one, the screen refreshes and the row is colored accordingly.

You can use whatever coloring system that makes sense for your purposes.  For example, you might want to highlight tenants that have high outstanding balances with a certain color, or perhaps you need a way to quickly identify tenants that you need to schedule a meeting or walk-through with - again, whatever makes sense for you, you can adopt a system of highlighting these rows to suit your needs.

 

Finally, we've also addressed some short-comings with the Tenant Detail report - this has been improved:


Frequent 123Landlord Questions - Locked Out of Account / Server Error

Help! I've been locked out of my account and I can't login - I get a server unhandled exception error

 

Normally this shouldn't be happening, and when it does happen 99% of the time it's related to some invalid date settings on a recent lease you've just saved.

We've had (in a very small number of cases) users email us with this issue, and it's always traced back to an invalid lease setup - we've put measures in place to mitigate most of these, but occasionally a strange case slips past us.

Typically, the problem seems to be one of the following:

- A lease with an end date somehow set to BEFORE the start date.

- A start date of (for example) Jan 30, and an end date of Jan 31 (one day) - this rarely causes a problem but worth noting here.

- Start date of (eg) Jan 30, and an end date of Mar 1st.  However, the "First Payment Due On" date is outside that range, either before Jan 30, or after Mar 1st.  This is a common cause for this issue.

Technically (normally) the system should probably prevent you from selecting a payment date that is after the end of the lease, and should normally prevent a lease with an end date before the start date, but there may be ways that you can unknowingly get the user interface into this bad state - we're still tracking a few of these edge cases down.

Any questions or if you're seeing an error screen either after saving a lease, or after logging in, please let us know and we'll investigate and repair the error, and/or restore access.


Frequent 123Landlord Questions - Discounting Rent

I have couple of questions on how to use 123Landlord. I ran into a situation where we need to discount rent for one month to a tenant in  the amount of $75 and I don't see an option where I can do that for one month in particular instead of going to editing the lease.

 

To discount the rent received for a payment, simply go to Payments (top toolbar) and choose Collect a Payment.
Specify the tenant/property and click Find or select the lease from the list. 

Make sure the right due date is selected in the "For Period" field and enter the amount you're collecting after the discount (eg. if rent normally is $1000, and you're discounting $75, enter in $925)

Then make sure the Flag Period as Full Paid box is checked.  This will accept the payment as discounted, and the system should not expect any more payments for that due date.  Enter other information about the payment as required, and click Save Payment at the bottom of the page.


Frequent 123Landlord questions - Properties vs Buildings

So single family homes are properties, not buildings?

 

Yes - typically in the system most of our users refer to single family homes as properties, and don't use buildings.  We use building to represent the physical structure that might contain more than 1 unit, like a multi-plex, 4-plex, or large apartment building. 

If you own detached homes that have one lease, you probably don't need buildings UNLESS you want an extra higher level of reporting and grouping - sometimes people like to put multiple properties (even if they are homes) in a "building" record called "Group A" for example, then they can run their reporting on group A.  This is more of a hack/workaround then standard way of operating in the system. Up to you.


Frequent 123Landlord questions - Accounting entries

Need an understanding of the Accounting tab. I thought that because I entered a received rent payment it would be shown under the accounting entries section. However, I had to manually enter that information. Is this correct?

 

When collecting rent, you can have an accounting entry auto-created.  You'll have to collect a payment manually (eg. instead of the quicker Pay -> Post button, choose "Advanced Options" link and enter the payment manually) and then down below on the collect rent, specify the account code for the payment and (optionally) late fees.  This choice will be saved and you can then post payments using the quick method and accounting entries will then be created automatically for the amount collected.

 

EDIT: more detailed info about this here:

http://blog.123landlord.com/post/2012/12/19/Where-Are-My-Accounting-Entries.aspx


Frequent 123Landlord questions - moving data between owners

Entered one of my managed properties. I noticed that the "current owner" was set to none so I went to the admin page to create an owner record. At that point all of the "current owner=none" property association was no longer visible. What I'd like to do is move the property and tenant to be associated with the newly created owner record. How is this done. Also, I tested sending an email and wanted to know if the emails are archived against a tenant or property record as I couldn't find the sent email association anywhere. Thanks.

