Your Property records are the hub of the system. Each financial entry you make can be allocated to a property so that you can extract income and expenditure and profitability information for each property.
In
addition to recording financial information there are many other details
you can record for a property, although what you choose to record is entirely
up to you as most of the information is optional.
You can set up a relationship between two or more properties using our Parent/Child system. If you had a house that consisted of four bedsits, for example, you could set up the house as the parent property with four child properties, one for each of the bedsits. You will then be able to create individual tenancies for each of the bedsits, and record expenses to each bedsit or to the parent property as appropriate. You can also use the parent property to record shared living space and inventory items.
As
well as recording the type of property and the number of bedrooms a property
has, you can record all the other features and amenities for a property
such as the type of heating and parking facilities.
You can also record restrictions on letting, such as "No pets", and set a minimum age requirement for tenants.
You can include unlimited pictures for each property and these can be printed on Specification sheets for giving to prospective tenants.
Accommodation details for a property include the name of each room and its dimensions, useful for estimates when decorating. Accommodation details are also used in the preparation of the Properties To Let list and Specification sheets.
You can store multiple pictures for each room enabling you to record its condition prior to the start of a tenancy. You then have a record for comparison purposes when your tenants leave.
Once you have entered accommodation details you can record the inventory for each room.
An
inventory record can be produced for any item in the property and you
can record details of date of purchase, cost, current value, which room
the item belongs in and even store pictures of the item.
Inventory records are useful when carrying out periodic inspections of a property to assess possible damage by tenants.
An inventory report can be produced that your tenants sign at the start of their tenancy confirming the contents and condition of the inventory.
Property
Finder is a tool that can be used to match suitable properties
with prospective tenants based on area, number of bedrooms and maximum
rent affordable.
You can create Waiting List entries for prospective tenants who are interested in a particular property, or in properties in a particular area, that is currently unavailable. The software will let you know as soon as a property becomes available that fits the enquiry and you can then contact the enquirer to let him know that you can accommodate him.
Create
Reminders for rent reviews, periodic inspections,
gas checks and anything else you can think of. Create a reminder as a
one-off or have it repeat on a weekly, monthly, annual or any other frequency.
The software will let you know when the reminder becomes due so that you can take action on it.
You
can create Job records for work being carried
out on a property. You can then see at a glance which jobs a Contractor
has worked on, or is currently working on. Record estimates and actual
costs, and post costs direct to the Contractor's ledger.
Combine individual jobs to form a Project to give you a total overview of schedules and costs for major projects such as refurbishments.
When
you place a tenant in a property you create a tenancy
record. The tenancy record holds details of the type of tenancy,
its term and the tenants on it. A tenancy can be for one or multiple tenants.
Tenancies can range from fixed term assured shorthold tenancies, and commercial leases to variable term periodic ones.
Each tenant on a tenancy can pay a different share of the rent and can even pay his rent at a different frequency to the other tenants.
Rents
can be calculated weekly, calendar-monthly, quarterly, or you can define
your own frequency. Changes in the rent during the term of the tenancy
are also catered for.
Each tenant can have multiple funding types, enabling you to account separately for things like housing benefit.
The software can be used to record details of tenancy deposits taken under the Tenancy Deposit Scheme introduced on the 6th April 2007.
You can record both internal deposits, held by you, and external deposits held by a custodian or other third party.
Tenancy agreements and letters can be printed for any tenancy with a few clicks of the mouse button. Tenancy documents are created using ®Microsoft Word document templates. These can be easily customised as you desire, or you can add your own - if you can edit a Word document you can edit one of our tenancy documents. You must have ®Microsoft Word installed on your computer to be able to use this feature.
We do not supply tenancy agreements or legal forms with the software.
You can obtain a superb set of tenancy documents, suitable for tenancies in England and Wales, from The Letting Centre who are experts in the area of property legislation. Their documents are available in ®Microsoft Word format and this makes them easy to customise for use with your EZPZ program. The documents are copyright and are supplied for use under licence subject to payment of an annual fee. They are regularly updated to cater for changes in legislation.
Rent
charges are calculated using the information set up in each tenancy. Calculations
will be made for part periods as well as complete ones, and will take
into account changes in the rent rate automatically.
When you are ready, rent posting is carried out at the click of a button: just enter the date you want to post rents up to. You can generate rent demands, for printing and sending to tenants, if required.
Once posted, rent charges become live transactions on your tenants' ledgers, showing you, at a glance, how much each tenant has owing.
When a tenant pays his rent you enter this as a receipt and allocate it against the rent charge being paid. The credit control feature of the software can be used to track unpaid rents.
Commission
for a property can be based on one of three types:
- a percentage of rents charged
- a percentage of rents received
- a regular fixed amount
Commission charges can be made at the time you enter the relevant transaction, such as a tenant receipt, and/or as a single operation at the end of a period, such as a month end.
You
can store full details of your tenants on the system: names, telephone
numbers, bank and employer details, previous and forwarding addresses,
plus one or more photographs for identification purposes.
Each tenant's ledger shows what that tenant owes at any time. As rent charges are recorded, the tenant balances will increase; when you record receipts from tenants, the balances will reduce.
The software's credit control feature lets you track unpaid rents and assess what action to take based on how long rent charges have been overdue. For example, you can tell the system to send a statement to a tenant when a rent charge is a set number of days past its due date.
The system can be used to maintain a complete history of correspondence and telephone calls between you and the tenant that can prove very useful if you have to resort to court proceedings.
Statements, reminders and final reminders can all be customised to your own layout.
The Tenant Standing Orders option is a very useful labour-saving feature when it comes to recording rents received from tenants who pay by standing order directly into your bank account. Once you have entered details of the amount, frequency and due date of a tenant's standing order you can post each subsequent receipt with the click of a mouse button.
Each
of the properties on your system will be owned by one or more landlords
and the ratio of ownership can be set up as required.
If you have your own properties, in addition to managing those for landlords, you can handle these on the system by creating a landlord record for yourself.
For each landlord you can store name and address details, VAT status, and details of one or more payees that payments are made to.
The
landlord's account, or ledger, is continually updated by the posting of
tenant receipts and commission charges, supplier invoices and so on.
You can see at a glance how much you currently hold on behalf of each landlord.
Once you have entered all the tenant receipts, commission charges and expenditure for your landlords you can generate statements.
Landlord statements show the rents collected and commission charged for each property, with details of any expense payments made on behalf of the landlord.
You
can optionally include details of the current rent and current tenants
in the statement and can include optional Movement on Tenant Balances
and VAT Analysis sections if required.
The Post Payments to Landlords option calculates the amount to be paid to each landlord at the date you specify.
Where a landlord's payment is to be made to multiple payees, these are shown as separate payments with the amounts calculated from the payment splits you specify.
Print a report showing payments to be made by BACS, cheque or other payment types then post the payments, showing them immediately as deductions on the landlord ledgers, at the click of a button.
The system includes a wealth of reports that can be printed, including individual property income and expenditure accounts, landlord income & expenditure accounts and balance sheets, Agency profit and loss account and balance sheet and VAT analysis for both Agency and landlords.
Each report on the system can be printed or saved as a Microsoft Word document, Adobe Acrobat PDF file or Microsoft Excel spreadsheet.
- Mortgage records
- Insurance records with optional reminders for expiry
- Occupancy calculations
- Utility providers and meter readings
- Contact records for plumbers, electricians and so on
- Tenant and landlord address labels
- Keep records of keys for a property
- Export data for use in spreadsheets and other software
- Extensive help system
- EZPZ Property Manager can be used as a standalone program or on any Windows-based LAN (local area network) with two or more users having shared access to data. To use the software on a LAN you will need one licence for each workstation. If the network incorporates a dedicated file server, a licence is not required for the file server if it is only used to store the shared data.
To run EZPZ Property Manager you will need a minimum of:
- a PC running Microsoft Windows XP®, Windows 2000® or Windows Vista®
- a mouse
- Microsoft Word® installed on your system if you want to print tenancy documents
- 64 Mb RAM. 128 Mb RAM is recommended if you want to print tenancy documents via Microsoft Word®.
- Approximately 30 Mb free space on your hard drive for the program, plus additional space for your data
For a hard copy of the above information you can either print this page or click on the link below.
EZPZ Property Manager Product Info (PDF file)