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Contents by Subject 101 1 December 2020
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Subject Areas:
1099s / End of Year
Audit
Bank
Check
Cloud related
Conversion
Correcting/Voiding
Fees
General
Hero Portal
History
Installing Program
Internet Publishing
Mailings
Management
Network
Our Partners
Owner
Receipts
Rent
Reports
Security Deposit
Setup
Tax on Rent
Technical
Tenant
Vendor
Webinars
Help Documents – Contents by Subject
Contents by Subject 101 2 December 2020
General Topics Document #
A Typical Month – Rental .................................................................................. 202
Adjust Printing-Checks, Forms, Reports .............................................................. 744
Benefits of Converting to Version 12 ................................................................ 9001
Category Setup and Examples ........................................................................... 294
Commercial .................................................................................................... 353
Database Settings ........................................................................................... 747
Definitions (Accounting Method, Expected Rent, Potential Rent, Available Balance) .......... 752
Document Tracking .......................................................................................... 753
Export Utilities ................................................................................................ 755
Getting Acquainted with Demo .......................................................................... 201
Getting Started ............................................................................................... 745
History Filters ................................................................................................. 743
Journal Entries – When and How to Use ............................................................. 774
Maintenance Module – Assets ............................................................................ 767
Maintenance Module – Work Orders ................................................................... 766
Record Payroll Checks ...................................................................................... 228
Profile Search .................................................................................................. 751
Purge – Version 6 ............................................................................................ 357
Purge – Version 12 .......................................................................................... 718
Send Us Your Data Version 6 ............................................................................ 232
Send Us Your Data Version 12 ........................................................................... 735
Spellcheck ...................................................................................................... 362
State Requirements ......................................................................................... 270
Switches ......................................................................................................... 377
System Security .............................................................................................. 386
Zip Code Table ................................................................................................ 381
History Topics Document #
General Ledger History ..................................................................................... 756
History Filters ................................................................................................. 743
Tenant History ................................................................................................ 772
Audit Topics Document #
Internal Audit Review - Version 6 ...................................................................... 269
Internal Audit Review – Version 12 .................................................................... 703
AZ export for state business license ................................................................... 728
Trust Account 3-Way Reconciliation-Version 6 ..................................................... 280
Trust Account 3-Way Reconciliation-Version 12 ................................................... 707
Contents by Subject 101 3 December 2020
Setup Topics Document #
Account Codes ................................................................................................ 390
Account Sections ............................................................................................. 237
Bank Account Setup (MICR setup) ..................................................................... 387
Bank Accounts-Reconciling and Correcting Errors ................................................ 769
Budgets .......................................................................................................... 382
Category Setup and Examples ........................................................................... 294
Charge Codes and Bill Codes ............................................................................. 391
Company Books Setup ..................................................................................... 284
Database Settings ........................................................................................... 747
Environment Options ....................................................................................... 760
Getting Started ............................................................................................... 745
Hero Portal Manager Setup ............................................................................... 717
Initialize Owner Balances .................................................................................. 219
Late Fees – Late Fee Profile and Charging Late Fees ............................................ 213
Late Notice Letters ........................................................................................... 385
Management Fee Profile ................................................................................... 392
Owner Statement Setup ................................................................................... 748
Posting Table .................................................................................................. 758
Processing Defaults .......................................................................................... 759
Rate Table Setup ............................................................................................. 395
Set Up a Loan ................................................................................................. 246
Set up Property ............................................................................................... 239
Tenant Profile .................................................................................................. 773
Tenant Tax on Rent Setup ................................................................................ 250
Zip Code Table ................................................................................................ 381
Correcting/Voiding Document #
Bank Accounts-Reconciling and Correcting Errors ................................................ 769
Change a Charge (Void, Reverse, Edit) ............................................................... 216
Correcting a Payment Recorded in Error (Void + Replace) .................................... 208
