Property Management System for Building Manager

This is an example of a fully integrated Property Business Solution designed specifically for the Property industry. AdvancedProperty+ supports Multi-Company, Multi Projects, Multi-Currency in Multi-Users Environment. It supports consolidation of multi company and multi projects in one consolidated financial management.

Property Management Information System

 1. MARKETING ADMINISTRATION MODULE

  • The success of any business is determined by its ability to market its products. This module recognizes the importance of marketing by providing the necessary tools that the company’s marketing staff can utilize to improve on their close rate. The Installment Simulator is a handy tool that can be used by the marketing staff to fashion various installment options that takes into consideration customer preferences and payment abilities. This module also updates the marketing staff with the status of applications that are being processed.
  • Marketing Daily Activities Tracking
    • The system willkeep track of all marketing personnel daily activity and all the information regarding prospecting data bank, prospecting activity and LOO status will be save in the main database hence the information could be retrieve anytime as an anquiries.
  • SMS and Email Enable
    • Sending information to prospect customer or orther party can be done with two method, passing information thru SMS Gate Way or also be by e-mail.
  • LOO (Letter of Offer)
    • This function is to keep track of historical offering information to prospecting customer before signing leasing leased agreement. This function will automatically generating a leased contract agreement when the LOO transaction have been approved.
  • Keep detail information of Sub-contractor
  • Tracking progress of work reported
  • Counter check with all payment related to sub-contractor
  • Posting directly to designated accounts in general ledger

2. TENANCY MANAGEMENT

  • Tenancy Booking and Tenancy Contract
    • The system support multiple lots per tenant and multiple tenancies per client. Booking of the leased unit is entered into the tenancy booking entry which is then confirmed the booked transaction into a signed contract in the tenancy contract entry by assigning the contract number and contract date. At this point the system automatically create a billing schedule of the transaction according to the details in the contract.
  • Rental Schedule Type
    • Two methods are supported by the system that is based on rental rate or contract sum. Rental rate charges, the schedule is based on predefined rental schedule set in the system which is by daily, monthly or yearly. A more flexible payment schedule can be defined with the contract sum method which is set in the payment plan master file, and support multi currencies.
  • Staggered Rental/Standing Charges
    • Staggered billing requirements and rent-free arrangements can be catered to.
    • The system support staggered rental or standing charges and users could set up the rental schedule flexibly.
  • Tenancy Renewal and Tenancy Termination
    • The system also support the renewal of expired contract without retyping the whole contract rather just entering the new “period to”. Tenancy termination features is to allow the termination of the leased unit and calculate any outstanding payment owed by the tenant.
    • Predefined rental schedules and standing charges can be easily configured and it is integrated into the centralized tenancy billing module in Account Receivable module.
    • A Centralized option to maintain rate changes will spare property managers the hassles of updating the entire tenancy profile for the property individually and such changes will be automatically reflected in all future tenancy billings, therefore ensuring that correct information is processed by the credit control department.
    • Support flexible inquiries on future lot availability and occupancy status and maintain historical tenancy arrangement, rental rates, ownership details.

3. OWNERSHIP MANAGEMENT

  • Keeping track of property Ownership History
    • The system keeps track of the details of all unit ownership historical data including changing owner information.
  • Billing Schedule Setup
    • Billing charges setup, the charges billing schedule was setup based on predefined billing schedule set in the system for example daily, monthly or yearly billing. A more flexible billing schedule can be defined in AST billing system as it designed with parameterize concept.
  • Free Define Charges Type
    • The system support all type of charges as user can define in the parameter setup.
  • Support multi currencies
    • The system support multi currency transaction with providing the Forex Gain and Loss function and Amortization function.
  • Step/Regular Standing Charges
    • Step/Regular billing requirements and other charges-free arrangements can be catered too.
  • Predefined rental schedules and standing charges can be easily configured and it is integrated into the centralized tenancy billing module in Account Receivable module.
  • A Centralized option to maintain rate changes will spare property managers the hassles of updating the entire tenancy profile for the property individually and such changes will be automatically reflected in all future tenancy billings, therefore ensuring that correct information is processed by the finance department.
  • Support flexible inquiries on future occupancy status and maintain historical ownership arrangement, charges, rates and ownership details.

