Condo Manager - Accounting and management software for HOA and condominium association

Condo Manager - HOA and condominiums association accounting software

Condo Manager Detailed Functions List


Management of associations
Unlimited number of associations
Unlimited Number of units (condominiums or homes)
Consolidation of several associations You can consolidate different associations into one global association (example: several buildings managed individually within the same association and consolidated altogether, or for managing the Reserve Funds individually within the same association and being able to consolidate all Funds together).
Automatic Access to the Previous Years Access to all previous financial years Consult and/or print any document including financial statements at any date and for any period.
Utilization of the Association for Practicing Purpose. Permits to exercise without risk with the real data of the association (very useful at the beginning).
Network and Internet Ready Data can reside on a Microsoft file server (NT, 2000, 2003). Send emails directly from Condo Manager.
Accounting Functions
Undo the last transaction You can " Undo " the last transaction and cancel the previous ones sequentially as long as the one that you are canceling is the last one registered in the database. The transaction and its ramifications will be completely eliminated from the system. It will not leave any trace, contrary to a " Transaction reversal " which preserves the original transaction.
Deposits Automatically fed with all collections and/or sales done in cash or by checks. Only cash denominations must be keyed in. Can be printed and used directly at the bank. You can reverse a collection already recorded with a mouse click. All deposit slips are re-printable.
Sales You only have to choose the purchaser among tenants/owners or write down another one of your choice. Accepts payments cash, by checks and debited to the account. Print a receipt or an invoice based on the payment method.
Banking Fees Write down banking fees easily without risk of erroneous entries, for any of your bank accounts. The expense account used the last time will be proposed.
Interest Income Write down interest incomes easily without risk of erroneous entries, for any of your investment accounts. The revenue account used the last time will be proposed.
Bank Transfers (account to account) Write down all your transfers easily from one bank account to another one (within the same bank).
Transaction Groups for Repetitive Utilizations (often called recurrent transactions) Create groups of transactions that can be re-used at will thereafter. Very convenient for transactions containing a lot of entries you will not have to redo every time.
Checks Choose the beneficiary and the amount of the check. Add a note on the check if wanted. Click 'Print' and the check is ready to be inserted in an envelope (with window). Thus, no envelope to address or check to fill out. Controls numbers You can print it immediately or later and even re-print it if needed. Checks can be printed on pre-printed forms or on blank ones allowing you to use the same check paper for all the associations you manage (Pro and Executive version).
Payments of Invoices by Checks Individual control by number for invoices not entirely paid. Choose invoices to be paid. The software will generate the date, amount, name and the supplier's address, your account number at this supplier and write them down automatically. Click, the check is ready to be inserted in an envelope (with window). Thus, no envelope to address or check to fill out. Controls numbers Produces a part for the supplier and one for you. You can print it immediately or later and even re-print it if necessary.
Suppliers' Discounts According to Rates and Terms Recorded Within the Suppliers' File. Two cumulative discounts can be calculated automatically. Discounts are displayed on the screen related to payment to suppliers and are already calculated and will be automatically subtracted from the check amount on a simple click.
Management of Individual Invoices Permits the detailed registering of invoices by supplier with individual control. Invoices will be available automatically when you will decide to pay them. You can have several counterparts (expense accounts) if necessary. The counterpart default account for the supplier and the complete description with all the information on the invoice is automatically generated. You only have to key in the date, number and amount of the invoice after having chosen the supplier. The rest is automatic. You can reverse an invoice already recorded just by clicking a button, even it is already paid or partially paid. All necessary accounting entries will be processed automatically respecting the counterparts used when registered.
Credit Note from Suppliers Permits the detailed registering of credit vouchers by supplier with individual control. The amounts to be paid on the invoice will be reduced accordingly. Invoices will be available automatically when you decide to pay them. You can have several counterparts (expense accounts) if necessary. The counterpart default account for the supplier and the complete description with all the information on credit voucher is automatically generated. You only have to key in the date, number and amount of the credit voucher after having chosen the supplier. The rest is automatic.
Collection of Account Receivables. Displays the list of account receivables for which an amount is owed. You only have to designate with a mouse click those you want to collect (you may also display all receivables and even all bookkeeping accounts)). You don't even have an amount to write down if the one paid is equal to the balance due; otherwise you write down the amount paid (by check and/or cash).
