MONTHLY CALENDAR

1st – 3rd:
Primary rent collection time. Our goal is to get the majority of current residents to use online pay to simplify the process and free up your time. All new residents will be required to pay online through the portal. No exceptions.

5th:
5-day Notices to be delivered and posted inside the unit. All Skips identified are to be moved out of ResMan system that day to avoid running up additional charges and prepare for turning the units.

10th – 12th:
All units that have given Notice to vacate should be walked for possible charges and gone over with current resident.
Any Corrections In ResMan on resident Ledgers are to be submitted to Upper Management by close of business.

10th:
Notes should be entered into ResMan on all Delinquent accounts; any eviction requests should be sent to our eviction attorney. Include unit number, occupant(s) name(s) and amount of eviction check.

At least every Friday Morning (preferably more often):

Verify that all invoices received that week have been entered into ResMan.
All Move-ins/Ready Units need to be walked and inspected
Check Pool Log Books, Check Freon Logs, Walk maint shops, Walk Laundry rooms

15th: Run box score report
Review All Renewals due that month and make contact to finalize a new lease that they can sign electronically (preferred) or come into the office and sign.

25th:

Review/begin pre-close out check list. Month end tie out report
Ensure any remaining invoices not already in ResMan get entered. After the period has been changed you will no longer be able to enter invoices for the month.
In ResMan do Change Period, Run Analysis and address as many issues as possible. Do not actually change the period. You should end up with one or two final move-ins or move-outs remaining (assuming you have either)

30th – 31st:

Enter any final invoices for the month.

INVOICES

What is an invoice?

An invoice must include at the very least: Tutorial

The name (and address) of the vendor.
An invoice number (for tracking purposes) from the vendor.
The date.
A brief description of the products purchased or services performed, along with a price for each. This should not just refer to a quote/bid number (unless that is also included) and should not too vague, like a single word such as “work” or “stuff”.
A total amount due.

Entering receipts and invoices into ResMan – overview

When entering an invoice into ResMan be sure to use the vendor invoice/receipt number. Please do not make up invoice numbers as they cannot be readily be tracked back to vendor invoices.

Then enter the following:

Invoice date.
Receipt date (often the same as the invoice date).
Due date listed on the invoice, or if none is given use the invoice date + 30 days.
Accounting date should generally be the same as the invoice date. However if the period has already been closed out enter the 1st day of the current month. [Note that this will then impact the current month’s spend so be sure to allow for that when monitoring your purchases for the current month. This is also why it benefits you to enter in your invoices in a timely manner, so that you don’t get “hit” with them in a later month.]
Complete the rest of the ResMan invoice by entering line items from the invoice.
Finally, be sure to attach a PDF version of the receipt under the Documents section of the invoice. Scan and save as PDF. If the invoice is received as an attachment to an email then the best way to do this is to save the attachment then upload it directly into ResMan. Do not print it off just to scan it.

Entering invoices received in e-mail

Save an invoice attached to an email, then upload that into ResMan. The good news is that there is no need to print off then scan the invoice, so this not only saves paper, toner but is significantly quicker and takes less of your time.

GL CODES?

This “cheat sheet” should help with remembering what GL account to which you should charge different items. As a starting point here are some high-level categories to consider: