MDA Property Manager©

1. On a day-to-day Operational Level

Bill Tenants
Collect Money
Credit Control
Manage Space & Leases
Payments
Control Cash Flow
Basic Owner Reporting
Agency Reporting
Change Processing Period

2. On an Ad Hoc (Periodic) Level

Internal General Ledger
External GL and Cash Book Links
Reconciliations
Asset Register
Insurance and Replacement Values
Facilities/Maintenance Management

3. On a Strategic Level

Key Performance Indicators
New Business Opportunities
Projections & Budgets
Valuations & Investment Analysis

4. Some key features:

• Automated billing from lease agreements.

• Sophisticated operating cost apportioning.

• Electronic capture and billing of electricity and water costs.

• Calculate and bill turnover-based rental.

• Bulk email of tenant statements.

• Send SMS's to tenants, suppliers etc.

• Easy integration with MS Outlook for updating of contacts, calendar items, tasks and sending emails.
  

• Integrated Customer Relationship Management (CRM) to manage ad hoc tasks/issues and actions of a non-facilities management nature. (To be extended to managing cases with all stakeholders - including tenants, owners, suppliers, prospective tenants and visitors to properties.)

• Collect rentals electronically using debit orders or bank statement downloads.

• Advanced credit control, including automated late payment interest and penalty charging and letters of demand.

• Tight control of space and leases supported by comprehensive schedules i.e. tenancy, vacancy, diary, check lists etc.

• Electronic payment of commissions, suppliers, landlords etc.

• Advanced Accounts Payable functionality - including open-item, order matching and direct recovery of operating costs from tenants.

• Generate cash flow statements and rent rolls at any stage for any period range.

• Automatic calculation and billing of commissions, management fees, bank charge recoveries and interest on overdrawn accounts.

• No monthly or annual procedures, simply 'click' to change period.

• Simultaneous and transparent accounting for 3 different periods i.e. financial, tenant statement and owner statement. This circumvents 'dead periods' and allows quick response to transaction queries from the perspective of accountants (by financial period), owners (cash flow statements and rent rolls by owner statement period) and tenants (by tenant statement period).

• Automated accounting for fees and commissions in the books of the managing agent.
  

• Totally integrated and real-time General Ledger.

• Fully customisable report writer for Income Statements and Balance Sheets.

• Powerful special journal facility for recurring, reversing or importing batches.

• Link to external General Ledger and Cash Book systems. Standard interfaces include Accpac, Impact, Brilliant, Pastel, SAP, Oracle, Tetra, NewViews, Great Plains, SmartStream etc.

• Generate inter-company loan accounts.

• Look at consolidated views across portfolios and drill-down to underlying detail.

• Easily determine replacement cost values and manage insurance.

• Comprehensive facilities management including the recording and prioritisation of jobs, generating quote requests,  generating orders, order to invoice matching etc.

• Import bank statements electronically for cash book reconciliations.
  

• Powerful reconciliations of cash books, tenant deposits, expenses to recoveries, unmatched work orders, internal to external gl's.

• Integrated Asset Register with automatic generation of depreciation, scrapping and disposal transactions.

• High level key performance indicators with drill-down capabilities.

• Facilitates methodical approach to new business opportunities emanating from existing tenants, prospective tenants, brokers, landlords and the properties themselves.

• Comprehensive budget and projection tools - with no limitations, but with controls for finalised and revised budgets.

• Monitor trading turnover patterns, comparable trading densities and automatically calculate turnover-based rental.

• Analyse risks and opportunities of your property portfolio from a strategic level.

• Advanced security controls with flexibility to ensure that users have the necessary level of access to the required processes and properties.

• The utilisation of Microsoft's SQL Server database ensures data integrity, scalability to and unlimited number of users, automated roll-back of failed transactions.

• Built-in tools include a financial calculator, data query tool, financial integrity checker, export to GIS system, export to vacancy listing systems, storage of documents/pictures.

The Main Information Entities

Provides a repository for maintaining pertinent details of the main entities with which property managers deal, i.e. owners, properties, tenants and suppliers.

Owners

Keep pertinent details of property entities and their respective representatives.

For managing agents, details of their clients' reporting and monthly payment requirements are maintained.