Collection of Account Receivables by Electronic Direct Payments. Collection completely automated for account receivables by electronic direct payments via a file created by Condo Manager. No checks to manipulate, classify, verify, endorse, cash and to deposit.
Collection of Account Receivables by Lockbox processing New! Collection completely automated for account receivables by importing a lockbox file containing details of owners payment. No checks to manipulate, classify, verify, endorse, cash and to deposit, all the work is done at your bank. You simply import the file sent by the bank into Condo Manager.
Returned Checks Unfortunately, checks can rebound NSF. With Condo Manager, a few clicks and the transaction is processed automatically. The debtor is debited for the amount of the check and fees, and the bank account (and revenue account if needed for your own additional fees) are credited accordingly.
Banking Reconciliation Easy banking reconciliation for all your bank accounts. Unlimited number of bank accounts.
Security Deposit Management New! Allows to manage the security deposits received from owners and required by the Association for specific services or rentals (Example: $300 for room renting). This new function holds all deposits to be reimbursed at their due date (if any) and permits to know exactly what is due by any owner, when it is due and the total amount spread by category. Thus, when recording a new deposit, you only have to select the category within a modifiable list and type the number of items, everything else being automatically done. You can print a receipt or an invoice based on the kind of payment made. A history of all deposits has been added to allow to visualize or print all deposits still outstanding and others as well.
Calculation of Interests on Account Receivables Interests may be calculated on command for one or many account receivables Optional minimum charge Interests can also be calculated automatically at the same time as the regular assessment for condo fees.
Assessment invoicing
Periodical Condo Fee Assessment Invoicing. Completely automated. You can process the regular condo fee assessment in two clicks! Monthly, quarterly or biannually periods. The calculated condo fees according to the yearly budget and the fraction Optional automatic interests calculation Optional minimum charge for late payment Optional minimum balance for applying interest or minimum charges.
Interest Prime Rate for all Associations Specify a "prime rate" in the configuration options, and choose a differential to this prime rate for all associations (or only for some of them at your choice). Then, each time this "prime rate" changes, all associations effective rate change automatically. You can still choose a fix rate for any association.
Special Assessment Proportional to the fraction (global amount shared between all owners) or fix amount for every one invoiced. For all owners or a part of them. Can include tenants if it is not a proportional assessment.
Credit Notes for Owners and/or Tenants Proportional to the fraction (global amount shared between all owners) or fix amount for every one invoiced. For all owners and/or tenants or a part of them.
Invoicing Groups You can define a group of owners and/or tenants for repetitive transactions. These groups can be processed at any time you want or be attached to the regular assessment invoicing so that they are processed at the same time as the regular assessment without any user intervention.
Financial Statements
Transaction Journal (general ledger) Displays all the transactions. Transactions are displayed in alternate colors for easier reading. Filter can be applied to select only wanted transactions. Search criteria include: date transaction number amount, account number and even transaction description Displays a visual indicator ("post-it" style) when a note is attached to a transaction. Easy modification of a transaction with a click of the mouse. Pop-up displaying balance, budget or note on the transaction. Note attached to the transactions can be printed when printing the journal. A double-click on a line will display the check, the deposit, the invoice or the account statement, depending in which column you are located
Balance Sheet Can be produced for any date. No need to close a month or a period. It is always available because Condo Manager manages the transactions by date. Displayed with or without account number.
Revenue and Expense Statement Can be produced for any period of the financial year Displayed with or without account number.
Comparative Revenue and Expense Statement Can be produced for any period of the financial year Compares the monthly, cumulative and yearly results in relation to the corresponding budgets Indicates the gap in percentage and in dollars in relation to the cumulative budgets. Indicates the annual budget and the annual budget of the previous year. Displayed with or without account numbers.
Account consolidation for all financial statements You may create "Master accounts" to group accounts together in the financial statements. The financial statement may then be view/printed in detailed view in which all the accounts appear or in consolidated view where the accounts are grouped by master accounts.
Budgets It is a worksheet (like Excel ® Spreadsheet), permitting to see the monthly and yearly budgets globally, to write down those you want. Can be exported to Excel ® if you want to do different cash flow simulations. Available reports: Annual and monthly budgets for the current year Annual budgets compared to the last year and to the cumulative year data. Annual budgets compared to the two last years and to the cumulative current year data and to the proposed budgets for the next year. Budget reports can be produced with the account numbers or not at your choice. They can also be produced using only the master accounts or listing master accounts with the consolidated accounts.