Visual Layout Plan Regular Lease and Casual Lease is one of the feature act as tools to give a fast respond as an enquiry by the tenant, by viewing this layout plan, staffs can get all the information of unit status, direction, level and so on.

4. METER MANAGEMENT

  • Configurable Type of Meter Charges
    • The system support any meter charges which could be parameterized in the system master file set up which allows the users to define the meter type, minimum charges, the meter scale rate, etc.
    • Support Multiple meter per lot and resetting of meter readings due to faulty meter, also ready for integration to any “Building Automation System”.
  • Automatic calculation of meter charges
    • Accurate meter charges can be computed automatically based of the predefined parameter which is set initially in the system master file.
  • On-Line Integration to Centralized Billing System in AR Module
    • The meter charges/billings computed in this system are on-line integrated to the centralized AR billing in AR Module.

5. ACCOUNT RECEIVABLE

  • The system support comprehensive features in billing, collection and credit control.
  • Provide ALERT system for collection upon logging in to AST collection Module – To help Finance/Collection Dept. To track down and monitor the outstanding customer collection
  • Automatic routing to SMS Gateway of Email
  • Automatic Invoice Printing
  • Automatic Kwitansi or Official Receipt Printing
  • Support PDC ( Post Dated Cheque ) / Giro Mundur
    • Printing of temporary receipt (TR), after the Giro is cleared in bank account the system will do auto posting to create OR / Kwitansi pelunasan plus receipt voucher with the clearing date as a transaction date in GL therefore removing the need to do bank reconcile.
  • Down Payment / Deposit Receipt
  • Refund of Payment to Customers based on Company Policy when cancellation of sales occured
  • The capability of scheduling the generation of billings that will ensure the completeness of all sales transaction. Timely and accurate billings are assured and will protects your organization from the possibility of a loss of revenue from omitted and late billings.
  • Automatic tax invoice printing feature ( Faktur Pajak Standar – PPN ) and PPh
  • It also supports multi currency rate. ( Faktur Pajak Standard)
  • Users can define a flexible aging period to show in the aging report . This can be set at any time and the system will automatically recalculate the aging process for that report.
  • Any overpayment or less payment or adjustments to the original invoice could be handled by debit notes or credit notes transaction entries which serve as an adjustment to the wrong transaction thus there is no need to adjust the GL transaction.
  • PENALTY/INTEREST – the calculation of interest/penalty billing based on a user defined grace period ,credit terms and effective interest rates.
  • Billings for the late payment interest can be generated anytime using different interest rate that can be predefined for different transaction type
  • It also supports real multi currencies treatment and keeping track of the forex gain/loss for each of the transaction.
  • The system will automatically produce payment reminders letter for any outstanding invoices that have dued up to 4 Reminders based on user defined reminder period.
  • Reports : Aging analysis with predefined aging days configured in the specification form., Subsidiary Ledgers, Collection and transaction analyses are readily available.
  • Generate Commission of Marketing Agent
  • Automatic sales Recognition Process ( Progress Construction and/or Payment Receipt Method )
  • Print Kartu Piutang and aging detail and summary per Customer/Unit
  • Print Debtor Ledger,Listing of Giro Mundur
  • Print Projected Billing Report by Unit – Both Monthly and Yearly is available
  • Print Daily Receipt Report by Finance/Collection
  • And Many Others Comprehensive Feateures

6. CUSTOMER SERVICE

  • Hotline center
    • Responds to tenants complaints or requests for services promptly and effectively.
  • Maintain Centralized database
    • Maintain centralized database of all tenants’ request and complaints thereby enabling management to review the effectiveness of the company customers’ services level.
  • Generation of Work Order ( WO )
    • The system support the generation of WO based on the request or complaints from the tenants or owners. The system will then track the WO status progress and its completion.
  • Monitor Job Assignment
    • The system support the monitoring of job assignments, tracking its progress and completion.
  • Integration to Centralized Billing System in AR
    • All the billing arises from the responds of services or complaints from the tenants are calculated and then integrated to the centralized billing system for billing purposes.
  • Overtime (OT)
    • Support overtime request. The system will print out any overtime request for approval.
  • Overtime Charges
    • Automatically calculate the overtime charged based on hourly rate and the OT charges/billing is then integrated into AR Centralized billing system.

