Condo Manager Detailed Functions List

Accounting System with integrated functions for the management of  Condominiums or Home Owner Associations (Corporations)

• True Accrual Accounting System including the General Ledger, Receivables and Payables (with ‘Open Items’) and all functions required to do your bookkeeping easily.
• Multi-users mode  
• Easy to use
• Easy to install
• Runs on Windows
• Access via Terminal Service available with the version Condo Manager On Line what enables to work in the program with your own data anywhere you can connect to Internet.

• Manage an unlimited number of associations and units with the PRO version
• Import or Export data between associations and produce inter-association reports (PRO)

Consolidation of several associations (multi-phases)

• Create a group of associations (Phase I,II, III...) and produce financial statements for each of them separately or for all of them together.

• Manage each Reserve Fund individually (if you want)
• Consolidate them with the Operation Fund to present global financial statements

• Automatic access to all previous years.  You can view and print all documents you want at any date and for any period.

• Maintenance Fee Assessments (Billing) (with automatic calculations of the common charges based on the rate of ownership (fractions) for the period or based on amounts you can easily provide to the system.
• Special Assessments (with calculations based upon the owners’ fractions and on the global amount to be shared among them; or with amounts you establish yourself).
• Automated Invoicing for sales of services or products (like ownership acts; garage remote control devices, magnetic cards, etc.)
• You can collect your payments by checks, cash, LockBox or Electronic Pre-Authorized Payments (PAP).
• Checks (printed on plain paper checks or pre-printed checks)
• Manage your NSF checks easily via an automated function.
• Produce and print your deposit slips already populated with all checks and money collected.
• Automated function to record bank fees and interests received.
• Automated calculations of interests on late payments on receivables with grace delay and several other options to suit your needs.
• Easy bank transfers
• Credit Notes for Receivables and Payables
• Automated End of the Year function
• Undo of the last transactions, automatic reversals
• Almost all corrections can be done with an automatic correcting function

Benefit from a Wizard for automatic posting of transactions. Don’ worry anymore to determine if it should be a ‘debit’ or a ‘credit’.  The system will post it in the right column for you.

• Record easily all invoices from your suppliers and vendors including the credit notes.
• Have any discount calculated automatically by the system based on the information given within the payable account.
• All invoices not paid the same day are automatically postdated and put into the ‘To Do List’ and automatically removed from this list when they are paid.
• Condo Manager will advise you when invoices are due
• Pay your payable invoices by checks or via electronic direct payments.
• Have an easy and powerful follow-up on all outstanding invoices, like Aging Reports 30, 60, 90 days, Detailed Reports and several others.
• Select the invoices you want to pay (complete amount or not) and print all related checks within one operation (only the selected invoices will be summed and recorded on the check with all invoice details).
• Manage the insurance contracts, bonds, etc. You will have a warning if you use a supplier having an insurance contract not renewed.

• Bill your owners (and tenants if needed) individually (or in one operation only via an invoicing group – you can re-use at will)
• Use personalized invoices with your logo and colors
• Display or Print an aging report (30, 60, 90 days) – summary or detailed for receivables.  You benefit from several kinds of reports giving you the information the way you prefer to have it.
• Collect rapidly and easily your payments from receivables, by checks, money or via pre-authorized payments (don’t manipulate checks anymore if all your owners are paying this way)
• If you still use checks, read them with a magnetic MICR reader instead of selecting the account, typing the amount and check number.  The system will credit the owner involved automatically and populate all information on the deposit slip.
• Calculate and charge automatically interests and/or penalties on late payments.
• Benefit from several options to establish how late fees will be applied (rate, grace delay, minimum fees, minimum balance for charging interests, % of the monthly charges, etc.)
• Use the automatic management of Security Deposits for rental of equipments, rooms and sales of any other services.
• Use the integrated follow-up on ‘bad payers’ (Collection Follow-up module).  Note anything and produce automatically specialized letters or reports based on the procedure you have established for late payments, including charges to be done, items to be added to the To Do List, accounts sent to the attorney for lawsuit, etc.
• Define your own plan for collecting unpaid receivables and select the accounts that must be controlled by the integrated procedure.
• Prohibit collecting something from accounts already sent to the attorney.
  