Properties

Maintain details on each property's identification, classification, rentable units, accounting requirements, general services, metered services, town planning, title deed, headlease, mortgage, pictures/plans, custom data, etc.

Record each unit of rentable space in a property, with built-in cross checks to ensure that the 'stock' is properly accounted for.

Tenants

Maintain details on each tenant's identification, contact people, accounting controls, banking, document control, deposit control, renewal and termination, and any other reminders.

Keep comprehensive details for lease agreements, including pertinent details of parties, premises, term, option, review terms, basic rentals, turnover rentals, recoveries, deposits & fees, late payment interest and penalties, sureties and other conditions.

Flexible design allows tenants to have multiple leases, with multiple rentals and recoveries, which can in turn be linked to multiple rentable units in a property.

Suppliers

Maintain details for supplier identification, classification, contacts, payment arrangements and contractual particulars.

The Processes

Bill Tenants

Automated tenant charging and credit control reduce clerical work involved to a minimum and increases management efficiency.

Rentals and recurring recoveries in terms of the lease agreements need only be entered once.

One-off rentals or recoveries for tenants can be entered as they occur.

These can be based on meter readings, percentage of expense, percentage of expense increase only, tenant trading turnover, etc.

Reports give a detailed analysis of recoveries/under-recoveries.

Print audit trail of captured batches, prior to posting by authorised user.

Once entered, rentals and recoveries are charged out automatically each month.
Charging of rentals can continue after lease expiry.

Bill new tenants automatically with correct amounts for rental, deposit, lease fees, stamp duty, etc.

Bill vacating tenants automatically with deposit refund, termination costs, etc. 
Import electricity, water, gas, etc. reading details from meter reading companies.

Print full metered service details on tenant statements. No need to collate additional 'slips' from meter reading companies.

Pre-billing check report enables property managers to intercept errors before they occur.

Late payment interest and/or penalty is automatically calculated and debited to tenants.

Single point interest rate change for all tenants, but can be individually specified.

Grace periods on late payment can be specified.

Layered messaging structure provides for selective printing of messages on tenant statements.

Restart tenant statement printing at a specified point if printer fails.

Bulk email monthly statements to save time, printing and postage costs.

Collect Money

Facilitates tight control and efficiency in the handling of money.

Reconciliations are simplified because receipts are only entered once, whereafter the tenant's account, the property's account (and hence owner's account) and the cash book account are automatically updated.

Receipt money for tenant or property accounts from one screen.

Simple screen design for quick and error-free capturing.

Quick capture from remittance advices on tenant statements.

Give cashiers warning messages for specific tenants.

Allocate one tenant receipt to multiple accounts, e.g. for group tenants. If required, allocate receipts to specific chargings, i.e. open-item allocation.

Prompt cashier to first allocate amounts due to the managing agent.

Receipts update the accounting system immediately, i.e. in real-time.

Print bank deposit slips.

Fraud potential is reduced, because receipts cannot be changed once entered. Discrepancies in cash or cheque amounts have to be manually endorsed on bank deposit slips.

Print cash receipts.

Caters for multiple cashiers working simultaneously.

Collect full amounts due via a debit order facility.

Print customised bank deposit slips instead of remittance advices on tenant statements. Tenants can then pay directly to your bank and the teller will record the required reference.

Import receipts directly from electronic bank statements.

Credit Control

Manage credit control processes from one point.

Record notes on each tenant's account for each financial period. These can be printed in arrears reports, rent rolls, budget variance reports, etc.

Keep track of accounts in dispute, credit ratings, attorney cases, black-listings, etc.

One tenant account caters for normal rental and recovery billings as well as amounts due to the managing agent only, e.g. deposit, lease fees, stamp duty, etc.

Multiple leases per tenant are catered for so as to ensure that a tenant only receives one statement.

Tenant financial summary and age analysis reports with ratio analysis.

Tenant transaction history by tenant statement, owner statement or financial period.

Sort by outstanding amount so that most serious arrears appear first. Selectively exclude small arrears amounts.

Late payment charges verification report shows full derivation of automatically generated late payment charges.

Arrears letter extracts can be specified on various 'severity' criteria. Generate copies of letters of demand to Sureties.