Trial Balance Can be produced for any date. You can see that your books balance, Condo Manager never lets a transaction without its counterpart(s). Debits and credits are always equal.
Financial Statement Batch Printing Allows to produce all the financial statements with one click of the mouse.
Customizable Financial Statements Format New! Create personalized arrangements allowing to group accounts by any category you want to have. (ex.: Short term Assets, Fixed Assets…). Create as many groups as you want in any arrangement (It replaces the former Master Accounts which are not useful anymore). Change the account or group order the way you want just by moving them with arrows (up, down, left or right). Change the group names and even the account names without affecting their real name in your bookkeeping. Create an unlimited number of arrangements.
Aging Report for Receivables and Payables (30, 60, 90 days)
Account statements
On Screen account Statement (printable) Displays a summary as of the chosen date for any account. Quick select button allows you to go directly to a chosen account. Print the account statement directly from this screen.
Print Account Statements Prints one or several statements by numerical or alphabetical order. Account statements will be produced in the language of the account holder (English or French). Optional minimum balance can be set for the statements to be printed to avoid printing statements for small amounts. Statements are sent by email or on paper according to the choice of the account holder. (e-mail is available in the Executive and Pro version).
History
Deposit History This function displays and prints the list of deposit slips really made. If you choose a deposit in particular, you will be able to see it entirety with all the items deposited and re-print it if desired.
Check History Displays the list of checks made. By selecting a check, this one will be displayed with all the information including the counterparts of the transaction. You will be able to print it if wanted.
Collection History Displays the list of collections done, with the total of all items collected. If you select one of them, the collected amounts, the name and the number of the checks that have been collected will be displayed.
Sales and/or Renting History Displays and prints the list all invoices made by the association when selling different items or when renting room, suites, etc. By selecting an invoice, this one will be displayed with all its information. You can reprint any invoice.
Supplier Invoices History Displays and prints the list all invoices received from the suppliers By selecting an invoice, this one will be displayed with all its information.
Electronic Direct Payment History Displays the list of files created for the electronic direct payment system. A click on one file will display all the details of electronic payments included in the file. Canadian version only
Correspondence History You can see and reprint any document (e-mail or letter) sent via Condo Manager, to the owners, tenants, accounts receivable or suppliers. You can print the complete list of them or only for an addressee. You can see and print the individual documents and even the files annexed to e-mails.
Service Requests History Displays the list of service requests submitted by owners and tenants and their status (approved, refused, pending). A click on one service request will display all the details of it. You can then reprint any service request.
Work Order History Displays the list of work orders and their status (approved, refused, pending). A click on one work order will display all the details of it. You can then reprint any work order.
Security Deposit History New! Displays the list of all deposits. Allow to visualize or print all deposits still outstanding and others as well.
Printing
Printing in Black or in Colors All reports can be printed in black or with colors
You see it, you may print it ! Every information shown on a Condo Manager screen can be printed as a high quality report (not a "print screen"). Every report in Condo Manager can be previewed on screen before printing.
Email any report in Adobe Acrobat Reader format New! All reports, lists or financial statements can be sent by email to directors and/or owners. (for pcs running Windows 2000 and XP only).
Export any report to Adobe Acrobat Reader ® format (pdf) New!
Lists of Accounts by Category Displays and prints lists of the different categories of accounts Alphabetical or numerical order Optional minimum balance Automatic exclusion of zero balance accounts if desired.
Lists of Accounts by Category with All their Respective Transactions Displays and prints lists of the different categories of accounts with all the detailed transactions for each account Alphabetical or numerical order Optional minimum balance Automatic exclusion of zero balance accounts if desired. Very useful for the accountant at the end of the year when auditing the books.
List of Payable Invoices by Supplier Displays and/or prints a list of invoices not totally paid yet for every supplier.
Invoices authorization listing Displays a list of invoices not totally paid for every supplier. You can then select the invoices you want to include in the report. The printed report will include all the invoices you want the board to approve for payments.
Payment Coupons Displays and prints payment coupons the owners can send back with their payments
Voting Ballot Papers Displays and prints voting ballot papers.
Miscellaneous Listings Available listings: Owner telephone listing Supplier listing with address and telephone numbers Receivable listing with address and telephone numbers Condominiums, parking lots and lockers listing Condominium fee listing Condominium fees, phone numbers, parking lots and lockers Owners address listing Can be printed sorted alphabetically or numerically You can also communicate with us to order personalized reports (in option but at a reasonable price).
