GeeDee for Windows

2016 July Newsletter

2016 July Newsletter

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2016 July Newsletter

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      tipbulb 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.

 

GeeDee News Update

 


Title - Remember Web Updates

 

Please be advised that the latest Build Version for GeeDee is Build 276

After running your Web Update you will be prompted to run a GeeDee Index. See Index steps below.


 

 How to run a GeeDee Index

 Step 1. Launch GeeDee Backup Index.
 
reindex 1

  Step 2. Enter initials and login.

clip0681

  Step 3. Select Index and click OK to the 2 “OK” prompts to complete Index process. Close when completed

 
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   NEW CHANGES within GeeDee Realty Systems Build 276

Note   Maintain Creditors screen has additional features, Letters, Notes, Details of Emails sent

Note   Creditor Bank Detail changes now record under Creditor notes

Note   Emails sent to a Creditor now recorded under Creditor notes

Note   Edit letter now has Merge fields for Creditors

Note   Alerts now displays Creditors & Insurance Expiry dates

Note   Alerts SMS facility added for Creditors for Insurance Renewal SMSCRED

Note   Bond Listing now has option to select report by Ref number

Note   Rent Roll Valuation Report when printed in landscape has extra fields, Admin Fee, Inspections, Cheques      


 Maintain Creditors Screen has additional features

Under Maintain Creditors Screen additional features are Letters, Notes, Details of emails sent and Delete

Maintain creditors screen

When these areas are used it notes it under that particular area eg Letters

You must first enter the Creditor letter under Edit letter to enable you to select this letter

creditor letter

Once the letter has been printed or emailed it will note this under Letters & Notes

creditor letter 1

creditors letters 2

Delete a Creditor

This is only available if there has been no accounts entered for this creditor.

delete

 Creditor Bank Details changed

When Creditor Bank Details are changed it is now recorded in 2 areas under Banking / drop down "Account Changed Report" & under Maintain Creditor Notes Tab

It is also recorded here when Lessor Banking details are changed

creditor account details

Add in a date range and then click Start

creditors changes

Details showing the Landlord or Creditor ID and who made the changes will be listed. This report can also been printed.

creditor details 

Maintain Creditor Notes Tab

Creditor Maintain notes


 Merge field has been added for Creditors Insurance

      Under Edit Letter there are merge fields available for Creditors

creditors merge

This information is populated from the Creditor Details screen.

Creditors Insurance merge


 Alerts displays Creditors & Insurance Expiry dates

Alerts displays Creditors & Insurance Expiry dates.

Many Creditors have Indemnity Insurance. Under Alerts you can monitor when the insurance is due to expire and ensure the renewal has been done. (The default Due Within can be changed in System Setup under Misc)

Creditors Insurance

 

 Alerts SMS facility added for Creditors for Insurance Renewal SMSCRED

It is now available to SMS Creditors regarding their Insurance Reminder. Please setup SMS under Edit letters SMSCRED to be able to select under Alerts.

creditors sms

 


 

Title - End of Financial Year Procedures

June End of Financial Year Procedures & Auditor requirements

 

Whilst December may be the end of the Real Estate Financial Year, the end of June Financial Year is no different to any other Month End processing period. End of June Financial Year is however important for your Lessors. A “Lessor Summary Statement” is the most usual report required and these are easily produced from within the GeeDee system.

As far as your office is concerned, on the first working day of the new month as usual, the GeeDee system will automatically remind you that you are required to print your Audit Reports.

A bank reconciliation must be carried out up to and including the last day of the month. Once the reconciliation has been completed, rolled over and printed, an automatic prompt to print the detailed “Trust Account Trial Balance” will occur.  Please note it is also wise to print the Lessor Trial Balance and the Bond Listing. This is handy for your auditors and is available from your GeeDee Desktop DropDown menus (Trust  and  Bond) .

The balance of Account 1 (Trust Bank Account) will be the same as the amount total shown in Account 1 on the bottom of the Bank Reconciliation report. Having the two reports showing identical balances should satisfy any queries you may receive from your auditor.

 

note Pay Creditor Accounts

Ensure that the creditor accounts are paid before 30th June. Check to ensure the Lessor has enough funds to pay these accounts.  If not, give your Lessor the option to either pay the account themselves or transfer funds to the trust account to pay these accounts.

note What is a Lessor Summary Statement?

A “Lessor Summary Statement” is a report, by Lessor that shows that totals of all income and expenses incurred for each property managed. The statement summarizes the amounts that were received as rent and other funds (income) and how much was spent on repairs, fees and maintenance etc. (expenses). Summary statements can be printed at any time of the year and for any period of time; although they are normally printed after End of Period has been completed for the last month of the financial year.

note What do I do if I have only been using GeeDee for part of the Financial Year?

If you started using GeeDee part way through the financial year, you are still able to print Summary Statements for your Lessors. With the statement produced by GeeDee you will need to include a statement from your previous system so that the Lessor will have figures for the whole year.

note How do I print a Summary Statement for an individual Lessor?

From the “Lessor” drop down menu in GeeDee, select “Summary Statement” and then “Select Lessor” and the “Start” and “End” periods required for the statement (for the financial year you should select JULY – JUNE). Once you click “Start” you will be prompted to search for the particular Lessor that you require the statement for.

note How do I print Summary Statements for all my Lessors?

From the “Lessor” drop down menu in GeeDee, select “Summary Statement” and then “Select All Lessors” and the “Start” and “End” periods required for the statement (for the financial year you should select JULY – JUNE). At this point you are able to choose whether you print statements for all Lessor Types or specific Lessor Types such as residential only.

note What is the difference between Summary & History statements?

A Lessor “Summary Statement”, as explained above shows the totals for all income and expenses that occurred during the selected period and is therefore most commonly used as a Financial Year Statement. A Lessor “History Statement” shows all transactions for the selected period but does not show the totals for income and the various expenses. The most common use for a “History Statement” is to reproduce a Lessor statement for a particular period.

note Charging the Lessor for the Statement

If your Managing Agency Agreement includes a fee to produce this statement, remember to process a charge for this. This needs to be done individually to each Lessor under charges/refunds.

 


 

- Title - GDMS

    GeeDee Document Management System - Special Offer

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Click me to download...FLYER_GEEDEE_GDMS


 

Title - GeeDee Training

    GeeDee Training Order Form

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Click me to download...Training Order Form


 
 

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