  

• Undo the last transaction (several at the same time as far as they are the last ones)
• Reverse transactions automatically (Except for illogical situations like trying to reverse a deposit slip already processed and printed).
• Modify transactions anywhere their number appears (blue link). Modify :
  • The amounts (except for collected or deposited items and checks)
  • The date of the transaction
  • The counterpart account
  • The description or the note attached to the transaction
  • Inverse debits and credits
• Close your accounting periods to avoid processing transactions inadvertently.  You are not forced to close your periods if you don’t want to. However, it prevents changing retroactively reports already given to other people.
   

• Record the information once and save it as a group (model) to be able to use it at will after.  You can process all transactions contained in the group with a few clicks.

• Don’t create the same transaction twice !

• Select the accounts, define the amounts and descriptions to be used (Examples : TV cable; outdoor parkings, etc.)
• Process the groups as often as you want or attach  them to the Regular Assessment so that they are processed automatically each time you are going to execute the Regular Assessment. No need to launch it yourself… nor even to think of it.

• Thanks to this powerful function; do your bank reconciliations for as many bank accounts as you want at any time.
• View any of them at any time and re-print it via the History.
• Unlimited number of bank accounts

• Produce the Balance Sheet at any date for any association (Corporation)
• Personalize your financials the way you want.  (See below).
• Change the format, choose the column titles, select 6 columns out the 10 available.  Consolidate accounts and create group of accounts as you want.  Name the consolidation groups and even accounts as you wish.  This wording will be used only for financials.  It will not affect the real names in your bookkeeping.
• Print them in colors or in black.

• Produce this financial statement for any period (even for the subsequent year if your current year is not closed yet).
• Personalize the format and consolidate the accounts as you want (See below)
• Print it in colors or in black
• Produce Pie Chart for Expenses  (and Revenues if needed)
   

• Produce a report that compare the results with the budgets (monthly and year to date) with variation in $ or in %.

• Use the grid (like Excel spreadsheet) to establish your annual budgets
  • Share the annual amount over the 12 months automatically or distribute it yourself in the months you want.
  • All totals and difference (if any) will be calculated as soon as amounts are recorded.
  • Export the grid as an Excel spreadsheet if you want to do cash flow simulations
• Print the following reports:
  • Annual Budgets (showing the total and all the 12 months)
  • Annual Budgets compared with the previous year budgets with the variation
  • Proposed Budgets for the next year compared with the current year results and budgets plus the variation and with the previous year budgets as well
  • Real Results for the current 12 months (useful to build the budgets for the next year because you will see each month results on the same report)
  • Produce Pie Chart Graphics for the board or to be presented to the owners at the annual meeting.
• Benefit from several printing options :
  • With or without the account numbers
  • Using personalized arrangements (formats and account consolidations)
  • Orientation ‘Portrait’ or ‘Landscape’
  • Don’t show empty lines
  • Show only the levels you want
• Insert page breaks anywhere you want

• Print all your financials with one click of the mouse.   These financial statements could include :
  • Financial Statements : Balance Sheet, Net Income Statement, Comparative Revenue & Expense Statement (compared with the budgets)
  • Budgets
  • List of all deposit slips
  • List of all checks including (if you want), the invoices paid with the checks and the expense accounts used for these invoices (with or without a copy of the real scanned invoice ! )
  • Bank reconciliations for all your bank accounts or for some of them only (including the scanned bank statement itself).
  • List of all communications recorded (Email or letters sent and phone calls).
• Add automatically a personalized cover page with your logo, etc. or build a binding or enclosure to produce a booklet for all your financials together.
• Send by mail or Email the booklet to your board members (or to anybody) with one mouse click.  Documents are produced and sent in PDF format.
   