Mail, fax or e-mail arrears letters to postal, domicile or both addresses.

Manage Space & Leases

Analyse occupancy/vacancy for every unit of rentable space and also strategically across the portfolios.

Tenancy schedules show pertinent lease details at a point in time.

Vacancy schedule shows details of vacancy and letting status with different report styles for internal and external brokers.

Diary reports are triggered by important dates, e.g. expiries, rent reviews, turnover rental due, options and personal diary notes.

Body corporate schedules list the owner, current levy, area, participation quota, etc. for each section number.

The lease schedule shows comprehensive details for each clause of a lease agreement. This could evolve to being the primary document from which the actual lease contract is produced.

Print resolution and surety annexures to a lease agreement.

Lease checklists show leases, resolutions and sureties not signed, documentation fee not raised, letting commission not paid, debit order authorisation not received, outstanding deposits, etc.

Future tenants, as well as notices to vacate at some future date, can be recorded as soon as the information becomes known.

Customer Relationship Management (CRM)

Manage ad-hoc tasks/issues or cases of a non-Facilities Management nature. (To be extended to managing cases with all stakeholders - including tenants, owners, suppliers, prospective tenants and visitors to properties.)

Easily capture pertinent case details, including action notes for responsibility, priority, and complete by date.

Analyse cases per tenant, job, category, status and responsibility.

E-mail required actions automatically to the responsible person. Status updates can be e-mailed or sms'd.

Use search and reporting options to assist with quality control and improvement of customer relationship management.

Automatically 'push' pop-up reminders of incomplete cases to responsible people.

Payments

The payment processes include the functionality of a sophisticated creditors/accounts payable system.

Maximum benefits are achieved when complete supplier profiles are set up, e.g. payment terms, payment method, discounts, whether an order is required, the normal property/account allocation, whether it is of a recurring nature, whether it should be recovered from tenants, etc.

Quick capture of ad hoc as well as recurring invoices with checks for duplicates.

Automatically invoke tenant recovery facility for recoverable expenses.

Advanced capture screen for credit notes, order matching, discounts, etc.

Allows edit of automatically calculated agent fees for bank charges, collection commission and fixed fees before generating transactions.

Payments to regional authorities can be generated from a list of properties liable for same.

Pay suppliers by manual cheques, printed cheques or EFT.

Keeps a comprehensive payment register.

Prints payment remittances for suppliers.

Select full or partial document payment on optimum payment terms.

Post date cheques.

Check for sufficient funds before posting.

Restrict posting of payments to authorised users.

Make ad hoc payments to non-registered suppliers or refund deposits to tenants.

Speeds up monthly owner payments with selection options on interim payments or for properties where all rentals have been collected.

Quickly get money into owner's bank accounts by generating bulk credit transfer instructions.

Deducts required retention amounts per property.

Calculate interest due to or from owners on cash balances.

Letting commission report clearly shows the commission calculations based on user-defined formulas for selected leases and/or Brokers.

Control Cash Flow

Manage disbursements optimally.

Supplier financial summary and age analysis reports with ratio analysis.

Supplier transaction history by document, document and allocations or allocations only.

Record and print notes per supplier per accounting period.

Property cash summary shows real-time cash situation per property. This is particularly important for trust account management.

Consolidated and property cash books for bank reconciliations.

Basic Owner Reporting

Specify the types of reports that are required by owners on a monthly basis, e.g. cash flow statement, rent roll, vacancy schedule and budget variance reports.

Additional copies of these reports can be automatically printed for designated owner representatives.

Variable close-off facility enables prompt payment and reporting to individual property owners.

Cash flow statement shows summary or detail of receipts and disbursements. Expenses are grouped and summarised per allocation to facilitate quick updating of the owner/client's own accounting records.

Rent rolls show the details financial movements per tenant. A summary per allocation facilitates quick updating of the owner/client's accounting records.

Budget variance report shows actuals, budget and variance for this month, year to date and full year.

Agency Reporting

Designed to meet the needs of property owners as well as managing agents.

Collection commissions are calculated as money is collected.

Bank charges can be automatically recovered from owners using your bank's 'cost of cheques' or 'cost of cash deposits' formula.

