Aspect Property Manager - Feature Lists

This page lists the Aspect Property Manager's features and functions. They have been arranged into several categories; one on "administrative" functions; one for common items which apply to, or throughout, the system in general; one covering the items common to four "main screens" displaying the "master" records; then finally one each for each of those screens, listing the items specific to landlords, properties, tenants or suppliers. The system also has a host of reports and charts which are, in the main, not included this list.

Administration

A number of functions in the Aspect Property Manager cross the artificial boundaries of these list categories, either because they draw together information from several of these categories, or are administrative by nature and are therefore listed here.

•   Company details - address, phone, email, etc.
•   Password control on access to the system.
•   Letting fee control.
•   Bond receipt and disbursement control.
•   GST control.
•   Bulk receipting.
•   Receipt printing.
•   Automated tenant receipt import.
•   Bulk invoicing.
•   Multiple management fees and disbursement fees.
•   Automatic payment generation.
•   Direct credit and cheque lists.
•   Transfer payments to banking system for direct crediting accounts.
•   Bank reconciliation.
•   REINZ Report.
•   Management Fees report.
•   Numerous housekeeping functions.
•   Built in backup of database only or entire "Aspect Property Manager".
•   Archive and purge.
•   Create vacant properties web page and upload to your site.
•   RealENZ web page upload.
•   Portfolios grouping for better management.
•   Property manager name, phone etc used for letters and portfolios.
•   Standard letters used for one off and mail merge letters.
•   System generated letterhead or pre-printed letterhead paper.
•   Watermark or scanned logo capability.
•   Variable height letterhead.
•   Different stationery formats.
•   Mail Merge for bulk letters.
•   Mail Merge for bulk emailing.
•   Spelling checker.
•   Print Tenancy Agreement.
•   Print Property Inspection report.
•   Search for properties meeting criteria.
•   Properties to Rent report.
•   Report Writer.

Common Items

•   Content sensitive Help.
•   Red Aspect logo warns of unactioned Bring-ups.
•   Bring-up reminder timing is adjustable.
•   One off letters.
•   Mail merge one off letters.
•   Mail merge bulk mail letters.
•   Email one off letters.
•   Email mail merge one off letters.
•   Email mail merge bulk mail letters.
•   Save letters and emails in Correspondence File.
•   Text messaging (SMS) to landlords tenants and suppliers.
•   Automatically create Notes and/or Bring Ups.
•   Any report can be emailed to anyone.
•   Create and print faxes.
•   Direct phone dialling Day, After Hours and Mobile.
•   Transactions are summarised in a grid format.
•   Transactions are grouped by period (month).
•   Each transaction may be viewed in detail.
•   Transaction Text field for short "report" description.
•   Transaction Memo field for unlimited length comment.

Main Screen Records

The four main screens are used to add, view and maintain Landlord, Property, Tenant and Supplier master and transaction records.

•   Select records by Property Manager.
•   Sort records into various orders.
•   Find records by code.
•   Find records by the first few letters of the name.
•   Find records by scrolling methods.
•   Access to transaction history and details.
•   Hide selected records - closed accounts.
•   Add dated Notes to records.
•   Add Bringup reminders.
•   Internal use only comments.
•   Warning message displayed on selected records.
•   Account summary shown for selected record.
•   Direct move to selected landlord's properties.
•   Direct move to selected property's tenants.
•   Direct move to selected tenant's property and landlord.
•   Direct move to selected property's landlord or tenant.

Landlords

•   May have multiple properties.
•   May have a mix of casual and managed properties.
•   Management fees charged may be unique to a landlord.
•   Make one off fee charge.
•   Adjust fees already charged.
•   Refund landlord fees charged in error.
•   Standing (monthly) fee may be charged.
•   Hold a portion of the account balance.
•   Pay by direct credit or cheque.
•   Pay multiple times per month.
•   Make ad hoc payment.
•   Receive funds direct from landlord.
•   Statements can be printed for current and past periods.
•   Statements can be printed, emailed or both.
•   Statements show inactive properties.
•   Statements show income and expenses by property.
•   Statements show payments made from the account.
•   Statements show any balance being held.
•   Add temporary or permanent messages to selected statements.
•   Add temporary or permanent messages to all statements.
•   Unlimited number of photos or images for each landlord.

Properties

•   Property may be managed or casual.
•   Fees charged may be different to the landlord fee.
•   Group properties by Portfolio.
•   Assign to an inspection cycle.
•   Rent and bond required by landlord.
•   Move in cost.
•   Disbursement limit.
•   Inspection cycle and sequence.
•   Inspection fee may be unique to a property.
•   Details held may include style, rooms, garaging, chattels, photos.
•   Also fencing, pets, chimney swept date, etc etc.
•   Meter numbers for water, power and gas.
•   Key location.
•   Advertising copy and teaser header.
•   Properties to Rent Report.
•   Search for property to meet criteria.
•   Property transactions.
•   Unlimited number of photos or images of each property.
•   Photos may be categorised for specific use, e.g. internal use only

Tenants

•   Future dated rent changes.
•   Print or email rent change letter.
•   Retrospective rent changes permitted.
•   Changes to start of tenancy or rents recalculate automatically.
•   Weekly, fortnightly and monthly rent.
•   Rent paid past vacate date causes a warning.
•   Lease and fixed term rentals.
•   Synchronise rent payment date with tenant's pay day.
•   Bond history.
•   Individual receipting from the transaction grid.
•   Bulk receipting. Faster.
•   Automated receipt import. Very fast.
•   Receipt of rent, debt, letting fee and bond.
•   Receipt printing.
•   Bond transfers.
•   Tenant payments.
•   Tenant debt for property related expenses.
•   Scheduled debt repayment.
•   Rent Arrears report.
•   Tenant Statement.
•   Tenancy Tribunal report.
•   Unlimited number of photos of each tenant.

Suppliers

•   Standard text speeds up invoice entry.
•   Individual invoice entry from transactions grid.
•   Bulk invoice entry.
•   Invoices may be apportioned to multiple properties.
•   Landlord may be billed via a property or direct.
•   A tenant may be charged a portion of the invoice.
•   Disbursement fee may be recovered from tenant.
•   Override the calculated disbursement fee charged to the landlord.
•   Hold a portion of the account balance.
•   Pay by direct credit or cheque.
•   Pay multiple times per month.
•   Make ad hoc payment.
•   Unlimited number of photos or images for each supplier.

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