• Build your own arrangements:
  • Choose the columns you want. (6 columns allowed out of 10)
  • Regroup the accounts the way you want (Automatic consolidations)
  • Build sub-groups at will, name them as you want
  • Position the accounts and/or the groups in the order your prefer
  • Change the report title, add sub-title or page footer as needed
  • Modify the account names to be used only in the financials (it will not change their real names in your bookkeeping)
  • Show the account numbers or not.
• Unlimited number of arrangements (Build one for the general meeting, one for your accountant, one for the board members, if you need different formats).
• Available for:
  • Balance Sheet
  • Revenue & Expense Statement (Net Income Statement)
  • Comparative Revenue & Expense Statement (compared with budgets)
  • Budgets
• When printing, insert page breaks as needed.
• Choose the detail level (big categories only or detailed listing).

• It includes all subsidiary journals historically used in accounting.
• Sophisticated filters, allowing to extract only the transactions you want (by date,  amounts, descriptions, check numbers, invoice numbers and deposit numbers).
• Attach a text note and even real files to any transaction.  A small icon will be displayed indicating that a file or a note is attached to the transaction.   Don’t forget that you can always scan a paper and attach the scanned image to the transaction.
• All entries for the same transaction are colored in blue or in white (altering from blue to white) to easily identify the number of lines per transaction.

• This is a list of all balances for all your accounts in your bookkeeping showing that it balances since the total of all debits is equal to the total of all credits.
• Print this report at any date and as often as needed.
   

• Available as a summary (or detailed with all outstanding invoices)

• Available as a summary (or detailed with all outstanding invoices)

• See the statement for any account, some of them or all of them, for any period (even after the end of the year) (not only for Receivables but for any kind of accounts)
• Print or send by Email the account statements to your Receivables (One only or all of them at the same time)
• The account statements for Receivables are produced using the language given within their file (French or English) – Canadian Versions only).
• Allows to produce the account statements using several criteria:
  • Choose where the stub will be placed (or no stub at all)
  • Exclude owners paying by pre-authorized electronic payments or not.
  • Exclude owners with a zero balance
  • Owners could have indicated that they prefer receiving their statement by mail or Email.
  • Remove owners paying via pre-authorized payments, or not
  • Specify a minimum balance if needed
  • Exclude the ones sent to attorney
  • Print or not the return address (you can type the address you want via Info>Association)
• Allows to produce a PDF file grouping all statements within the same file while each of them is independent from the others (if you want your statements to be printed by an other company).
• Allows to use a personalized format with your logo and colors (this kind of statements is produced by Condo Manager after we have built your template)

   

• Owners Register
• Tenants Register
• Units Register (Condominiums)
• Board Member Register
• Association (Corporation) Register
• Can be printed for one, some of them or all of them at the same time

• Display or print any of the numerous accounting reports as : 
  • Lists of accounts (Assets, Liabilities; Capital; Revenues; Expenses) with or without transactions, including or not the zero balances, using different options to restrict the size of the report.  You can also print ‘’Confidential’’ on all reports for Receivables
  • List of payable accounts with or without transactions
  • List of payable accounts with all details and outstanding invoices
  • Aging report for payable accounts (30, 60,90 days)
  • Several kind of reports for Receivables with or without transactions, with outstanding invoices or not.
  • Aging report for receivable accounts (summary or detailed with outstanding invoices or not) ( 30, 60, 90 days)
  • List of all outstanding payable invoices sorted by due date
  • Expense distribution (with or without Pie Chart Graphic)
• Display or print these reports for any or all your associations (Corporations) (PRO)

