THE CURRENT VERSION IS TENANT FILE 8
Version 7 Release
Tenant File Version 7 was a major release with hundreds of new features and improvements. For detailed information on the Tenant File 7 features, please visit this page.
Version 6.0 Release
New Tabbed Interface - New improved screen allows you to quickly update your information and transactions. Changes can be made immediately without having to 'edit' and 'save' because your changes are saved automatically. The tree can be toggled on and off allowing for quick access to your Owners and Tenants.
Automatically display a default image for each property, and unlimited images for each rental unit.
Owner Payment Screen - Pay one or all of your Owners in seconds. Show all rental Unit balances for each Owner, and click on ' Create Checks' to pay. Now you can also write checks to Owners based on the percentage of Ownership.
New Transaction Finder function allows you to quickly locate or delete transactions, using a number of search options!
CAM (common area maintenance) feature - With the new flexible CAM charge feature, you can post charges based on lease square footage, total square footage, divide the costs evenly and more.
You can opt to change the CAM charges to just the Tenants of one Owner, one Property, or individual Tenants. You can use any account category in the Tenant File, and charge to Owners, Properties, or individual Units and Tenants. Saves hours of time calculating, allocating and posting fees to your Tenants.
Unlimited Images stored with every rental unit - Now, you can have any number of images, such as Tenant photos, Tenant autos, interior and exterior photos, property condition photos, or advertising photos and documents stored for each of your rental units. It is easy to insert the images or to set the default image that will show each time the rental property is accessed. The image is resized for you, and can be show full size and printed. The Tenant File features section is the easy way to always keep your information on interior and exterior features handy and organized.
New Check/Deposit Screen - It is easier than ever to create checks in the Tenant File. One check can be posted to any Owner Ledger, Property Ledger, Tenant Ledger, or Unit Ledger.
New Check Reconciliation Screen - The new bank reconciliation screen makes it easy to clear pending checks with a click or to clear all check at once. As each check is cleared, your balance is updated until you are in balance with your bank statement. Plus, there is a new Check Reconciliation report that you can print to keep a record of your reconciliation history.
New Easy Setup Screen - for faster setup of Owners, Properties, Units and Tenants. Especially helpful for redundant information such as apartment buildings.
Added Features: There is now one place where you can set all of your 'default' account options. These work throughout the program. For example, you can set the 'Rent Received' account to always use the same remark, including the current month, for example: Proceeds for (current month).
Expanded field sizes for Owner Last Name (from 30 to 60), Rental Unit (from 30 to 60), and Tenant Last Name (from 30 to 60).
Handwritten checks can now be posted as 'split checks' allowing you to create one check and post to any Owner, Property, Unit, or Tenant Ledger.
The Unit Number field has been changed to 'Unit ID' allowing for custom sort options, such as in the User Defined Report.
Automatic post Rent Charges now allows you to specify a due date for posting. Also, there is an option for the Tenant File to automatically charge rent each day without user interaction.
Added Include/Exclude feature to the Report Menu, so that you can hide reports that you don't use, making report selection easier and faster.
Added the ability to export any report in the Report Menu to PDF format in addition to all of the other formats already available.
Added sort option to the Check Printing screen, so that you can print checks in Date Order, Payee Name Order, Check Amount Order, or Entry Date Order.
Added another check style to check setup for a check style which is commonly used for Quicken compatible checks.
Check Register can now be sorted by clicking on the column header for each column. Now, you can sort by Check Date, Check
Number, Payee Name, Remark, Invoice, and Check Amount.
Check stub now printed detailed information on both check stubs. Previous versions of the Tenant File printed on one of the stubs only.
Added a new Tenant 2 choice to the 'Find' button in the ledgers, so that you can find a ledger by the second Tenant name in the Tenant Information.
Added the ability to customize the name of the labels for Recurring Fields 1, 2, and 3, plus the labels for Escrow 1, 2, and 3. This show the new label in Ledger and Automatic Posting.
