News – June 2017

Hello to all our customers! A brief update on changes we have recently made to SmartPropertyManager.com:

Customisable home page

Following on from recent improvements to the general look and feel of the web site, we have now added the ability to customise the appearance of the home page in a number of ways.

The following screenshot shows the various ways in which the home page can be customised. Read on for more details.

2017-home-page-customization

[Tip: click image to enlarge]

Walking through each of the allowable customisations:

  • Show or hide the side bar by clicking on the horizontal bars icon in the top-left corner of the page.
  • Collapse or expand individual panels by clicking on the minus/plus icon in the top-right of each panel.
  • Show or hide panels by accessing the Customise Home Page dialog from the page settings sub-menu in the top-right hand corner of the page.
  • Re-arrange the location of panels by dragging and dropping them into the desired location on the home page.
  • Customise the content of individual panels by clicking on the cog icon in the top-right hand corner of the panel.

The web site will conveniently remember your customisations and reapply them the next time you access the home page.

Single downloadable help manual

The help manual can now be viewed as a full single page. To access it, go to any help page, go to the contents and then scroll to the bottom – as shown in the following screenshot:

2017-help-single-page

[Tip: click image to enlarge]

Useful hint: Many modern browsers support printing to PDF so you can go to the single page view and then print to PDF to get an easily downloadable PDF file containing all SmartPropertyManager’s help content.

Improved support for new internet domains

SmartPropertyManager.com now recognises and allows use of email addresses in new top-level internet domains, e.g. @business, @realtor, @property.

Additional Improvements

  • We’ve made some changes under the covers to minimise the amount of content that needs to be generated which means that most pages now display more quickly than before.
  • A few tweaks have been made to make printable page views print more visually appealing and simpler.
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News – January 2017

Happy New Year to all our customers! A brief update on a few changes we have recently made to the web site:

Refreshed Look and Feel

As most customers have already noticed, we have refreshed the look and feel of the application to make it look more modern and to also make it easier to use on touch screen devices such as tablets. See the screenshot below for a flavour of the new look.

201701-home

 

A couple of notes:

  • You can switch back to the previous classic look using the link called ‘Use the classic theme’ on the left hand side of the home page. However, please be aware that the classic theme will be permanently removed in the near future.
  • Additional changes are lined up later this spring to continue improving the look and usability of the web site.

If there are additional look and feel changes you think we can make or if there is something that is making it difficult to use the new look then please let us know through the regular contact page.

Smarter defaulting when entering transactions

The system now performs smarter defaulting when entering new transaction records. When the supplier is selected for expenditure records, the system will default the transaction category, the tax category and the VAT rate to the values last used for that supplier.

You can switch this behaviour on or off through your preferences in user settings.

 

Uploading of attachments using drag and drop

There are now two ways to upload new attachments in the Add Attachment dialog as shown in the screenshot below:

  1. Click on the Choose button to display your native operating system file chooser and select one or more files to upload.
  2. Find the files using the regular Windows explorer (or equivalent for other platforms) and drag and drop the files into the Add Attachment dialog.

 

201701-add-attachment

News – August 2016

This update introduces a number of improvements to the collaboration features of the system.

Alerting Improvements

A couple of improvements have been made to the way in which alerts work:

  • It is now possible for an alert to trigger an email as well as tasks or calendar events.
  • It is also possible to control the number of days the system goes looking for future calendar events. The default is 30 days, but this can now be set up to 90 days.

See the following screenshot for the new options:

Alert Control Dialog

Email & Export Improvements

We have tweaked the user interface to make it easier to export and email reports. The Actions section on the left-hand side of the page now contains direct links for exporting or emailing to the supported formats (Excel, Microsoft Word, PDF) as shown in the following screenshot:

export-email-links

 

This makes it much easier and more intuitive to find and use export or emailing functions.

Improved Emailing Capabilities

The email dialog has been improved with a number of new features:

  • Ability to specify multiple email addresses in each of the fields. Just use a semicolon or a comma to separate the entries.
  • Addition of a bcc field so you can now privately copy the email onto certain email addresses.
  • Smarter auto-complete – the system now suggests additional email addresses as candidates for the To field.

The following screenshot summarizes the additional capabilities:

email-dialog

News – April 2016

 VAT Support

It is now possible to enable tracking of VAT for those customers who are VAT-registered. When VAT tracking is turned on, it will provide the following additional features:
  • Recording of VAT with income and expenditure transactions
  • Recording of VAT with tenancy charges
  • Recording of VAT with management fees
  • Reporting of VAT on statements

This feature has actually been available to a restricted set of customers for a while, but is now enabled for general use.

Enabling VAT Support

You can use the VAT tab of the company profile dialog to enable VAT tracking as shown in the following screenshot:

company-profile-dialog

Recording VAT

Once VAT tracking is enabled then you will see additional fields for recording of VAT in various parts of the system. For example, the following screenshot shows the additional fields when recording an income transaction:

income-dialog

A few notes:

  • You can control whether or not the specific income record is subject to VAT. The same approach applies to other parts of the system where VAT can now be recorded.
  • If VAT is enabled for transaction records, then the following additional fields are displayed: Net Amount, VAT Rate, VAT Amount
  • In this specific example, the management fee for an income record also has an additional option to control whether or not to apply VAT to the fee.