7. MAINTENANCE MANAGEMENT

  • Maintenance Item registration
    • Register all items to be maintained in the tag master file
  • Method Of Preventive Maintenance
    • 2 Methods are supported by this system that is Interval and Meter. By Interval means that at every interval period as specified in the preventive maintenance entry the item is subject to maintenance purpose. By Meter means that at every interval period the item will be checked if the usage trigger value has reached its threshold then the item will be maintained.
  • Maintenance Contract
    • This system support the maintenance of property equipments to outside vendor/supplier based on contract period or internal . It also allows the charges to many account type like charge to expense account , charge to Debtor / Tenant or to Creditor account.
  • Preventive Maintenance Schedule
    • This system could produce a preventive maintenance schedule in a year. This will help the property manager to manage all of the equipment within the property without failure.
  • Generation of Work Order
    • This system will produce work order for the equipment within the apartment as specified in the preventive maintenance schedule. It also tracks the progress of the work order, the labor and item usage to carry out this .

8. FIXED ASSETS

  • Depreciation Methods supported
    • Two methods are supported in this Fixed Assets system that is Straight Line and Reducing Balance method.
  • Trace Fixed Assets Location
  • Fixed Assets Registration
    • To register any fixed assets into Fixed Assets master file/database, the information include the inspection records, lease information if assets are leased, relocation and maintenance information.
  • Integration to General Ledger Module
    • Automatic generation of depreciation process based on the parameter that have been set up previously and the result will be posted into General Ledger Module.
  • Comprehensive Reports
    • Monthly depreciation report , net book value, fixed assets master file listing , and so on

9. GENERAL LEDGER

  • Chart Of Account
    • The GL system could support up to 22 alpha-numeric characters where the users could flexibly define the number of digit for use
  • User Definable Financial Reporting
    • Report Configurator to allow the user to define the required financial report as simple as just drag and drop with predefined computed columns and row format can be defined by line accounts or summarized into groups.
  • Support Future Posting Transaction.
    • The system support the posting of any future transaction even though the transaction for the current period is not yet closed .
  • Support Previous Period Adjustment.
    • The system support the adjustment in the previous period by creating a journal adjustment to the transaction in that period within that financial year and re-calculate the opening balance until the current period.
  • On-line enquiries to view details transaction – General Ledger by Account,Voucher,Source Code Listing
    • The system provide an on-line enquiries of each of the account with the details transaction of the source documents that make up the total amount
  • Recurring Journal
    • The system support recurring transaction by creating the recurring and the reversal journal for that transaction. Any periodical transaction with equal transaction amount could be considered as recurring journal. ( eg. Newspaper fee, Assets Amortisation etc)
  • Prepayment Journal
    • Just as the recurring journal, the system also provide an automation for prepayment journal, where the user defined the prepayment account, and bank account initially. When transaction is posted then the system would automatically create the reversal/required journal e.g. Prepaid Expenses, etc
  • Before Audited and After Audited Financial Report
    • AST System support the 13th month financial closing to support the closing of financial statement before audit adjustment
  • Automatic month-end and year-end closing
    • AST system support month end and year end closing of financial and to calculate the opening balance for the next period automatically and calculate the retained earning at year end.
  • Support Multi Currency and Forex Revaluation
  • Flexible Financial Budgeting
    • AST system support the set up of financial budgeting and tracking the budget against the actual transaction amount by account basis per period and tabulate the actual Vs Budget amount with its variance in the financial reporting. The budget file can be done in Excel then import into the system or it can be entered directly into the system.
  • Cost Centre Reporting
    • The system also support cost centre financial reporting to help track the cost of each department and tracking it against budget per cost center per se.
  • External General Journal
    • The system also support the integration from all others sub-ledger module into its integrated GL module by creating automatic journal into the external journal. The accounting dept will then check the automatic journal for its validity before posting it to produce real-time financial report.
  • Unlimited Printing Period of the Financial Report
    • The sytem support the printing of financial report for any given period both history and future transaction with no limit to the the financial period. The only limitation is only with the storage space ( in this case hard disk capacity )