Invoice Check to Wrong Ledger, Bill Code ........................................................... 256
Management Fees – Collecting and Adjusting ...................................................... 220
Reprint Check ................................................................................................. 749
Void Uncleared Initialization Check .................................................................... 247
Void an ACH ................................................................................................... 286
Void a Cleared Check ....................................................................................... 245
NSF a Receipt and Void an NSF ......................................................................... 214
NSF - Receipt from Old Program ........................................................................ 253
Contents by Subject 101 4 December 2020
Receipts Topics Document #
Apply Open Credits .......................................................................................... 217
Batch Tenant Receipts (Lockbox) in Version 6 ..................................................... 248
Batch Tenant Receipts (Lockbox) in Version 12 ................................................... 746
Batch Tenant Receipts – RentTrack .................................................................... 920
Batch Tenant Receipts – Zego ........................................................................... 930
Correcting a Payment Recorded in Error ............................................................. 208
DebitACH – direct debit tenant bank account ...................................................... 364
Deposit to Wrong Bank ..................................................................................... 383
HUD Tenant Setup and HUD Payment Short ........................................................ 285
NSF a Receipt (non-sufficient funds) and Void an NSF .......................................... 214
NSF - Check and Cash in One Receipt ................................................................ 249
NSF - Receipt from Old Program ........................................................................ 253
Receipt into More than One Bank ....................................................................... 234
Record and Deposit Receipts ............................................................................. 273
Rent Received in Advance ................................................................................. 218
Tenant Payment .............................................................................................. 223
Tenant Payments Online into Separate Bank Account ........................................... 376
Tenant Pays Owner Directly .............................................................................. 393
Tenant Receipt – How to Distribute Funds ........................................................... 394
Fee Topics Document #
Application Fees .............................................................................................. 225
Collection /Legal Fees ...................................................................................... 295
Late Fees – Late Fee Profile and Charging Late Fees ............................................ 213
Leasing Fee - How to take ................................................................................ 209
Lease Only - Rent, Security Deposit, Lease Fee ................................................... 351
Management Fee Profile ................................................................................... 392
Management Fees – Collecting and Adjusting ...................................................... 220
Management Fees – Pay Company ..................................................................... 212
Vendor Topics Document #
Invoice Checks ................................................................................................ 227
Invoice Check to Wrong Ledger, Bill Code ........................................................... 256
Mark Up an Invoice .......................................................................................... 292
Maintenance Module – Assets ............................................................................ 767
Maintenance Module – Work Orders ................................................................... 766
Pay Vendors by Credit Card .............................................................................. 257
Pay Vendors Electronically ................................................................................ 358
Preferred Vendor ............................................................................................. 275
Refund from Vendor ......................................................................................... 288
Contents by Subject 101 5 December 2020
Tenant Topics Document #
Advance Rent .................................................................................................. 218
Applicant Tracking ........................................................................................... 299
Apply Open Credits .......................................................................................... 217
Bad Debt Write-off ........................................................................................... 262
Batch Tenant Receipts (Lockbox Receipts) Version 6 ............................................ 248
Batch Tenant Receipts (Lockbox) in Version 12 ................................................... 746
Change a Charge ............................................................................................. 216
Charge Rent Each Month .................................................................................. 203
Commercial .................................................................................................... 353
DebitACH – direct debit tenant bank account ...................................................... 364
Email all tenants .............................................................................................. 737
HUD Tenant Setup and HUD Payment Short ........................................................ 285
Last Month's Rent ............................................................................................ 263
Late Fees – Late Fee Profile and Charging Late Fees ............................................ 213
Late Notice Letters ........................................................................................... 385
Lockbox Receipt Processing .............................................................................. 248
Move Out a Tenant .......................................................................................... 221
Move Tenant to New Unit .................................................................................. 242
Multiple Tenants in One Unit (Responsible Tenant) ............................................... 384
NSF a Receipt and Void an NSF ......................................................................... 214
NSF - Check and Cash in One Receipt ................................................................ 249
NSF - Receipt from Old Program ........................................................................ 253
Prorated Rent / First Month's Rent ..................................................................... 233
Rate Table Setup (Tax on Rent) ......................................................................... 395
Record and Deposit Receipts ............................................................................. 273