And in some version of Condo Manager, the following listings are also available Tenant address listing Director telephone listing Tenant telephone listing Resident telephone listing Owners using direct payment listing Meeting attendance list Condos to sell/rent with the price and owner to contact. List of entrance codes for residents
Labels (stickers) Prints labels for Owners Tenants Account payables Residents Account receivables Assets Liabilities Capital (Net worth) by alphabetical or numerical order
Register of Condominiums Displays and prints for one or several condominiums The register containing the condominium number the lot number the numbers for 8 parking lots, for 4 lockers, with their respective fraction plus five personalized fields of information (which you can labeled yourself).
Register of Owners Displays and prints for one or several owners, the profile containing information for the owner register, as the name and address various telephone and fax numbers email address fraction, undivided rate alternative address info on 2 resource contacts for emergencies details of the account for electronic direct payments if applicable and more... There are also five personalized fields which you can labeled the way you want. Attached notes are also displayed and printed. There is no limited length for these follow-up notes.
Register of Tenants Displays and prints for one or several tenants, the profile containing tenant information as name and address email address 2 resource contacts in case of emergency several telephone numbers or fax, (home and work) plus five (5) personalized fields which you can labeled the way you want.
Register or Suppliers Information about the suppliers which is recorded in the profile of the supplier is used for several automatic functions, as: in checks, to generate the name and the address of the supplier and the account number of the association with this supplier or have the discounts automatically calculated and to be subtracted from the amount of the check. Besides, account indicated as the expense counterpart by default related with the supplier will be automatically indicated when making the checks. Data can also be used to supply address and telephone numbers for different listings.
Register of Directors Displays and/or prints for one, several or all directors of the board, the profile (sheet 8 1/2 X 11) with their name, post on the Council, and several telephone numbers or fax, (home and work) plus the email address and five (5) personalized fields which you can labeled the way you want It can be sent to owners and/or directors of the board by e-mail.
Register of Managed Associations New! Displays and/or prints the list of the associations managed by your company.
Data Backup
On Site Automatic Backup This function allows you to save your data on your hard disk at any time you want or by using a self-defined frequency (daily, weekly, every 3 days...) so you can have a copy of your data available in case of corrupted or deleted file.
Web Backup Service This functions allows you to save your association's data on our web site a any time or using a self-defined frequency (daily, weekly, every 3 days...) Data are compressed and encrypted (128 bits) with a password which is known only by you. Thus, no risk for your confidential data. This function also allows you to move your association's data from on location to another without any disk nor risk! E.g.: You want to move your association's data from the office to your home to continue working at home. You upload your association's data to your Condo Manager Web File (with one click of a mouse) and leave for your home Once at home, you download your association's data from your Condo Manager web folder (again, with one click if the mouse only!). The process is the same when bringing back the data to your association's office. Requires a yearly subscription.
Tools
Word Processor Built-in word processor directly in Condo Manager. Permits to send personalized letters to every owner, tenant or resident, account receivables and suppliers. Automatic recipient address merging (No more file merges with Excel ® or Word ®). Insert any database's field with a mouse click. These fields can even be used to do calculations in letters. Numerous functions including: Text formatting (bold, italic, font, size, and color) Bullets and paragraph indentation Inserting image Inserting special characters (don't search for them anymore on the keyboard!) Cut/Copy/Paste and Undo function Importing text files Inserting the current date Inserting association or management company address Several templates letters supplied with the software. Letters will we printed to be used with window envelops. You can also send letters by email automatically (pdf format)..
Report Generator Wizard Allows to produce personalized reports with a few mouse clicks
Web Site Service New! The Web site Service allows to have your own Web site hosted by Condo Manager. Your Web site is designed and managed by Condo Manager and most important, is linked to your data. So, you can publish information like the list of administrators or resource people, all account statements for your owners, the Financial Statements, forms to complete, advices of any kind, minutes of the general assembly, rules and by-laws of the association or building, etc. In fact, you can put there anything you want. Your owners can go there and find all information they need without calling or writing to your office. It is confidential since owners have their personalized passwords which entitle them to see their own account statement and their information profile. They will be able to modify pertinent information what will be sent to you for database modification. You don’t have to pay for building your Web site nor for its maintenance. You don’t have to spend time to configure and fill the Web with your data. You make available anything you want with a few clicks. You don't have to type information again, since the Web site is linked to your data. Everything is managed by Condo Manager and is included in the monthly affordable fees (nor matter the number of associations (PRO)).