10. CASH BOOK

  • Cash and Bank Receipt/Payment
    • Facilitate the receipt of payment from tenants or payment to supplier/contractor. The monies collected / paid is then allocated to due documents in its respective sub-ledger transaction.
  • Bank Reconsiliation
    • Bank reconcile is supported with Cash Book Module. Comparing cash book details transaction against bank statement account details for any unmatched transaction.
  • Produce Cash Flow Report ( Both Direct and In-Direct )
  • Automatic Integration to General Ledger Module
  • Support on-line approval with password
  • Printing of Payment and/or Receipt Voucher
  • Printing of Bank Recapitulation ( By Bank, By Account, by Period )
  • Printing of Bank-In and Bank-Out Listing
  • Printing of Daily Cash Book Transaction Listing
  • Printing of Advance Report by Account, By Bank, etc

 11. PETTY CASH

  • Setting up of Claimable Transaction for Petty Cash Account
    • Setting up of valid account for petty cash claim with its respective bank account
  • Cash Reimbursement
    • The petty cash system support the reimbursement of any valid transaction that have been setup previously.
  • Printing of payment voucher
    • The system will print out any payment voucher for approval purpose. This could be customized in accordance with our client’s specific form format.
    • Setting up limit amount for each petty cash account and its maximum amount per any single claim, Integration to General Ledger Module

12. ACCOUNT PAYABLE

  • 3 Ways matching concept
    • The system provide a 3 ways matching concept (PO-DO-Invoice) to validate payment, Support Full/Partial Payment and Support Multi currency
  • Payment Scheduling
    • Payment to the creditors’ can be scheduled and any payment can be hold partially.
  • Late Receipt of document entries
    • Any late document receipt can still be entered into the system because of the unique “two-date” design of the system, to correctly reflect the Creditors’ aging report.

13. PURCHASE ORDER

  • Centralized Vendor Quotation System
    • Maintain centralized quotation database system to assist the users in determining a purchase decision.
  • Maintain Historical pricing
    • Maintaining historical pricing for analysis purposes and lead time for delivery. It also tracks vendors’ performance , support selection and black listing of vendors
  • Automate the generation of Purchase Order
    • The system provide a mechanism of generating PO automatically from purchase requisition (PR) sub-modules. The selection by item or by Purchase requisition option is available when assigning which item to buy from which supplier.
  • Generate PO without PR
    • The system also supports for preparing an urgent PO without going through the PR process. It also keep track of how many times a particular PO is printed. One PO can caters for multiple types of purchases e.g. warehouse, expense, work order, etc
  • PR/PO Cancellation
    • The PO / PR that have been generated could be cancelled of either by item or by PO/PR by any authorized personnel in the organization.
  • PO Approval
    • The system support the approval of PO by level of authorization and can be set a maximum credit limit for each authorized person which depend on the organization structure and the approval limit. These approval method can be set within the system.
  • Expedite PO
    • The system is able to print any expedite letter for any purchases by generating a user definable expediting letter.
  • Multiple PO in one Delivery Order (DO)
    • The system support multiple PO in one Delivery Order or Goods Received Notes (GRN)
    • Comprehensive reporting and on-line inquiries are crucial component of the system.
    • The system supports standards reports such as Late Orders, Partial/Over Order, Outstanding Deliveries, Late Deliveries, Price Variance, so on

 14. INVENTORY CONTROL

  • Support Multi Warehousing
    • The system support multi warehousing, transfer stocks from one warehouse to another, stock received being sent to a few warehouses, etc.
    • The system support FIFO, LIFO, Standard Costing and Weighted Average
  • Stock Classification
    • Stock items can be classified into multiple combination using stock group, stock type and stock class. This will facilitate the efficient tracking of stock transaction such as stock issues , receipts , transfer and adjustments, and the system keeps track of stock movements and highlight stock exception also.
  • On Line information on stock status
    • With on-line information on inventory balance, on order quantity and reserved quantity, you will have complete control over your current stock status , stock cost and usage.
  • User definable aging period.
    • User definable aging period allows users to monitor and controls slow moving items.
  • Tracking system
    • The system support the tracking of stock items in multiple warehouse locations. It provides fast and accurate inventory information such as balance quantity, Max. and Minimum Quantity, Reorder Level and Reorder Quantity Report

15. VIRTUAL ACCOUNT MODULE

  • This module is to process customers payment thru bank tranfer by using Virtual Account, hence any tranfer payment bank the system will automatically identified the debtor account in the system and do the set off payment which is direct impact to the dedicated debtor aging.

16. PROFIT SHARING MODULE

  • This feature enables you to efficiently manage and monitor revenue sharing arrangements with your tenants.

 

source: http://ast-global.co.id/

 

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