Owner, Property, Unit, and Tenant Information fields now do not require you to click 'Edit' and 'Save' any more. Just enter your information and the data is automatically saved.
Labels for all 3 Recurring Fields and Escrow Fields can now be customized to display any label name. This label shows on the Unit Information Screen and the Automatic Posting Screen.
Unit Number field has been re-labeled to Unit ID field to clarify it's purpose. The Unit ID field is a user-entered freeform field that can be used for identification, such as a city Code, state, id number or whatever you want.
New Reports: Ledger Balances (Detail by Date Range):Similar to the Ledger Balances (Current Report), this report allows for you to enter a date range and shows every detailed transaction in the date range.
Ledger Balances (Summary by Date Range):Similar to the Ledger Balances (Current Report), this report allows for you to enter a date range and shows a summary of transactions in the date range.
Owner Statement Detail (by Property):Similar to the Owner Statement Detail, but is oriented by Property Name instead of Owner Name. Unit Income/Expense Listing: Displays Owners, Properties, and Rental Units and for each Rental Unit shows Current Tenant, Payment, Income, Expenses, and Net for the date range requested. Property I/E
Listing: Displays Owners and Properties and for each Property shows total Income, Expenses, and Net for the date range requested.
Check Reconciliation - Cleared Detail: Displays all Cleared Checks and Deposits within a date range for any bank account showing Check Detail, Payee , split transactions and totals.
Check Reconciliation - Pending Checks: Displays all Pending Checks and Deposits within a date range for any bank account showing Check Detail, Payee , split transactions and totals.
Check Reconciliation - Summary: Displays a summary showing Cleared Transactions, Bank Balances, Pending Transactions, and the Current Register Balance.
New Services (additional fees required)
DirectPAY ACH Services - Now, the Tenant File can support ACH transactions, so that you can receive you tenant's rent through direct bank draft, eChecks, Credit Cards, or on-line payment. This requires setup with the ACH processor.
Tenant Screening Services - Run your tenants screening from the Tenant File menu. We have a specially negotiated rate for Tenant File customers for your tenant screening needs.
Version 5.6 Release
This Tenant File update was released April 2, 2005. Here are the
major features and improvements:
New Navigation
Tree for searching - Now you can
choose to show a handy navigation tree to the left of your Owner, Property,
Unit, and Tenant Information. Quickly find the information you are looking for
by clicking on the tree. You can work with the tree open or closed, or you can
shrink the tree to show an Owner listing only. You have the option to always
show the tree upon opening the Tenant File Activities section, or you can keep
it closed until needed.
New and Improved Report Menu - Completely redesigned for ease of use and new
features. The Report Menu now is sub-grouped into main categories for quicker
access. Each report now has a
Report Description and a Sample Report so you know what the report will look
like. All report settings can be saved individually.
Charge your Tenant's monthly rent with one click
- Now, as part of the 'Post Rent'
feature, you can choose to easily 'Charge Rent to Tenants' or 'Post Rent Income'
in seconds. No more need to set up your choices through the Automatic Posting
menu. All of your Tenant Ledgers will be updated automatically with the current
rent charge.
The Transaction 'Remark' field expanded - We listened to users who wanted to be
able to enter more information into the 'remark' field for each transaction. Now
you can enter up to 60 characters for each transaction - 3 times as much
information as before! All reports have been adjusted to accommodate the larger
remark field.
Web support accessed from within the Tenant File - Now you can access the Internet Tenant File technical support
page by clicking on an option from the 'Help Menu' within the program. Find
Common Questions and Answers, hints, tips, and problem solving and the latest
notices from the Tenant File. Note:Your browser must support Microsoft MAPI for email functions.
Tenant File background colors can be selected by
user - Now you
can change the background color of the Tenant File to suite your tastes! Choose
from one of 9 different background colors instantly.
Easily add Bank Charges and Credits - From within the Check Register, you
can now add Bank Charges and Credits of any kind. Use this to add starting bank
balances, direct deposits, service charges and more.
Improvements for
Checks and Check Reconciliation - Check reconciliation is now easier with the addition of a 'clear all' checkbox.