Recurring Charges/Credits to Tenant .................................................................. 776
Rent Track Integration Guide ............................................................................ 920
Rent - Charge each month ................................................................................ 203
Rent and Security Deposit in One Check ............................................................. 234
Rent Credit for Tenant (Tenant Deducts from Rent Payment) ................................ 235
Rent Discount (Early Payment) .......................................................................... 255
Rent Changes.................................................................................................. 761
Rent Increases ................................................................................................ 290
Rent Received in Advance ................................................................................. 218
Rent Refund .................................................................................................... 282
Re-do a Security Deposit Refund ....................................................................... 762
Security Deposit Refund ................................................................................... 205
Security Deposit Refund and Interest Paying ....................................................... 205
Security Deposit Interest Calculating .................................................................. 380
Security Deposit Held by Owner ........................................................................ 206
Contents by Subject 101 6 December 2020
Tenant Topics continued Document #
Security Deposit - Combining Bank Transfers ...................................................... 241
Tenant Deducts from Rent Payment ................................................................... 235
Tenant Payment .............................................................................................. 223
Tenant Payments Online into Separate Bank Acct ................................................ 376
Tenant Pays Owner Directly .............................................................................. 393
Tenant Profile .................................................................................................. 773
Tenant Receipt – How to Distribute Funds ........................................................... 394
Tenant Refund – Stop Payment ......................................................................... 389
Tenant Statement ............................................................................................ 236
Zego Integration Guide .................................................................................... 930
Security Deposit Topics Document #
Multiple Security Deposit Bank Accounts ............................................................. 279
Tenant Refund – Stop Payment ......................................................................... 389
Rate Table Setup (Security Deposit Interest) ...................................................... 395
Rent and Security Deposit in One Check ............................................................. 234
Re-do a Security Deposit Refund ....................................................................... 762
Security Deposit Interest and Interest Rate Plugin ............................................... 380
Security Deposit Refund ................................................................................... 205
Security Deposit Held by Owner ........................................................................ 206
Security Deposit - Combining Bank Transfers ...................................................... 241
Security Deposit Partial Refund ......................................................................... 207
Temporary Use of Security Deposit .................................................................... 298
Rent Topics Document #
Charge Rent Each Month .................................................................................. 203
Collection / Legal Fees ..................................................................................... 295
First Month's Rent / Prorated Rent ..................................................................... 233
Future Rent, charge and track ........................................................................... 278
Last Month's Rent ............................................................................................ 263
Rent Credit for Tenant (Tenant Deducts from Rent Payment) ................................ 235
Rent Discount (Early Payment) .......................................................................... 255
Rent Changes.................................................................................................. 761
Rent Increase ................................................................................................. 290
Rent Received in Advance ................................................................................. 218
Rent Refund .................................................................................................... 282
RentTrack Integration Guide ............................................................................. 920
RentTrack Onboarding Process .......................................................................... 922
Seasonal Rent (Future Rent) ............................................................................. 278
Tenant Tax on Rent Setup ................................................................................ 250
Contents by Subject 101 7 December 2020
Check topics Document #
ACH - Automated Check Handling ...................................................................... 240
Add a Check Signature to Checks ..................................................................... 731
Adjust Printing-Checks, Forms, Reports .............................................................. 744
Bank Account Setup (MICR setup) ..................................................................... 387
Base and Distribution Reserves ......................................................................... 763
Invoice Checks – Payments to Vendors .............................................................. 227
Invoice Check to Wrong Ledger, Bill Code ........................................................... 256
Mortgage and HOA Payments (Recurring Checks) ................................................ 226
Recurring check-different amount each time ....................................................... 378
Reprint Check ................................................................................................. 749
Owner Distribution Check-Calculate and Print ...................................................... 222
Payroll Checks ................................................................................................. 228
Single Check ................................................................................................... 771
Void a Cleared Check ....................................................................................... 245
Bank Topics Document #
Bank Accounts-Reconciling and Correcting Errors ................................................ 769
Bank Error ...................................................................................................... 769
Bank Balance Breakdown Version 12 .................................................................. 710