• Display or Print any of the numerous reports useful for a good management :
  • Owner telephone listing
  • Supplier telephone Listing
  • Supplier listing with address and telephone numbers
  • Receivable listing with address and telephone numbers
  • Condominiums, parking lots and lockers listing
  • Maintenance fee listing
  • Maintenance fees, phone numbers, parking lots and lockers
  • Owners address listing
  • Tenant address listing
  • Director telephone listing
  • Tenant telephone listing
  • Resident telephone listing
  • Listing of owners using direct payments
  • Meeting attendance list
  • Condos to sell/rent with the price and owner to contact
  • List of entrance codes for residents
  • List of parking lots
  • List of of occupants with a handicap
  • List of animals in the building
  • Investor/Owners ratio report (with Pie Chart Graphic)
  • Payment authorization Report (report containing selected invoices submitted for approval by the board members) (PRO)
  • List of all the associations (Corporations) you manage (PRO)

• Using a wizard, you can create personalized reports with a few mouse clicks.
• Modify the column headers.
• Move the columns easily (with the mouse).
• Use the automatic filters to reduce the length of the report by displaying only the lines you really want.
• See a preview before printing.
• Print them in ‘Portrait’ or in ‘Landscape’.
• Save your report.

• Print payment coupons that could be sent back to you by your owners with their checks.
• Option to print late payment fees on the payment
• Option to print OCR line on the coupons
• Export data to coupons printers (South Data, Bank-A-Count...)

• Print label stickers for owners, tenants, payable accounts, residents only or all your receivable accounts (alphabetically or by account number).
• Print all stickers at the same time or one at a time as needed, using different sizes and formats - available on the market (Avery)
• Use the location you want on the sticker sheet to avoid loosing some of them
• You can create and save personalized sheets for future use.
• Type your own text on the stickers (or import different kinds of accounts altogether).
   

• You need a specific report not available within the existing reports !   No problem !  We can build it for you and integrate it within the menus.

• You can print and save a lot of data like :
  • Name, address, several telephone numbers, Email addresses; (and language codes for Canadian versions)
  • Alternative address (to be used automatically during a specified period of the year)
  • All occupants with or without handicap (needed for firemen and civil protection)
  • The amount of maintenance fees and other periodical charges.
  • Details of the mortgage
  • Information on two persons for emergency purposes
  • Details of the information required for Pre-Authorized Payments
  • The way the account holder wants his correspondence (Mail or Email)
  • The entrance code
  • The list of pets (breed, name, licence and its due date, color, weight, etc.)
  • Plus 10 personalized fields that you can name at your discretion.  Creating one field in one owner file, will automatically generate the same field for all owners for this association and for all owners for all associations.
  • Free text zone where you can type or paste any text you want.
• Manage also all parking lots (indoor or outdoor) and even the cars that are authorized to be parked there.
• Prohibit payments in accounts already sent to the attorney or for lawsuit.
• Create a master account grouping all units still owned by the developer (Promoter) to be able to send only one statement for all his units
• Attach any kind of files (as Word, Excel, Image, Contract, PDF files) or scan the paper you want to attach and they will be always available with a mouse click.
• Access the account statement directly without exiting the screen.
• Instantly access the communication history (where are stored all account statements, letters, Emails and even text of phone calls).
• Access all service requests and work orders for the selected account.
• You can have more than one owner per unit.
• History of previous owners are accessible.
   

• The information recorded for the suppliers or vendors is used by many automatic functions, as checks to generate the name and address and the account number the association has with the supplier.
• The discount rates and terms are used to calculate the discounts to be applied on the supplier’s invoices and to generate automatically the due date for the invoices to be automatically put in the To Do List.
• The expense account generally used for this supplier.  This account will be automatically generated when recording an invoice for this supplier or when cutting a check.
• This information is also used to generate several lists with address and phone numbers.
• You can also define a standard description for invoices to be recorded for this supplier avoiding to have to type it each time you record a new invoice.
• Indicate the language to be used for the supplier (Canadian Version only).
• Export the account with all information to any or all other associations if needed (PRO).
• Control the insurance policy provided by the supplier (if any) which is automatically added to the To Do List.
• Attach any kind of files (as Word, Excel, Image, Contract, PDF files) or scan the paper you want to attach and they will be always available with a mouse click.
• Access the account statement directly without exiting the screen.
• Instantly access the communication history (where are stored all account statements, letters, Emails and even text of phone calls).
• Access all service requests and work orders for the selected account.
• Plus 10 personalized fields that you can name at your discretion.  Creating one field in one payable file, will automatically generate the same field for all payables for this association and for all payables for all associations.
• Free text zone where you can type or paste any text you want.