Use one tenant account for all billing and collection, including items of interest to the managing agent only, e.g. deposits, lease fees, stamp duty, etc. These items will then be excluded from the owner reports.

Change Processing Period

Caters for separate fiscal periods (that typically coincide with calendar months), owner statement and tenant statement periods.

No complicated month-end or year-end procedures.

No forced delays between processes.

GL and Cash Book Links

Integrated General Ledger and Cash Book or easily interface to corporate general ledger and/or cash management systems. 

Flexible structuring of Income Statement and Balance Sheet with various Consolidation and Drill-Down options.

Standard Interfaces to Accpac®, Brilliant®, Great Plains®, Impact®, Millenium®, New Views®, Pastel®, SAP® and Tetra®.

User-defined mappings and consolidation rules between MDA Property Manager© and external account structures.

Generate inter-company loan account entries.

Interface can be done in real-time with co-operation from suppliers of 'external' financial systems.

Asset Register

Record all relevant details for fixed assets, including depreciation method, capital gains value, scrap value, market values, replacement value etc.

Associate transactions with assets at time of capture or after the event.

Automatically generate depreciation, scrapping and disposal transactions.

Reports for Asset List, Asset Details and Depreciation Schedules.

Insurance and Replacement Costs

Keep property insurance details.

Produce diary of insurance policy renewals.

Quick calculation of depreciated replacement value.

Facilities / Maintenance Management

Record inspection details for properties.

Log job requests emanating from either tenants or your own maintenance department, whether reactive (ad hoc) or proactive (planned).

Prioritise and monitor the status of service jobs.

Issue requests for quotation or orders to suppliers.

Automatic features assist with the matching of orders to invoices.

Monitor, analyse and prioritise jobs by different criteria, e.g. logged dates, completion dates, status, priority, estimated cost, for account owner or tenant, etc.

Provides controls to ensure that costs are recovered from tenants and/or owners.

Reconciliations

Automate cash book reconciliations.

Reconcile expenses to recoveries.

Extensive controls and cross-checks for tenant deposits, e.g. form of deposit and amounts required in terms of lease, actually charged, amount held by agent, amount refunded, etc.

Key Performance Indicators

Portfolio managers can get a global view of key performance indicators with drill-down to the underlying property or tenant details.

See arrears trends and age analysis over selected periods.

See vacancy trends, expiring leases, new leases starting, prospective tenants and unsigned leases on one report.

List major repairs & maintenance commitments.

Report on discrepancies between expenses and their corresponding recoveries.

New Business Opportunities

Exploit potential business opportunities emanating from the various business contacts, i.e. prospective tenants, existing tenants, property owners and property brokers.

Maintain reference tables of market rentals for different types of space in different areas.

Record selling features for properties and the individual rentable units.

Keep notes on tenant visits.

Projections & Budgets

Project contractual income and contractual recoveries.

Revert rentals to prevailing market rentals on expiry of leases.

Maintain 'industry norm' tables of trading densities and seasonal fluctuations for different business types as well as for individual tenants.

Record turnover history for tenants.

Automatically calculate turnover rentals based on formulae.

Project turnover rentals.

Maintain budgets and revised budgets for property and tenant 'accounts'.

Create budgets from existing actuals, budgets, revised budgets or from contractual income projections.

Automatically update property and tenant budgets from underlying rentable unit budgets.

Valuations & Investment Analysis

Analyse value measures for local authority valuation, depreciated replacement value, insurance value, book value and market value estimates over time.

Investment spread analysis shows contribution and investment return for properties on gross income, net income, book value and market value.

Lease expiry profile shows exposure in terms of percentage rental and percentage area at risk due to expiring leases.

Vacancy analysis shows the relative vacancy at a point in time in terms of area and theoretical loss of rental. 

Link to MDA Property Analyst© to do serious 'what-if' analysis.

Other Features

Profiles per user, including passwords, preferences, process restrictions and property restrictions.

Detailed activity log records each entry and exit from each process.

Critical events are logged and exception reporting thereon is provided.

Audit trails available for all financial transaction entries.

Roll-back of database done if any transaction is not successful.

Automated emails to technical support on system errors.

Tools and Utilities

Store and view any electronic documents, images or files in the database and associate them with properties, tenants, owners, suppliers etc.