Maintenance (Work Order, Tenders and Follow-up) Allows entering the work requests from owners and/or tenants You can produce work tenders for one or several suppliers, using data already keyed in the supplier's account. There is a project history giving you information about who have made the requests and to whom tenders were sent. When the supplier has been chosen, you can print the work order to be sent. When the work is over, you can transform the work order into a billing invoice (if you have to charge the cost back to someone else, you can automatically charge an owner (or tenant) for the whole cost or for only a part of it). This function allows to have a follow-up of every project individually and gives listings for all steps of any specific project.
To do list To do list that permits to write down works to be done on specific dates for different associations. Tasks can be displayed according to different criteria. You can mark them as "done" and re-used them at will. You can make researches and print the list. Tasks can be copied and pasted.
Calendar Displays a calendar where 6 months are visible at the same time
Calculator A calculator is always available. The number of decimal is adjustable (up to 6). An on screen ribbon permits to verify figures already recorded and the list can be printed. You can copy/paste the result.
Search for a any kind of information (in all associations) This search can be done by name, telephone, address or email or a part of them (PRO)..
Security /Password Permits to manage the access to Condo Manager by a list of users with passwords. Some users may have only a restricted access, so that they can't perform transactions even if they can see or print any report they want.
Opening of the Books A list of all accounts already opened is displayed permitting you to write down balances into the debit or the credit column for the opening of the books. If it doesn't immediately balance, you can nevertheless continue to work but you won't have access any more to the financial and account statements until the opening of the books balances. You benefit from a special windows to write down outstanding items on the last banking reconciliation done with the former accounting system. You also benefit from a function to record which regular assessment have already been done, and from another function to record the next invoice number to be done. The opening balance can be exported to Excel ®.
Closing of the Year The closing of the year is completely automated and can be done with a few clicks.
Account Numbering Optional Account Ranges Condo Manager proposes ranges of numbers as well as a lot of accounts already open (those generally used by a lot of associations). It saves a lot of routine work. Nevertheless you can establish yourself your own ranges of numbers and open all accounts you may need now or in the future.
Help and technical support
Contextual Helps (pop-ups) Everywhere the mouse pointer is located, a pop-up appears to guide you. This option can either be activated or deactivated at will via the Configuration Options. When an account is chosen, while positioning the mouse pointer on it, its balance and its yearly budget (if there is any) will be displayed immediately.
User Manual on line Complete manual on line. Search function integrated to find rapidly what you are looking for.
FAQ Answers to the most commonly asked questions about Condo Manager.
Glossary Definitions of most of the technical terms used in accounting and association management.
Personal Notes A personal document is available in which you can write down your own notes.
Data Export
Exporting Databases as Excel ® Files (xls) Generates an Excel ® file (.xls) with your data in for: Administrators All accounts Condominiums Owners Tenants Residents General ledgers Budgets Opening trial balance Balance Sheet Revenue and Expense statement Comparative Revenue and Expense statement Account statement
Exporting Reports as PDF files Export any of the reports of Condo Manager to an Adobe Acrobat Reader ® (pdf) file.
Little "Extras" available in all screens
Hypertext Links enabling you to browse your accounting like a web site. *New!* The dynamic links are available throughout the software in all screens. You can now surf your data and explore deeply all transactions to rapidly find the information you need.
"Full Screen" button to maximize data display space. New! Many screens now have a button ‘’Full Screen’’ to temporarily hide some items to maximize the data display.
Choosing Accounts All account selections are made through a standard window easy to use. It allows to choose one account, several at a time or all of them, with a mouse click. This standard window benefits from personalized filters to reduce the size of the list you have to choose from.
Column Width Adjustment In all screens, the column width is adjustable.
Totals in all numeric columns of all grids. New!. All grids have totals above any column having numbers in it.
Personalized filters in all grids New! All grids now contains a button ‘’Activate Filter’’ to display only the data you really want based on your criteria.
Sorting in Screens. In all screens, column titles act as sorting keys. You can sort data displayed in the order you want. It will be printed with this ordering.
Contextual Display of Account Statements When you record transactions, you have the possibility to immediately reach the account statement for the account concerned without coming out of the working window.
Note Attached to a Transaction You can add an explanatory note to any entry. This note doesn't have a pre-defined length. This note will generate an indicator in the general ledger as a reminder and is automatically displayed when positioning the mouse pointer over it.