2015 1st Quarter Newsletter
This newsletter contains important information about the GeeDee software program. It is important that all users of the system receive and read a copy. Please forward this email on to all users in your office. To subscribe to this newsletter please click here.
Beginning next quarter, July 1st, we will enact an across-the-board approximate CPI price increase. For the last two years, we have not altered fees in spite of rising expenses and increased overheads. Changes will typically only reflect a small increase of a few dollars.
Thank you all and we hope to continue our excellent relationship with our clients, and assure you of our continued quality service and support.
Please be advised that the latest Build Version for GeeDee is Build 262.
After running your WebUpdate you may be prompted to run a GeeDee Index. See Index steps below.
How to run a GeeDee Index
Step 1. Launch GeeDee Backup Index.
Step 2. Enter initials and login.
NEW CHANGES within GeeDee Realty Systems
Bar code Scanning NOW available
Integrity Check will not run when other users are in system
Tenant Water Consumption Invoice can now be emailed & slip text adjusted
Property Search Button added to Tenant Accounts
Edit Button added to Tenant Accounts
Tenant Accounts - when entering or editing an account it will record a note under Tenant Notes Tab
Invoice Message is now a Default in Tenant Accounts
Standing Items when entering or editing will record a note under Tenant Notes Tab
Property Search Button added to Tenant Water Calculation
Tenant Bond Account facility
Lessor Mid Month Payment
Microsoft Outlook 2013 added for emailing
NAB Connect B-pay downloads
Property Checklist can have up to 20 extra items defined & has an Add or Edit button. If edited prompt will say all items unticked.
Default Due Dates under Alerts can be adjusted in System Setup
PDF's Imported in Property Inspection Reports
Setting up a Creditor Barcode Template
Barcode scanning for Creditor Disbursements will significantly speed up the data entry process for accounts such as Water & Council Rates.
All that is required in hardware is a hand held scanner which can be sourced from various outlets. Ensure the USB scanner you purchase can scan CODE 128 format barcodes. Most barcode scanners sold in Australia will be able to read and translate this format into text.
Barcodes are a series of numbers encoded as lines that are used to uniquely identify any object.
Setting up a Creditor Barcode
Once selected the "Barcode Accounts" screen appears.
A message box will appear which you will select YES to continue. Once selected the"Barcode Settings" screen will appear.
You can see the Reference from the scanned Water Account also includes the amount.
You now need to Define the Reference number by entering "B" for Biller Code portion, "R" for the Reference number proportion and "V" for the dollar amount proportion.
Please type in and manually enter in each reference code .(Right hand columns will auto fill with the required information).
Note: If you select No you can always amend later, this is outlined further in instructions below.
Please note : When scanning some invoices (ie Council rates) the total amount will be scanned. Once scanned and processed if you wish to pay quarterly you would need to edit the amount as the total will only appear. Then re-enter each account individually under Creditor Account from Owners funds
Barcode scanners can be purchased from a number of electronic suppliers, computer stores, retailers that sell point of sale equipment or online.
Ensure the scanner you purchase scans CODE 128 format barcodes. Most barcode scanners sold in Australia will be able to read and translate this format into text.
8WARE (BAR-SCAN-4U & BAR-SCAN-3U) Laser Barcode Scanner (USB Scanner)
Honeywell 3200 Linear Imager (USB Scanner)
Motorola \ Symbol LS2208 (USB Scanner)
Your barcode scanner is required to be set up with a Carriage Return (enter key) after every scanned barcode. Check the set up notes that come with your barcode scanner for instructions.
Every day when opening GeeDee the system prompts you to run an Integrity Check. Please note the Integrity check cannot be run when others users are in the system.
If they are, the below message windows will appear.
Click OK and ask the others user's to close out of GeeDee and run the Integrity Check.
To edit Accounts please select Edit button.
Once you select Edit button the following screen appears where you can edit information.
When selecting Email or Print Invoice the Invoice Message typed will be the default message. This message will remain here until it is updated.