Built-in financial calculator.

Manage database administration from within MDA Property Manager©, including backup, restore and optimisation.

Financial integrity checker and facility to regenerate control balances from underlying transactions.

Extract current tenancy and financial information for interface to GIS systems.

Extract vacancies to specialist vacancy listing systems such as SapoaOnline or CompuSpace.

Extract reference details to credit reference systems such as Tenant Profile Network.

Standard Reports

* An electronic copy of the reports is available.

• Activity Audit
  
• Agent Fees
• Asset Details
  
• Area & Occupancy Movement
  
• Arrears Analysis
• Arrears List
  
• Asset Depreciation Schedule
  
• Asset List
  
• Balance Sheet
• Bank Deposit Slip
  
• Billing Extract Audit Trail
  
• Brokers Vacancy Schedule
  
• Budget Variance
  
• Budget Variance - Amount & Percentage
• Budget Variance - 12 Month Forecast
  
• Budget Variance - Recovery Analysis
  
• Bulk Email Log
  
• Cash Book Reconciliation
  
• Cash Flow Statement & Tax Invoice
• Check Meter References
  
• Consolidated Cash Book
  
• Contractual Income Projection
  
• Contractual vs. Straight Line Rentals
  
• Credit Control Listings
  
• Credit Control Listings - Attorney Matters
  
• Deed of Suretyship
• Deposit Audit Trail
  
• Detailed Ledger
  
• External General Ledger - Account Mappings
  
• External General Ledger - Link Audit Trail
  
• General Transaction Analysis
  
• Imported Receipt Listing
  
• Income Statement
• Insurance Diary
  
• Interest on Cash Balances
  
• Investment Spread Analysis
  
• Key Performance Indicators - Credit Control
  
• Key Performance Indicators - Expenses & Recoveries
  
• Key Performance Indicators - Expense & Recoveries (12 Month View)
• Key Performance Indicators - Jobs
  
• Key Performance Indicators - Occupancy Analysis
  
• Key Performance Indicators - Space and Lease Management
• Key Performance Indicators - Turnover by Trading Area Analysis
• Key Performance Indicators - Turnover Trend Analysis
• Lease Check List
  
• Lease Expiry Profile - Adjusted
  
• Lease Expiry Profile - By Rent and Area Amounts
• Lease Expiry Profile - Detail By Rent and Area Amounts
  
• Lease Schedule
  
• Letter of Demand
  
• Letting Commission
  
• Management Console
  
• Monitor Jobs
  
• New Tenant Accounts
  
• Orders
  
• Quotes
  
• Payment Approval - By Payment
  
• Payment Approval - By Property
  
• Payment Audit Trail
  
• Payment Remittance Advice
  
• Pre-Billing Check
  
• Portfolio Vacancy Analysis
• Property Cash Book
• Property Cash Summary
• Property Details - Basic
  
• Property Details - Legal
  
• Property Details - Town Planning
  
• Property Details - Standard
  
• Property List
  
• Reconciliation to External GL
  
• Recurring Expense Based Charges
  
• Rent Roll
• Rentable Unit Budget Variance
  
• Replacement Value Schedule
  
• Replacement Value Summary
  
• Resolution
  
• Supplier Age Analysis
• Supplier Contract Diary
  
• Supplier Financial Summary
  
• Supplier List
  
• Supplier Transactions
• Tax Invoice
  
• Tax Invoice & Statement - Standard
  
• Tax Invoice & Statement - ABSA Deposit Slip
• Tax Invoice & Statement - FNB Deposit Slip
  
• Tax Invoice & Statement - Nedbank Deposit Slip
  
• Tax Invoice & Statement - Standard Bank Deposit Slip
  
• Tax Invoice & Statement - Standard Bank M65
  
• Tax Report
• Tenancy Schedule 
  
• Tenant Age Analysis
• Tenant Budget Variance
  
• Tenant Deposits
• Tenant Diary
• Tenant Financial Summary
  
• Tenant Late Payment Charges Verification 
• Tenant List
• Tenant Retention
• Tenant Transactions
• Tenant Transactions - Columns
• Transaction Codes
• Trial Balance
• Turnover Calculation
• Unpaid Suppliers
• Vacancy Schedule
  

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