 

To move a property/tenant and all of its corresponding data to a different owner record, open the properties list https://app.123landlord.com/Properties.aspx and click your property's row to expand it.  Then select the "Move this property to a different owner" icon (small, looks like a bluish book with a green arrow).  You can then select the Owner it should be moved to.  Give that a try and let me know how you make out.

With regard to sending email, when you send email to a tenant in the system, the email text gets added as an entry in the tenant's contact history - you can see that by clicking the "Details" button on the Tenant list (https://app.123landlord.com/Tenants.aspx) and then when the details page loads, select the Contact History tab.


Frequent 123Landlord questions - accounting end of year

I had a question, I used to use Landlord Enterprise Pro and at the end of the year when we roll over to a new year the accounting on reports starts all over like from scratch but keeps it logged in the accounting, it's only in the reports it starts over for a new year. I needed to know if this program I'm using on 123landlord does the same thing or does it continoue to show the reports as I need them, basicly does it still show on reports or does it start over with a new year?

 

For the most part the reports use the setting that is applied before you run them.  For example, the Accounting reports usually are set to the current accounting period (or all if you don't have one set up), but you can choose any accounting period.  To make next year the default, you have to change it on the Admin screen.  You can also select a preset date range (current year to date, this/last week/month, etc.) but this also is set to "all" by default.

The only thing might be is that the Accounting Reports might not show "archived" accounting entries.  You can select any accounting entries and move them to a separate "archived" list - this button is at the bottom of the accounting entries list page.  The archived entries likely won't appear on the main accounting reports (at least I don't think they should).

The payment history report is the same way - defaults to "all", but you can select current year only (which in 2012 wouldn't show much).  And the Rent Roll reports use a specific "as of" date that you can select (any date), so that one is certainly independent of the current year.

Nothing specifically resets over in the new year to my knowledge - if you see anything strange in the new year let us know and we'll correct anything that needs to be tweaked.

Frequent 123Landlord questions- data security

Hi, Found your web site and I'm interested in trying out a web based property management product like your. I see your indication that the data is backed up, but I'm not clear on how it is protected from unauthorized access. Am I the only one with the encryption key for my data, or does anyone with access to the service have access to the data? What else can you tell me about the security of the privacy information (e.g., tenants names, addresses, phone numbers, children, etc..) Also, can the service be paid for through Pay Pal, or do you need a credit card to bill directly to?

 

The data is housed securely at a data center hosted by Rackspace, which is a world class US-based hosting and infrastructure provider for software as a service applications like 123Landlord.

Daily backups are done on the database.  When you sign up for an account, you select a username and a password, just like any site which requires membership.  Your password is encrypted using a "one-way" encryption algorithm; this essentially means that no one can view or retrieve your password in human readable form - even we cannot view it or retrieve it for you - we can only allow you to reset it.  No other users on the system can see your data - all users are limited to their own data.

You can create additional accounts for your staff or assistants etc - this is your own choice and how they use your data is your responsibility.  You can set up specific permissions for your users if you need to - users can have admin access, view-only permissions, etc.

You can view and use the site in secure SSL mode (https) or non-secure (http) mode.  The default setting is secure.  This means the site will use the same 128-bit security that all online banking sites use to encrypt data over the wire as it transmits between our servers and your computer.  This ensures no one can intercept any data about any of your tenants, properties, etc.

I believe that Paypal is accepted by our payment processor, Plimus, yes.  The service is a subscription, so you'll still need a valid credit card linked to the Paypal account.  Each month your Paypal account will be billed, and ultimately the card - if the card expires or the transaction comes back invalid, you'll be able to rectify the situation before the account is cancelled.

Hopefully this answers your questions and alleviates some of your concerns about data privacy and security.  If there's anything else I can assist with please let me know.


Frequent 123Landlord questions- catching up back rent

Hello Sometimes, when our tenants get behind in rent, they make one larger payment later on to catch up. I've found that if I enter this payment amount in the month that it is paid, that the other payments (that they were behind on) still look as though they are due. I like to put the payments under the actual month they were paid so I can keep track of what tenants are doing, but don't like that it still looks like the previous payments are still due. Please let me know if you have any ideas on this as I currently can't use the invoice function if I continue doing it this way.

