*Portfolio Name

Portfolios help organize Building and Unit information into logical groups based on the ownership criteria you set up. This feature is useful for property management companies that manage and track multiple Buildings and Units for various owners or property investors with diversified ownership scenarios. See below for some examples of Portfolio naming conventions.

*Building Name

In Propertyware, a Building is a structure that may or may not have Units. A Building without Units is considered a Single Rentable Building in Propertyware and can have a lease attached to it. Alternatively, a Building may contain an unlimited number of Units. In a Building with Units, leases are attached directly to the individual Units themselves rather than the Building.

*Building Type

Propertyware allows you to create Building Types to categorize your properties throughout the application. These Types appear on the  summary page of your Buildings and on many Propertyware Reports. The application comes with several standard Building Types. Choose from one of the Types below, or create your own.

Examples of Building Types

Apartment Building   

Single Family Home

Duplex

Office  

Shopping Mall

*Multi-Unit

If this option is set to "No," then the Building cannot have any Units attached to it, since it will be treated as a Single Rentable Building to which you may attach a lease.  If this option is set to "YES," then the Building can have Units attached to it. To create multiple Units, you will need to copy the appropriate building information columns (from Cell A "Portfolio Name" through Cell J "Building Zip") into new rows for each individual Unit.

*Building Address, City, State and Zip

Enter the Address information for the Building in these columns.

Building Total SqFt

Enter the building's area in square feet. This information will be shown in reports and throughout the application.

Building Number of Floors

Enter the total number of floors in the building.

Target Rent

The market rent for the Unit, which is compared against actual rent in Propertyware reports.

Target Rent Units

The units for the target rent entered in the previous column. Use one of the following values:

$ / Month

$ per Sq Ft / Month

$ per Sq Ft / Year

$ per Sq M / Month

$ per Sq M / Year

Unit Category

Enter Residential or Commercial, depending on the category of the unit.

*Building Address, City, State and Zip

Enter the Address information for the Unit in these columns.

Unit Name

Enter a name for the Unit (i.e., Unit C or Apt 2)

*Unit Type

Propertyware allows you to create Unit Types to categorize your properties throughout the application. These Types appear on the  summary page of your Units and on most Propertyware Reports. The application comes with several standard Unit Types. Choose from one of the Types below, or create your own.

Examples of Unit Types

1 BR/1 BA

2 BR/1 BA

2 BR/1.5 BA

3 BR/2 BA

Studio  

Loft  

Assigned Parking (Indoor)  

Assigned Parking (Outdoor)  

Business Office  

Shopping Mall Retail  

*Unit Floor Number

Enter the floor that the unit is on.

Company Name

If the unit is an occupied Commercial unit, enter the company name of the tenant.

*Lease Primary First & Last Name

A Lease Primary is the primary tenant contact under a lease and is a required field for creating a lease in Propertyware. You may only have one Lease Primary per lease. If more than one tenant exists under a lease, add the second tenant in the "Lease Other Contact 1" fields (Cells W-AA).  With more than one tenant, the lease name in Propertyware will take the form of "First Tenant Last Name/Second Tenant Last Name" and so forth.

Lease Primary Phone Numbers & Email

Enter the contact information for the Lease Primary contact.

Lease Other Contact First & Last Name

If more than one tenant exists under a lease, add the contact name for the second tenant here. With more than one tenant, the lease name in Propertyware will take the form of "First Tenant Last Name/Second Tenant Last Name" and so forth.

Lease Other Contact Phone Numbers & Email

Enter the contact information for the Lease Other contact.

*Lease Start Date

The start date for the lease. This can be viewed as the lease signature date.

*Lease End Date

The end of the negotiated lease term. If the lease is month-to-month, simply enter the last day of the month for the Lease Start Date.

*Security Deposit Collected

Security Deposit Collected represents the dollar value you actually collected from your tenant by way of a security deposit.

Opening Balance

The current balance owed by the tenant.

Auto Charges

An Auto Charge is an automatically recurring charge set for a lease. An active Auto Charge will generates a charge on the tenant ledger for the lease as determined by the fields below.

• Auto Charge Account Type - Define the type of charge by entering the appropriate income account, such as RENT or UTILITIES.

• Auto Charge Start Date - Enter the start date for the auto charge. The charge will first post on the start date and automatically thereafter on each recurring Due Day, as set below.

• Auto Charge End Date - Enter a date for the auto charge to end. If no date is entered, the auto charge will continue to appear on the tenant ledger until the lease is terminated.

• Auto Charge Frequency - Designate the frequency of the auto charge, whether monthly or yearly.

• Auto Charge Due Day - Enter a fixed day of the month you would like the recurring charge to post on the lease's tenant ledger.

• Auto Charge Amount - Enter the amount of the auto charge.

See Also

What is a Portfolio?

What is a Building?

What is a Unit?

What is a Lease?

FAQs

• Best Practices for importing data

• What is the online help portal, and how do I access it?

• What are the web browser requirements for using Propertyware?

More FAQs >>

Additional Resources

Training Video

Download the import workbook