Now you can clear all pending checks and deposits in the register with one
button.
The reconciliation window has been redesigned and now remembers the last
statement date and bank balance.
The Tenant File now remembers the last check number printed when printing
checks on any bank account.
Clearing individual checks is easy by just using your down arrow and
pressing 'C' for each cleared check.
Emailing
Tenants, Owners, or Vendors with ease - With the Tenant File Version 5.6, you can
easily send email from within the program. While in the information area for any
Owner, Property, Unit, Tenant, or Vendor, simply click on the 'Send Email'
button to send an individual email. Or, under the Miscellaneous Menu, choose
'Easy Email' and send email to selected groups. Choose email field 1, email
field 2, or both. Create email groups for specific mailings. You can even save
all emails sent to groups and save them for later use. Note:
Your browser must support Microsoft MAPI for email functions.
Other improvements and
changes in Tenant File Version 5.6:
Added
Check/Deposit field and Remark field to Easy Post screen
Check/Deposit numbers can now be changed in the Check Register
Added 'clear all' option to Check Register screen for pending checks and
deposits
User Defined Report now shows more information, wrapping text to the next line
if needed
User Defined Report now has 'Show Notes' option for Owners, Properties, Units
or Tenants
Check printing now remembers the last check number used in last printing
Improved screen design for better display in Windows XP
Improved error checking in the File Maintenance area
Added Statistics (Owner) report to show statistics for individual Owners
Added Owner Checks report to show all checks written for individual Owners
plus many more improvement …
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Version 5.5 Release
This Tenant File update was released April 30, 2003. Here
are the major features and improvements:
New, Convenient shortcut buttons on the Main Menu – jump quickly to the part of the Tenant File you use the most.
Just click on any button to create backups, write checks, post rents, and
other common activities.
Export
to QuickBooks - Now the Tenant File
can export checks to BOTH Quicken and QuickBooks.
Just enter the starting
and ending dates for the checks to export, and the Tenant File will create
an export file specifically formatted for Quicken or QuickBooks.
Charge
Late Fees Automatically - With
the new global Tenant File Late Fee abilities, you can charge nearly any
type of late fee automatically. Just enter the method you use and the
Tenant File will remember it. Handles fixed charges, daily charges,
percentages, maximum and minimum charges, and grace periods.
All
New Feature Search System - Have you ever wanted to look
for all available units with certain features? Now you can. Just enter the
features you are looking for, and let the Tenant File do the work. The all new Feature Search System is an easy way to find the perfect
rental for your prospective clients. Just enter up to 5 different search
features and get the info you want instantly!
Quickly Increase your Rent - Now,
the Tenant File can save you even more time by increasing your rents
automatically. You can select any Owner, Property, Unit, or Tenant (or all) and
have the Tenant File do the update.
Total Your Checks before You Print - Now, as you select the checks you want to print, the total is
displayed. This will help you
determine which checks to print now and which ones to hold.
See Balances when Writing Checks - When creating a check, the Tenant
File will calculate the total Owner's balance plus all related Property and Unit
balances for you. Now, you can make sure the check amount you are writing is
available to be paid!
Keep you last bank balance handy - Now, as part of the check reconciliation, the Tenant File
will remember your last bank ending balance from the previous statement. No more
searching for old statements!
Print
your Check Register Screen quickly - Now you can quickly print out whatever
you have on the screen in the Tenant File Check Register - Deposits, Entered
Checks, Printed Checks, or whatever you want. This will be a valuable assistance
in reconciling your checkbook. Can be run for all checks and deposits between
any 2 dates.
Write
SPLIT checks to Owners or Properties - Now, you can create 'split' checks (one check for multiple
items) for Owners and Properties, as well as Units and Tenants. The ability to
do this has been requested by our users, and we listened!
New
Reports - We've
added two new Unit Income/Expense Statements to show all Income and Expenses by
Account Category between any two dates.