Bank Account Setup (MICR setup) ..................................................................... 387
Bank Rec-Opening Balance Discrepancy ............................................................. 769
Changing Bank Accounts .................................................................................. 264
Deposit to Wrong Bank ..................................................................................... 769
Edit a Deposit ................................................................................................. 733
Multiple Security Deposit Bank Accounts ............................................................. 279
NSF a Receipt and Void an NSF ......................................................................... 214
Payments-Recording and Depositing .................................................................. 273
Positive Pay (Export Utilities) ............................................................................ 755
Reconcile a Bank Statement .............................................................................. 769
Record and Deposit Receipts ............................................................................. 273
Trust Account 3-Way Reconciliation Version 6 ..................................................... 280
Trust 3-Way Reconciliation Version 12 ................................................................ 707
Using a Pass-Through Bank Account .................................................................. 376
Void a Cleared Check ....................................................................................... 245
Void an ACH ................................................................................................... 286
Contents by Subject 101 8 December 2020
Owner Topics Document #
ACH - Automated Check Handling ...................................................................... 240
Bad Debt Writeoff ............................................................................................ 262
Base and Distribution Reserves ......................................................................... 763
Budgets .......................................................................................................... 382
Change Unit Ownership to a Property ................................................................. 266
Charge an Owner (see also #750 Charge All Owners) .......................................... 388
General Ledger History ..................................................................................... 756
Initialize Owner Balances .................................................................................. 219
Leasing Fee – Ways to take .............................................................................. 209
Management Loan to Owner ............................................................................. 251
Mortgage and HOA Payments (Recurring Checks) ................................................ 226
Owner Dies – New Owner (or Estate) Takes Over ................................................ 765
Owner Distribution Check-Calculate and Print ...................................................... 222
Owner Statements ........................................................................................... 231
Owner Statement Setup ................................................................................... 748
Recurring Transfer (Charge All Owners) .............................................................. 750
Scheduled Journal Entries ................................................................................. 770
Set Aside Owner Funds for Future Use................................................................ 259
Set up Property ............................................................................................... 239
Setup Owner on Hero Portal .............................................................................. 367
Transfer Ownership of Unit ............................................................................... 243
Transfer all units to new management company .................................................. 775
Void an ACH ................................................................................................... 286
When you are no longer managing a property ..................................................... 261
1099 Processing Document #
1099 Reporting in Version 6 .............................................................................. 252
1099 Reporting in Version 12 .......................................................................... 2000
1099 Reporting in Association ........................................................................... 534
Adjust Printing-Checks, Forms, Reports .............................................................. 744
Correct TIN on Paper 1099 ............................................................................... 369
Email Substitute 1099 to Owners ....................................................................... 739
Owner Dies – New Owner (or Estate) Takes Over ................................................ 765
Send a Corrected 1099 Electronic File ................................................................ 742
TIN Matching .................................................................................................. 370
Contents by Subject 101 9 December 2020
Mailings Late Notice Letters ........................................................................................... 385
Mailings – Letters ............................................................................................ 768
Mail Merge ..................................................................................................... 291
Owner Statements ........................................................................................... 231
Owner Statement Setup ................................................................................... 748
Tenant Statement ............................................................................................ 236
Tax on Rent Related Document #
Arizona Tax on Rent ......................................................................................... 274
AZ Tax Reporting Module (Version 12) ............................................................... 741
California Non Resident Withholding ................................................................... 360
Foreign Investor Withholding Tax on Rent........................................................... 373
Hawaii Tax ...................................................................................................... 293
Tax on Management Fees ................................................................................. 267
Tax on Rent Setup ........................................................................................... 250
Version 12 Reports Document #
Account Sections ............................................................................................. 237
Add Fields to a Report ...................................................................................... 715
Adjust Printing-Checks, Forms, Reports .............................................................. 744
AZ-Export for State License .............................................................................. 728
Bank Balance Breakdown Version 12 .................................................................. 710
Create Report Letter ........................................................................................ 730
Running Reports in Version 12 .......................................................................... 702
