Welcome! Let's Get Started!
➤ VIDEO: CLICK HERE for an overview on getting started
➤ GET HELP: Click the "Need Help" button in the upper right corner of your program or the "Knowledge Base" link in the lower left corner of your program to review all how-to articles & videos. Hover over any blue question mark icon throughout your program as they provide explanations. Email or call your support team, Monday - Friday, 6am - 5pm, Pacific: firstname.lastname@example.org 1-800-881-5139 x2. ➤ MENUS/INFO: Property, Tenants, Owners, Bank Accounts, Vendors and Property Managers each have menu options that can be accessed by right-clicking on their name or hovering over their name for a popup view. Menu options for Property, Tenants, Owners and Bank Accounts can also be reached by clicking on the icon with three stacked lines located under the balance column in the far-right column of their respective tab. ➤ BLUE TEXT: Blue text throughout your program is an indicator of a clickable field that re-directs to a subject/task. ➤ SEARCH TOOL: The Universal Search tool is located in each tab in the upper right corner and is used for searching across the platform. ➤ FILTER: Each tab offers a filter field on the left side of your screen to drill-down information. ➤ EDIT/DELETE TRANSACTIONS: Click the pencil/paper icon next to a transaction to change or delete details. ➤ VIEW LEDGERS: To access a detailed ledger for a Property, Tenant, Owner or Bank Account, click on the balance in the far right column in each respective tab.
- Review the Settings Tab and adjust all Accounting & Program Default settings
- Add Bank Accounts in Accounts Tab
- Add Owners / Property Managers in Settings Tab
- Add Properties In Property Tab
- Add Tenants In Tenant Tab
- Place Tenants in Properties in Property Tab
INSTRUCTIONS FOR GETTING STARTED
Be sure to follow the links within each step for more detailed instructions. **When adding in details initially for Properties, Tenants, Owners, Managers and Vendors, the more detailed each field and setting are, the more robust your experience in your Rentec Direct program will be.
SUMMARY TAB: The summary screen is where you will land when you first login and offers an overview of your activity, system updates, quick links to get help, access to the full Knowledge Base and links to tasks and frequently used features. Settings that affect this page can be found under Program Defaults in the Settings tab. (more info)
SETTINGS TAB: Before adding bank accounts, properties, or tenants to the program, review all of the Settings and make sure they are set to your preferences. Click on the Settings tab and review all of the settings for each category, especially those located under Accounting Defaults as they will affect the way transactions post. If you're unclear about a particular setting, hover over the blue question mark (?) icon and it will explain the setting in more detail. (In Accounting Settings, Grace Period, Rent Billing Date and Late Fees can be set universally for all tenants. If individual settings are desire, this will be handled per tenant in the Edit Tenant screeen. More options for late fees are offered by tenant offer more options as well. (more info)
ADD OWNERS & BANK ACCOUNTS: To add Owners and/or Bank Accounts click on the Settings tab and follow links. We recommend you add Owners (PM version) and Bank Accounts to the program even if you're unsure you'll want to track this activity at first as it will save steps down the road. After adding a bank account, to enter a starting balance, click on the Accounts tab, click on the balance for the Bank Account, and select the "UPDATE BALANCE" button in the upper left. (more info - banks) (more info - owners)
ADD PROPERTY MANAGERS – Click the Settings tab, and choose Setup Property Managers. A Property Manager's contact information (if it differs from the main contact information on file) will appear in: Tenant Statements, Tenant Invoices, Online Listings & Syndication, and Online Rental Applications. To provide your Property Manager access to the software, visit Settings, Manage User Accounts. Once added, individual permissions can be toggled by clicking the "Limited" link next to their name. (more info)
ADD A PROPERTY: Click on the Properties tab and click "Add a Property". Indicate if the property is a multiplex and define any sub-units after adding the master unit. Enter the default rent and deposit for this property. The actual rent for each tenant will be defined by tenant when placing a tenant into this property (step #9). If you added Bank Accounts, Owners or Property Managers in the previous steps, assign them to the property in this step. Once you've added your Property, you will notice the option to "Place a New Tenant" however wait to take this step until after step #8, "Add A Tenant". (more info)
MANAGEMENT & PLACEMENT FEES: In the Property tab, follow the link from the Property menu for Management Fees. It is best to establish your Management & Placement Fee structure for your Properties prior to placing a tenant. (more info)
ADD TENANT: From the Tenants tab, click "Add New Tenant". Adjust any accounting specific details as needed. The "Add Tenant" tool can be used for individuals you have accepted an application but not yet assigned them to a particular rental. You'll notice after you add them that their status is "inactive." This will change once you head to step #8 and place them in a specific property. (more info)
PLACE NEW TENANT : From the Properties tab, click the ‘Place New Tenant’ link. Choose "Use Existing Tenant" otherwise select "Enter New Tenant" and add in the basic information for this tenant in Step 1. In Step 2, enter the rental term information. If the tenant is not a brand new tenant but an existing tenant, you can select a historical move-in date and a separate "begin charges on" date. Regarding the field "Pro-rate first month": if your tenant's rent is due on the 1st of the month, leave this box checked. If you un-check this box, the rent billing cycle will be set to match the move-in date. For details on how Roommates are handled, click here. Rent charges will be auto-generated for the tenant each month once you have placed your tenant into their property. (more info)
POST RENT PAYMENTS: There are four ways ways to post a rent payment. First, on the Summary tab, under Notices, you will see all tenants with balances listed. Follow the link to post a payment. Second, on the Tenants tab, click the green dollar sign under their balance. Third, if you have opened the tenant ledger in the Tenant tab, you can click the "Post Income" button in the upper right corner. The last method for posting a rent payment is through scheduling an ACH draft. (more info - ACH)
POST TENANT DEPOSIT PAYMENT: For managing Tenant Security Deposits, open the Tenant ledger (click on Tenant balance in the Tenant tab) and click on the " ON DEPOSIT" button at the top of the ledger. (more info)
POST INCOME OR EXPENSE: To post an expense/charge or record income/payment, use the red or green dollar sign icon, located in the far right column, in the Property, Tenant or Accounts tabs. Be sure to post the transaction in the correct tab. **To create meaningful financial reports based off of posted transactions, create your own custom Income & Expense categories under the Settings tab. (more info)
ADD VENDORS & PAYEES: While you can enter expenses to your properties for vendors without first setting up vendors in the program, if you do enter them, you will be able to pull reports relating to their activity as well as use the 1099 Tax Assistant Report or E-File. You can add vendors under the Settings tab/ Manage Vendors & Payees. You are also able to add a Vendor, on-the-fly, when posting a transaction by simply typing their name in the Payee field. (more info)
BEYOND THE BASICS...
Now that you have the basics under your belt, be sure to check out the other great tools and advanced features available to you through your Rentec Direct subscription. For details, follow this link.