VAT on Statements

You can then report the recorded VAT elements on statements. The following example shows the additional VAT information on a landlord statement once VAT tracking has been enabled:

landlord-statement

Improved display of overdue charges on home page

The Tenancies pane on the home page is used to show details of active tenancies. When it is set to display overdue tenancies it by default only displays details of the first overdue charge for the tenancy. We have now added a new option to make the Tenancies pane show details of all overdue charges.

The following screenshot shows how to access the options for the Tenancies pane and what is displayed when a tenancy has multiple overdue charges.

rent-next-due-charges

In this example, enabling all overdue charges shows two rows for the tenant – one for the rent due and another for the deposit.

Usability Improvements

A number of tweaks have been made to different parts of the system to make them a little easier to use:

  • When entering transactions the system now displays a warning if the auto-allocation of financial period does not find one that naturally covers the date of the transaction.
  • A number of new internet domains have been introduced so we’ve enhanced the system so we can recognize them in email addresses and links.

News – October 2015

Improved Support for Landlord Statements

It is now possible to create and manage statements for landlords in a more intuitive manner. If your business is an agency or you are managing property on behalf of other landlords then you can now use the especially designed Landlord Statement page to create, manage and produce landlord statements showing monies due between your business and the landlords you are managing. At the core of this is an extension of the financial model to allow for separate tracking of account transactions versus regular transactions. For example, as an agency you can now:

  • Track a rent payment from a tenant to a landlord separately to the actual payment from the tenant to one of your client fund accounts.
  • Record payment of funds from your client fund accounts to the landlord in order to pass on the rent income you have collected on their behalf (less any fees and expenditure).
  • Record transfer of funds from your client fund accounts to your business accounts in order to collect the management fees you have charged.
  • Produce a statement to show your financial position with respect to a client landlord.

Enabling Account Tracking

To enable the extra features, log in, click on the Admin link at the top of the page and access your Company Profile. The Cash and Bank Accounts tab allows you to control the new features as shown in the following screenshot:

Company profile dialog

Viewing Landlord Statements

To access the new Landlord Statement functionality, from the Landlords page, click on the name of a landlord to view their statement page as shown in the following screenshot:

Landlords page

This will navigate to the statement page as shown here:

201511-landlord-statement

A few highlights:

  • The summary section at the top automatically calculates your financial position with respect to the landlord, taking into account rent income received, expenditure and fees and any payments previously made to the landlord’s accounts.
  • The landlord statement clearly separates regular transactions (rent income, expenditure, etc.) from account transactions.
  • Use the links on the left-hand side of the page to export or email landlord statements.
  • The system automatically calculates the opening balance for each statement. However, if required, opening balances can be overridden on a per-Landlord or per-statement basis.

Recording Account Transactions as part of Regular Transactions

When account tracking has been enabled you will see two new fields on the Income and Expenditure dialogs to allow specification of the source and target bank/cash accounts for the transaction as shown in the following screenshot:

Income dialog

Recording Additional Account Transactions

It is possible to explicitly record Account Transactions directly from the statement page for a landlord using the link called Record Account Transaction on the left-hand side of the landlord statement page. Examples of where this is useful:

  • Recording a payment of rent income due to a landlord (less fees and expenditure).
  • Recording a payment of management fees earned to your business.
  • Recording a transfer of funds across accounts.

The following screenshot shows the new Account Transaction Dialog:

Account transaction dialog

Learn More

For more information refer to the Landlords topic in the online help system. Alternatively you can contact us for further information.

 

News – May 2015

Tenant Archiving

It is now possible to archive tenants so they do not appear by default on the list of tenancies. You can control whether or not a tenancy record is archived using the new field on the tenancy dialog as shown here:

Tenancy Dialog
[Tip: click image to enlarge]

Archived tenancies are not included in the list of open tenancies on the home page. In addition, they are not shown by default on the tenancies page. If you do have archived tenancies then an additional control is shown at the top of the list of tenancies to also show them, as shown in the following screenshot:

Tenancies Page
[Tip: click image to enlarge]

Export to Excel for Open Tenancies on Home Page

It is now possible to download an Excel export of the list of open tenancies on the home page. See the following screenshot:

Home Page Export Tenancies to Excel
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This will export all the tenancies displayed in the Open Tenancies list into an Excel file.

Usability Improvements

A number of tweaks have been made to different parts of the system to make them a little easier to use:

  • When recording management items, a warning is now displayed if the reminder date is not in the future.
  • When creating custom document templates, better warning messages are displayed for incorrectly specified embedded fields.
  • The tax worksheet now displays more quickly when there are a large number of records.

News – September 2014

Smarter Email Support for Documents

The document management system now includes two new improvements:

  • More intelligent defaulting of the recipient email when emailing documents – for example, when generating a document for a tenancy, the email id defaults to the tenant’s email.
  • A smarter auto-completing list of values when typing an email id.

Improvements to Properties map

The first change is that we have made a couple of tweaks to the way the map is displayed on the Properties page so it displays more quickly.

The second change is the ability to override the address used to display a property unit on the map. The following screenshot shows the new fields within the property unit dialog:

properties-map-address-override
[Tip: click image to enlarge]

Additional Improvements

  • It should now be easier to troubleshoot problems when creating or editing custom document templates.
  • Internally we have made a number of changes to the way in which we store and manage information. This should help make the system more responsive and performant.