Contents by Subject 101 10 December 2020
Management Topics Document #
Application Fees .............................................................................................. 225
Arizona Tax on Rent ......................................................................................... 274
AZ Tax Reporting Module (Version 12) ............................................................... 741
Bank Accounts-Reconciling and Correcting Errors ................................................ 769
California Non-Resident Withholding .................................................................. 360
Charge an Owner (see also #750 Charge All Owners) .......................................... 388
Collection /Legal Fees ...................................................................................... 295
Commercial .................................................................................................... 353
Commission to Third Party ................................................................................ 289
Company Books Setup ..................................................................................... 284
Database Settings ........................................................................................... 747
Event Reminders ............................................................................................. 754
Export Utilities ................................................................................................ 755
Foreign Investor Withholding Tax on Rent........................................................... 373
Hawaii Tax ...................................................................................................... 293
Hero Portal Manager Setup ............................................................................... 717
Import Email Addresses into Outlook ................................................................. 361
Journal Entries – When and How to Use ............................................................. 774
Leasing Fee - How to take ................................................................................ 209
Lease Only-Rent, Security Deposit, Lease Fee ..................................................... 351
Mail Merge ..................................................................................................... 291
Mailings – Letters ............................................................................................ 768
Maintenance Module – Work Orders ................................................................... 766
Management Fee Profile ................................................................................... 392
Management Fees – Collecting and Adjusting ...................................................... 220
Management Fees – Pay Company ..................................................................... 212
Mgmt Fees Credited to Wrong Mgmt Group ......................................................... 238
Management Loan to Owner ............................................................................. 251
Notes ............................................................................................................. 757
Rent Increase ................................................................................................. 290
Rent Track Integration Guide ............................................................................ 920
Recurring Transfer (Charge All Owners) .............................................................. 750
Scheduled Journal Entries ................................................................................. 770
System Security .............................................................................................. 386
State Requirements ......................................................................................... 270
Tax on Management Fees ................................................................................. 267
Temporary Use of SD Funds .............................................................................. 298
Tenant Payments Online into Separate Bank Account ........................................... 376
Transfer all units to new management company .................................................. 775
When you are no longer managing a property ..................................................... 261
Contents by Subject 101 11 December 2020
Hero Portal Document #
Document Manager – Upload Documents to HeroPM ............................................ 396
Hero Portal - Manager Setup (Integrate with HeroPM) .......................................... 717
Internet Publishing - Owner Statements – Generate/Regenerate ........................... 365
Hero Portal - Owner Setup (to send to your owners) ............................................ 367
Hero Portal – Tenant Setup (to send to your tenants) .......................................... 397
HeroPM-Annual Statements – Version 6 ............................................................. 368
Hero Portal – Publish Annual Statements Version 12 ............................................ 725
Hero Portal - Setup Owner Email Notification ...................................................... 372
Hero Portal - How Publishing Statements Works .................................................. 374
Hero Portal - Statement Notification to Owner with no account .............................. 375
Hero Portal - Owner Statements-Send by Email Only ........................................... 722
Hero Portal–When Owner Changes Email Address ................................................ 379
Send Log Files to Help Desk .............................................................................. 764
Internet Publishing Document #
Document Manager – Upload Documents to HeroPM ............................................ 396
Email Documents ............................................................................................. 720
Email all tenants .............................................................................................. 737
Error Messages - setting up email in Internet Publishing ....................................... 727
Internet Publishing - Owner Statements – Generate/Regenerate ........................... 365
Owner Statements – Send by Email Only ............................................................ 722
Send Log Files to Help Desk .............................................................................. 764
Cloud Specific Document #
PROMAS in the Cloud Fact Sheet ....................................................................... 901
Copy Files from the Cloud ................................................................................. 902
Cloud Users-Find Internet Explorer in Windows 10 ............................................... 903
Cloud Users – Make Font Bigger ........................................................................ 904
Cloud-Local Backup and Restore ........................................................................ 905
Cloud Users – Device Specific Setup for the Cloud ............................................... 910
Partner Specific
Rent Track Integration Guide ............................................................................ 920
RentTrack Onboarding Process .......................................................................... 922
Inspect and Cloud ............................................................................................ 921