To Cancel Accounts you must now select item you wish to Cancel and click the Cancel button. A pop up will appear to ensure the correct item has been selected.
When a Tenant Account is Entered or Edited a note appears under Tenant Notes screen.
This feature works in conjunction with the Tenant Accounts system. Instead of needing to enter each individual tenant's accounts every period, a standard template of standing items can be compiled.
This is held against each individual tenant.
Once per period, the Generate Standing Items program is run. This converts these standing items into outstanding accounts for the period. Note that it is not necessary to enter the rent as a standing item.
The fields in the grid are:
Months- Standing Items can be; Monthly, Bi-Monthly, Quaterly, 6 Monthly or Yearly.
Code Description- The BOMA income code (or disbursement code for residential) description for the line. They may be selected from the Drop down list in the grid.
Comments - Additional comments which can be added to the code description, to appear on the Tenant Invoice as an explanation of the charge.
From & To - The start and end periods for which the charge can be made. The standing items will only be generated into account items within these periods.
Amount - The amount of the standing charge.
When a standing Item has been Entered or Edited a note appears under Tenant notes.
You are now able to search by Property address under Water Consumption.
Water Consumption invoice can now be emailed. Once the account is POSTED the Email or Print button will appear. This will also log a note under the Tenant Notes.
The Tenant Invoice for Water Consumption now shows slip text regarding payment
If required, you can now process an Account for a Bond or a Bond Top Up. This will allow you to send a Tenant Statement or Invoice if required. Once this account is paid the money will be allocated to the Bonds Received (Ledger 7) as per normal.
Now move this money to the Administrator by the usual method.
The opportunity is now available to pay a Lessor a Mid Month payment electronically via a Bulk Payment run. Select the Mid Pay Run tick box on the Lessor Detail screen.
Go to Lessor drop down and Select Payment Run and Select individually or Select All by clicking the X. Then Select process.
Please Note: You can also Hide Lessors with Zero values.
The Statement Comment has a default message which appears on the Lessor's statement. You can also choose to either Print or Email from here.
If you want to do both then Print first then select Email and then select Process.
The Default Due days showing under Alerts can now be changed in System Setup.
Ensure all users are closed within GeeDee and open System Setup. Go to Miscellaneous and enter default days.
Note you can also change the print options of Daily Banking and Tenant Water Consumption
Clients that utilize other programs such as Red Nightingale and Pocket Reporter can now Import PDF's into Property Inspection Reports.
In doing so please be aware that your backup's may increase considerably in size and as such can take slightly longer to complete. Should this become an issue contact GeeDee staff and a program can be run to extract this information into separate folders.
We do not suggest to import photos, to do this we recommend the Document Management System. It is also from the Document Management System that these reports can be emailed and not within the GeeDee program.
Once Imported it will ask if you would like to Send to Archive? If you have the Archive System Installed, send to the Archive/Document Management System and it will allow you to email from here.
You can elect to send emails from the GeeDee System using your local install of Microsoft Outlook. By selecting the "Outlook" Email Option in System Setup Misc section, the GeeDee System will send
and store emails in Microsoft Outlook instead of the GeeDee Email Handler.
By simply selecting the above "Outlook" option, all emails will now be Handled by your Microsoft Outlook mail system. Note, this will work with Outlook 2003, 2007, 2010 & 2013 32-bit only.
Microsoft Office/Outlook 64Bit
The 64 bit versions of Microsoft Outlook, like all current Accounting and third party communication software products, do not support 64 bit versions of Outlook.
For Security reasons
Nab Connect now require the tick box for Balancing Entry to be selected to enable the B-Pay file to be read.
Go to System Setup / Bank and select this section. Once System Setup is closed and GeeDee for Windows re-opened you will be able to read the file.
Note: Everyone needs to be closed out of GeeDee for Windows for System Setup to be accessed.
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Trust Accounting & Property Management Software with Enterprise Electronic Document Management.