 

The best way to do this would be to apply portions of the amounts into each month as appropriate.

So if your tenant's rent is $500 per month and they are behind $1500 dollars, you would apply $500 to October, November, and December, for example.  You can still have the "received date" as today, just the period due date is set to each month.  This ensures that all the due dates show up as 'paid'.

Another way to do this (if you don't want to do it this way) is to go into the Lease Edit screen (select a leasing tenant row to expand it, and find the 'make changes to this lease' icon button) - you can edit the payment schedule manually.  By setting one due date to require $1500 (using the same example), and the other two due dates to require $0, you should be able to put everything into the one due date, and the system will no longer consider the other two due. 

If you do this make sure you scroll up afterward and click Save Lease to save these changes.

Keep in mind that this isn't the normal way to do this - most of our users just apply the payments into each due date, starting with the most due (i.e October) and working forward, paying off as much of the arrears as they can.


Search Improved to Include Secondary Tenants

We've just added some improvements to 123Landlord to allow you to search more easily for Secondary Tenants.

A lot of times, you receive checks from tenants who are technically on the lease (or even just an occupant or roommate) - but 123Landlord lets you put only one tenant in as "primary" leaseholder.  So it used to be hard to find the right lease or tenant record in the system, unless you already knew the primary tenant for that property.

Now, we've added better support for searching for these secondary tenants.  On the following list tabs you can search by secondary tenant name:

  • Tenants (Leasing & Expired tab)
  • Payment History & Archived Payment History
  • Payments Due
  • Accounting Entries & Archived Accounting Entries
  • Collect Payment page (searching for a tenant or property)
  • Global Search (at the very top of any screen)

Start typing a secondary tenant name, and a search suggestion appears for him or her.  You'll notice that a plus symbol (+) appears in front of the secondary tenant (in this case Mike Jarvis), and the primary tenant (Dan James) is shown also for reference:

When you select the suggestion, the primary tenant record is pulled up - everything in the system drives off this primary tenant being linked to the lease, so this is assumed to be information you're looking for, since the secondary tenant you'll looking for is linked to the primary tenant.

 

Hopefully this improvement will help you find tenants (who are not the primary leaseholder) a little easier!


Better Support for Utility and Other Payments with New Manual Charges Feature

Up until now, you could create other charges that weren't either rent or late fees in two ways.  Either you could create an "Other Charge" on the lease that was due each time rent was due (eg. Garage Fee or Parking Fee), or you could add one that was due at the start of the lease (or the end of the lease) - a fixed one time charge.

The problem with the recurring (and more so) the fixed charges was that you had to specify the amount for the charge when you were setting it up on the lease.  This is great for things were you know what the payment should be, but not useful for instances where you don't know in advance what the tenant is going to owe - like utility bills and other variable charges, and even less useful for when you don't know the exact date it's going to be due.

Now, we've added something called "Manual Charges" - these are just like the "Other Charges" and are even accessed in the "Other Charges" panel of the lease edit screen, but with a twist - you can specify a manual due date for when the amount is due, and the amount.

So now, whenever you receive a utility bill for a property that the tenant would normally pay, just enter the charge into the lease edit --> Other Charges tab like this:

Select the payment type under "Description", enter the amount due on the bill, and select "Once, on a specific date".  Then, specify the exact date the charge is due.  Click "Add" and don't forget to Save the Lease near the top of the page.

Any charges you add here will appear on the Payments Due screen as manual charges:

The small icon next to payment type indicates this is a one-time manual charge, as opposed to Rent and Late Fees, or other fixed or recurring charges.  You can add as many of these charges as required, as they happen, as you receive them.

Paying these charges is the same - just click Pay on the payment screen and click the Post button to use the quick pay method, or select "More Payment Options" (or Payments --> Collect a Payment in the main top of screen toolbar) to control more options about the payment.

These charges can be invoiced and receipts can be generated in the same way as any other charge, just check the box next to them, and click Generate Invoice (or Receipt if you're on the payment history tab).

Happy Holidays!