• You can print and save all your data as :
  • Number of the unit
  • Civil lot numbers
  • Parking lots (8 with fractions if needed);  you also have the option to add other outdoor or indoor parking
  • Lockers (4 lockers ) with or without a fraction (rate of ownership)
  • Plus 5 personalized fields that you can name at your discretion.  Creating one field in one  will automatically generate the same field for all  units for this association and for all units for all associations.
• Attach any kind of files (as Word, Excel, Image, Contract, PDF files) or scan the paper you want to attach and they will be always available with a mouse click.
• Free text zone where you can type or paste any text you want.
• Access all service requests and work orders for the selected unit.
• Automatic function for unit sale.

• Define who are the administrators of the association (board members) and include a brief description of their responsibility to direct the calls to the right person.

• Print the list of directors with the useful information and the description of their respective responsibility and give it to your owners.  They will know who they should call when a problem occurs.

   

• Type the information on the Association itself, as its real and legal name, complete address and other information as :
  • Starting and ending dates of the financial year
  • Frequency of the regular assessment  (monthly, quarterly, semi-annually or annually).
  • Select (if needed) the personalized format or the file to be used for the association’s invoices.
  • Manage the insurance contract (with due date automatically put in the To Do List).
  • Select the method you will use for calculating the maintenance fees
  • Select the option for rounding the amount if needed
  • Select the accounts to be used for several automatic functions (to avoid having to choose them each time)
  • Define all parameters for late payments (see above)

• Print the meeting attendance list (to have it signed by the attendees at the annual meeting)
• Print the ballot papers that will be given to owners when they will enter the annual meeting room and sign the list.
• Use the automatic calculation tool to know if the quorum is reached.
• Record all votes and have the calculations of the results done automatically.  Print and save the file for each proposal for archive purposes.
• Manage the minutes of the meeting (and for all board meetings as well) directly within the integrated word processor and keep all minutes history for easy ulterior consultation.
• Add any Word document into the same folder to have them handy.

• Record tasks to be done at specific dates
• Record recurrent tasks and be advised automatically when the due date has arrived.
• You can identify them as ‘Done’ and keep them available for future use.
• Make searches through all tasks based on different criteria
• Extract and print any list of tasks based of multiple criteria
• All payable postdated invoices recorded are automatically added to the To Do List and automatically removed when they are paid (optional)

• Manage your assets in relation with the Reserve Fund and the building maintenance book.
  • Establish a list of tasks to be done to ensure an adequate follow-up of the main structural elements of the building and land (Elevators, roof, windows, bricks, concrete slab, etc.)
  • Define who is responsible for each task
  • Report automatically all new tasks to the To Do List
  • Manage warranties, insurance contract and maintenance contract for all elements.

• Work orders and follow-up on service requests
• Record your service requests from owners, tenants or others
• Produce the quote requests and send them to one or several suppliers using already recorded information (no need to type it).
• Benefit from a history listing all service requests, quote requests and work orders.
• Once the supplier is selected, print the work order and send it by mail or Email.
• When the work is done, you can transform the work order into a payable invoice.
• You can also automatically bill a owner (or tenant) if you want to charge the cost back to this owner.
• It allows to have a good follow-up of the work done for each project for which you can produce a list of all steps (for a specific project or for all of them).
• Produce inter-association reports on any service request or work order.
• Extract or search the information based on several criteria
• You can also attach any kind of files to any service request or work order (ex. Photographs before and after the work, text of the contracts, insurance policy, etc.).