Plus,
there are many other improvements in ease of use and efficiency! |
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Version 5.4 Release
This Tenant File update was released November 1, 2001. Here
are the major features and improvements:
Reminder System – the all new Reminder System is terrific for
helping to remember those 'To Do' tasks, such as meetings, renewals, rent
increases, birthdays, and much more! It also includes an 'Event' reminder to log
important occasions that have taken place. But it doesn't stop there! You can be
reminded of Tenant Balances due, Leases that are going to expire, Owner Payments
due to you, and Payments due to the Owners. You can enter a reminder from any
Owner, Property, Vendor, Unit, or Tenant. The excellent Tenant File Reminder
System will display your choice of reminders whenever you enter the program.
Report Searches – now any report in the Tenant File can be searched
for information. This handy feature can quickly search a set of reports for
items such as Check Numbers, Tenant Names, Addresses, Remarks, Invoice Numbers,
Dates - anything! Simply type in what your are looking for and click on the
binocular icon. The program will find all matches in any of the reports you
display.
Easy Post - the Tenant File 'Easy Post' feature makes it even
easier to post rental income. Shown in a chart format, the Tenant File
will show all rent and calculate management fees, so that both can be
posted at the same time. You are even able to create a deposit or check
for all postings. Never has it been so easy!
Print Checks easier! - the check printing screen can now be
accessed directly from the check entry screen for easier and faster check
printing.
Send Your Reports via Email! - now, from within the Tenant File, you
can email the report you are working on to anyone. Send statements to Owners,
Vendors, or Tenants. Every report can be sent immediately in RTF (Rich Text
Format) or as a Word Document attachment. An email windows pops up and
allows for immediate transmission.
There have been many other smaller improvements and corrections made
to the Tenant File in version 5.4. |
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Version 5.3 Release
This Tenant File update was released November 10, 2000. Here
are the major features and improvements:
Multiple Checking Accounts – now you can maintain your main
Property Management Bank Account, plus two other separate bank accounts.
You can use these two extra bank accounts to maintain your security
deposits or escrow accounts. Full bank and account information is
kept for each separate bank account.
HTML Report Export - now all reports can be exported to HTML for
posting to the Internet. You can also save your reports in MS-Word format,
Excel format, or various text formats.
Email Listing - the Tenant File will search your files for all
email address for your Owners, Tenants, or Vendors and consolidate them
for you in a single string. You can then 'cut and paste' the list into any
email and do a mass email to all recipients at once!
Owner Income/Expense Reports - these two excellent reports will
consolidate all of the Income and Expense transactions for each Owner and
print them in an easy to understand Income/Expense format - either
detailed or summarized on one page.
Owner Month to Date/Year to Date Report - prints in column
format, with the first column being Month to Date (or any time period),
and the second column being Year to Date.
Copy / Restore Improvements - the Tenant File Copy/Restore
feature can now save you data to any folder or drive, instead on just your
diskette drives. This will enable you to save your data to zip drives,
network drives, or to your own hard disk. |
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Version 5.2 Release
This Tenant File update was released February 17, 2000.
All current users with versions 5.1.32 or lower have been mailed
notices.
New Instant Owner Balance Feature – when you are in any Owner,
Property, Tenant , or Unit Ledger, you will be able to press a key and get
a quick view of all Properties and Units for any Owner, along with current
balances and a grand total.
New Check List Feature– keep track of what you have done during the
month with the new check list feature. Includes information on what to do, how
to do it, and where to find helpful information.
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New Basic Owner Statement – a simplified statement that your Owners
will like. Shows all transactions between any two dates, with a previous
balance, current net, and balance as of the statement date.
New Basic Owner Income/Expense Statement – just like the statement
above, but the account categories are sub-grouped by income and expense account
categories, such as rent received, mgmt fees, etc.
Outstanding Tenant Balances – reports for the Tenants only. There is a
separate one for the Owners.
New ‘How To . . .’ section in the on-line help - Detailed steps on
how to do the basic procedures in the Tenant File, such as charging rent,
posting management fees, owner payments, and more.