Zego Integration Guide .................................................................................... 930
Contents by Subject 101 12 December 2020
Network Related Document #
Installation Guide for Version 12 ..................................................................... 1011
Network Troubleshooting Guide for Version 12 .................................................. 1013
Dbsys Repair – Version 12 ............................................................................... 740
Installation Guide for Version 6 (Rental and Association) – Add computer ............. 1601
Network Setup Guide for Version 6 (Rental and Association) – Initial Setup .......... 1602
Network Troubleshooting Guide for Version 6 .................................................... 1603
Conversion
Convert from Version 6 Rental to Version 12 ..................................................... 1604
Benefits of Converting to Version 12 ................................................................ 9001
Technical Documents Document #
SMB2 Protocol Issues (Microsoft) ..................................................................... 1001
Hardware Recommendations ........................................................................... 1002
Network Guidelines-Backups ........................................................................... 1003
Best Practices Guide ...................................................................................... 1004
Installation
Installation Guide for Version 12 ..................................................................... 1011
Installation Guide for Version 6 (Rental and Association) – Add computer ............. 1601
Webinars
1099 Reporting in Version 12 .......................................................................... 2000
All about Fees ................................................................................... Fees-Webinar
All about Accounts Receivable ............................................................... AR-Webinar
All about Accounts Payable .................................................................... AP-Webinar
All about Security Deposits ................................................................... SD-Webinar
All about General Ledger ...................................................................... GL-Webinar
All about Statements exercise ................................................................ Statements
All about Letters and Mailings .......................................................... Letters-Webinar
Publishing – New Features .................................................. Publishing-New Features
Contents by Subject 101 13 December 2020
Other Topics Document #
Rental and Association Backup Version 6 ............................................................................................. 230
Backup + Restore in Version 12 ........................................................................ 719
Benefits of Converting to Version 12 ................................................................ 9001
Download How To Version 12 ............................................................................ 277
Export to Version 12 ........................................................................................ 700
Getting Acquainted-Association ......................................................................... 501
Getting Acquainted-Rental ................................................................................ 201
Getting Started ............................................................................................... 745
How to Use the Training Files (Assoc) ................................................................. 521
Purge – Version 6 ............................................................................................ 357
Purge – Version 12 .......................................................................................... 718
Send Us Your Data Version 6 ............................................................................ 232
Send Us Your Data Version 12 ........................................................................... 735
System Security .............................................................................................. 386
Contents by Subject 101 14 December 2020
PROMAS for Associations
Association Topics Document #
A Typical Month - Association ............................................................................ 502
Association Getting Started ............................................................................... 535
Account Sections ............................................................................................. 522
Correcting a Payment Recorded in Error ............................................................. 507
Initialize Association Balances ........................................................................... 517
Integrate with HeroPM ..................................................................................... 532
Invoice Checks - Payments to Vendors ............................................................... 516
Mail Merge Letters ........................................................................................... 531
Payroll Checks ................................................................................................. 520
Reconcile a Bank Statement .............................................................................. 511
Reconcile Bank Statement First Time ................................................................. 512
Recurring Checks ............................................................................................. 515
SouthData Export – Create file to use for statement creation ................................ 533
Special Assessment ......................................................................................... 536
Transferring Money To/From Reserve Acct .......................................................... 527
Void a Cleared Check ....................................................................................... 524
Violations / Deed Restrictions ............................................................................ 530
1099 Reporting in Association ........................................................................... 534
Member Topics Document #
Add a New Member .......................................................................................... 519
Apply Open Credits .......................................................................................... 514
Bad Debt Write-off ........................................................................................... 525
Batch Receipts (Lockbox file) ............................................................................ 523
Change a Charge - Void, Reverse, Edit ............................................................... 510
Fees - Charge each month (quarter) .................................................................. 503
Late Fees Charge ............................................................................................. 504
Member Payment-Record and Deposit ................................................................ 508
NSF a Receipt and Void an NSF ......................................................................... 505
Payment Received in Advance ........................................................................... 513
Unit Changes Ownership ................................................................................... 526
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