Portfolios may be viewed from the Property Navigator menu, located within the Properties Tab of the application. To view a Portfolio:

 

  1. Click the Properties Tab from any page of the application.

 

  1. Select a Portfolio you wish to view from the Property Navigator menu on the left sidebar of the page. Use the "View By" Filter to refine the Property Navigator menu by Portfolio. The menu will then refresh to display your Portfolios, each identifiable by name and a yellow portfolio icon. Portfolios that have been deactivated may also be viewed here by selecting the Inactive radio button. Each Portfolio's Buildings and Units will display as submenu items.

 

  1. As an alternative to Step 2, you may search for the desired Portfolio by name using the Search bar located at the top left corner of the page and clicking Go. From your search results, click on the appropriate Portfolio link from within the Properties selection window.

 

  1. The page to the right of the Navigator menu will then refresh to display a Portfolio Summary Page for your selected Portfolio. To view the Summary Page for a different Portfolio, simply click on another Portfolio from within the Navigator menu or enter another Portfolio name in the Search bar.

 

The Portfolio Summary Page for your selected Portfolio will display Portfolio information within the following fields:

 

Field Name

Description

Portfolio Name

The Portfolio owner's name.

Portfolio Abbreviation

The abbreviated name assigned to the Portfolio. The application automatically generates an abbreviation, taking the first 10 characters of the Portfolio Name, which you may override.

Default Bank Account

The default bank account set on the Portfolio where income is deposited.

Default Security Deposit Bank Account

The account set on the Portfolio where tenant security deposits are transferred. This field should be set to the same Default Bank Account in the field above, unless applicable laws and ordinances require you to maintain your collected security deposits within a separate bank account. By setting a separate Default Security Deposit Bank Account, Propertyware will:  

  • Transfer security deposits which may have been collected within your Default Bank Account to your Default Security Deposit Bank Account once your tenant payments have transferred to QuickBooks.

  • Upon performing a move-out calculation, create a security deposit refund to the departing tenant from the Security Deposit Bank Account, where applicable.

Accounting Close Date

The date as of when the accounting period for the portfolio shall close. No income or expense transactions may be recorded or modified on the actual Accounting Close Date or after such date, if retroactively dated (on or before the Accounting Close Date).  *Only your Administrator is able to set, view or modify an Accounting Close Date.

Maintenance Settings

The Maintenance Spending Limit set on the Portfolio, either monthly or yearly, for maintenance bills created by work orders. If a spending limit has not been set on the Portfolio, the field will display a text entry of "no limit." If a spending limit has been set, you will find displayed the dollar amount of the limit that was spent within the selected monthly or yearly period.

Management Settings

This section will only be viewable if you have selected Yes for the Charge Management Fee field.

 

Fields viewable if you charge a management fee

Management Contract Start

Beginning date of agreement between the property manager and the property owner.

Management Contract End

Ending date of agreement between the property manager and the property owner.

Fee Type

Management Fee Type will be set to one of these two options:

  • Greater of Flat Fee or Percentage. This rule lets you designate a flat management fee for the entire portfolio and have it compared to the percentages calculated from the Commission Accounts as defined below. The greater of the two will become the amount on the management fee bill.

  • Flat Fee Plus Percentage. This option lets you designate a flat management fee for the entire portfolio and have it added to the percentages calculated from the Commission Accounts as defined below.

Flat Fee

Shows the flat fee amount for the management fee calculation.

Commission Accounts

This field shows the account on your chart of accounts that a management fee will be applied towards. Your management fee will only be applied toward the commission accounts setup on this table.

  • Shows the Percentage applied to the payments collected.

  • Shows the Commission Account that the Percentage will be applied towards.

Target Operating Reserve

Shows a reserve amount in allocated funds for miscellaneous expenses (i.e., unexpected maintenance bills for buildings and units within the Portfolio).

 

Property Managers

 

Your Property Manager will appear as the leasing contact for the Portfolio, displayed by name, telephone number and email, on your Propertyware Website. When a prospective tenant submits an Online Guest Card from a rental listing on your website, an email notification will be automatically delivered to your Propertyware Manager. Click the arrow to expand and collapse this section.

Owner Contacts

The owners of the buildings and units within the subject Portfolio, displayed by name, telephone number and email. Click the arrow to expand and collapse this section.

Notes

Notes attached to the Portfolio (i.e., notes memorializing a conversation with the Portfolio owner).

Documents

Documents attached to the Portfolio (i.e., your management contract with the Portfolio owner), limited to a file size of 6 Megabytes (MB) each.

 

See Also

What is a Portfolio?

Creating Portfolios

Editing Portfolios

Deactivating Portfolios

Creating Owner Contacts on a Portfolio

Creating Property Managers on a Portfolio

FAQs

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