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New Account Categories report – a ‘chart of accounts’ currently in
use in the Tenant File.
Check Reconciliation – the Check Register now has a helpful Check
Reconciliation window.
Vendor Labels – now you can print 1 across or 3 across mailing labels
for your Vendors.
Split Check entry – now includes a feature that allows you to start
typing an Account or Unit Address, and the matching entry will be highlighted in
a dropdown box for selection by your mouse or ‘enter’ key.
User Defined Report – now includes the ability to limit the range of
items in displayed alphabetically.
Tenant File Links – now checks for any problems with Vendor Links and
Split Check Links.
Data Entry - Added more data entry capture routines. |
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Version 5.1 Release
Check Total – Prints detailed check information
sorted by Payee.
Mailing Labels – Prints mailing labels for Tenants or Owners in a
1-across format for dot matrix or continuous feed printers.
User Defined Report – allows you to create your own report using the
database fields in the Tenant File. This versatile report allows you to sort and
display any of your information in numerous ways. Additionally, you can even
report on transactions for any account category between any two dates.
Owner Statement (Range) – A straight forward easy to read statement
that you can run between any two dates. Includes Starting Balances if within
date range. Only reports on the transactions between the dates you specify.
Owner Statement (Range /w Prev. Balance) - Same as the previous report,
but includes Previous Balances.
Tenant Listing – Added ‘late fee’ field to Tenant Listing.
Account Summary (OPU) – Shows an overall summary of Income/Expense
accounts, but excludes any Tenant Transactions.
Owner Cash Flow (Detail) – A ‘spreadsheet style’ report that is
printed for each Owner, Property and Unit. Shows and totals all income and
expense transactions by account category. Shows individual transactions in each
ledger. Sorted by Owner.
Owner Cash Flow (Summary) – Same as above, but summarizes each account
category. Sorted by Owner.
Property Cash Flow (Detail) – A ‘spreadsheet style’ report that is
printed for each Property and Unit. Shows and totals all income and expense
transactions by account category. Shows individual transactions in each ledger.
Sorted by Property.
Property Cash Flow (Summary) – Same as above, but summarizes each
account category. Sorted by Property.
Trust Report – Lists all transactions posted to all ledgers by date.
Totals are given by month.
Status Report – Displays general statistics on your information, such
as number of Owners, Properties, Units, and Tenants. Also tracks numbers and
percentages of Vacancies, Payment Information, Deposit Information, Recurring
and Escrow Totals, Current Balances, and Leases Expired.
Property Listing – Shows detailed information on each Property and
Unit. Sorted by Property.
Owner Minimum Balance - Added new ‘Owner Minimum Balance’ field to
Owner Information. This can be used to retain a minimum balance in each Unit,
Property, or Owner Ledger.
Check Printing – You can now choose to not print check numbers on
Tenant File checks. Split checks can be written for Tenant Postings in addition
to Unit Postings. Owner and Property info now prints on check stub.
Image Link to Unit – You can now easily link any bitmap image to a Unit
within the Tenant File. Just browse to display the image, the select the address
for linking from a list box.
Checks and Deposits – Now show the Tenant and Unit current balance
while creating a split check or deposit.
Work Order Option – See enclosed information for details on the
excellent new Work Order Program.
Printer Options – You can now change the Windows printer default within
the Tenant File.
Backup System - Now you can back up your data files from within the
Tenant File. Just point and click to copy your files to a diskette. The Tenant
File backup explains the purpose and contents of each data file and is easy to
use.
Other improvements . . .
Now you can export ‘classes’ and limit the account name size if exporting
to Quicken.
Late Fees will not post if the current balance in a ledger is a credit.
You can now limit any automatic postings to specific due dates.
Recurring Fees may now be a percentage, fixed amount, or both.
When making Owner Payments you can now retain a minimum balance.
You can now post Rent Charged, Late Fees, and any other category based on
tenant due date. |
The Latest TENANT FILE Update costs: Only $169.95
for current (7.0+) users ORDER
NOW!
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