• This function allows to calculate how much time is spent for all tasks for managing a specific association. 
• All time spent is calculated, like, accounting, communications (letters, Emails, phone calls) and all other managing tasks (ex. : board meeting, going to the bank, etc.)
• All standard time to be used for calculations can be modified by the user.

Excellent tool to establish the profitability of all associations managed.

• Track CC&R violation from within Condo Manager.
• Define CC&R rules and the action to be taken by the owner to resolve them
• Include the CC&R article text in the CC&R rules
• Design letter to be sent to the owner for the different steps of CC&R resolution and assign fees to charged to owner (if desired)
• Print inspection reports & CC&R history reports
• Attach files and photos to CC&R violation records

• This function allows to have a good follow-up on late payments.
• It allows to establish all steps of your own procedure to collect bad debts.
• Create letter templates and automatic sending of letters to the bad payers
• Process automatically pre-defined fees at the same time as a step is performed
• Get a history of all actions done up to now.

• Send personalized letters to each owner (or tenant, resident or supplier).  Merging names and addresses is automatic.  No need to use Excel or Word to perform a mail merge or a personalized letter with integrated fields.
• Forget the label stickers!  The address is printed to fit into a window envelope.
• Insert database fields, names of the administrators or management company resource people with a single click.
• Use inserted fields to make calculations (Ex. Balance + New Charge = Next Month Amount)

• Print  letters or send them via Email.  The program will handle if it has to be printed or sent by Email based on the choice made by the owners (within their file).

   

• Search for an information in all associations for any kind of information (PRO).

• Everywhere in the program, you benefit from hypertext links to get more detailed information.
• Example :  
  • you are in the balance sheet, you click on the net income amount,
  • the net income statement is displayed,
  • you click on any expense account; this account statement is displayed;
  • you click on a transaction number, the transaction is displayed,
  • you click on the invoice number, the invoice history is displayed,
  • you click on the file icon and the real invoice scanned is displayed. 

  • Click, click, click, click on the exit button, you have returned where you were before.

• Check history (with void or reversed checks, invoices paid and expense accounts used when recording the invoices)
• Deposit slip history
• Pre-authorized payment history
• Bank reconciliation history for each of your bank accounts
• Collection history
• Association’s invoice history
• Supplier’s invoice history
• Security deposit history
• Work order history
• Communication history
  • Contains all Emails and letters sent to owners, tenants, and suppliers (within Condo Manager)
  • You can find easily and extract the information based on several criteria

  • You can also add the telephone calls (if wanted).

• You can export all data (field content) via the menu File > Export to Excel
• You can also export any report that can be displayed on screen.

Everything that can be seen on screen can be printed, sent via Email, exported to Excel, or to Word or as a PDF formatted file, and also sent to your web site.

• All reports can be sent via Email to one or several people (or to a defined group), each one receiving an original (protecting the confidentiality of the information that was provided to the association).

• All owners can consult your web site including their file and their account statement.
• They can even change their information which will be automatically corrected in your database (with a preview before processing of course where you can refuse some changes).
• Owners can also decide to share with other owners some of their own information.
• Board members, managers and owners (if so decided) can see the financial statements and any other documents you could publish on your web site (like ownership act; forms; minutes of meetings, bylaws of the association, etc.)
• All information accessible is divided in three levels:  Managers, Board members, Owners. 
• Professional managers could find there all account statements, owner, tenant and supplier files, which they can consult anywhere they can connect to Internet.

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• Save your association’s data on our server.  You decide the frequency (weekly, each 3  days, daily, etc.)
• Data are encrypted and compressed (128 bits).  No risk for confidentiality.
• Yearly subscription required.

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• Practice without any risk with your own data (very useful when starting using the software).

• Manage your list of users and give them passwords to access the system.
• Users can have full access or restricted access (ex. Able to see everything but not authorized to process any transaction).
• You