Rentec Direct

Back in April we announced an advanced new way we were accommodating new, flexible, sort methods for properties.  Even so, many managers have different needs and our predictive sorting doesn’t meet everybody’s needs out of the gate.  As such we’ve introduced a new feature to allow you to sort your properties how you want them sorted which is 100% customizable.  To use this new feature, simply visit the Properties tab, right click on the property you wish to modify the sort, and choose the 2nd option, ‘Edit Sort Order’.  You’ll be presented with the default sort value, and you can directly modify it.   If you wanted this property at the beginning of your list, enter 0 (zero), or perhaps even a negative value.  If you want it at the end of the list enter a larger number like 9999.

In the example above if I wanted a property to show up in between 123 Test St and 989 Duplex Street (assuming those two properties had their default sort values of 123 and 989), I would enter a value in-between such as 400.

Back in April we announced the ability for Rentec users to add additional user accounts. Since that time we’ve asked and received a wealth of requests for the upcoming user permission system. We’re pleased today to release the permission system with many of the features included from your feedback! This is a free upgrade for all Rentec PRO, PM, and Association users.

We’ve designed the system with the utmost flexibility to accommodate as many situations as possible, while still keeping the system simple to use.  With the system you can restrict access to properties (and associated tenants), bank accounts, and owners.  Want to allow your employee Joe only access to a single property, no problem, select ‘Access Selected Properties’, select the one property, and your done.   Perhaps instead you want Joe to access all properties, except one or two.  That’s just as easy, choose ‘Restrict Selected Properties’, and select the properties you wish the user to be restricted from.  Either way, it’s only a couple clicks.

The same powerful permissions work for bank accounts and owners.  Also, you can define if the user has permission to add new properties, accounts, or owners into the system.  To try out this new permissions system, visit Settings, Manage User Accounts.  Then click on the permission level (3rd column) to edit their permissions.  By default all new and existing users have full permissions.

We are releasing this feature in beta for the time being until we’ve had a good amount of feedback.  If you discover any issues, or would like to see additional functionality, please click ‘need help’, in the upper right and fill in the form letting us know what you would like to see.

We’ve added a new report to the system to display in both a numeric and graphical sense some important performance statistics about your properties.

Highlights of the new report:

• Occupancy Rate Graph
• Income / Expense Graph
• Tenant Statistics
• Workorder Statistics

This report is property and date bound.  To try it out, visit the Reports tab, select a property or all properties, then a date-range and choose ‘Property Performance’ report.  Note, due to the complexity of this report, it is in beta for the time being until we’re clear it is providing the most useful data for our property managers.

We’ve just made it simpler to change deposit requirements for your tenants.  If you’ve entered a deposit value on move-in but need to change it, the process is now cleaner.  Just follow these two steps:

1. Go to the tenant’s ledger and click the deposit balance in the upper right.
2. Click the edit icon next to the deposit you wish to modify, change the value and click the save icon.

You can now print checks right from the Rentec Direct software!  We’ve added new functionality free for all existing Pro, PM, and Rentec for Associations customers to now print checks.  To get started it’s really simple, follow these easy steps.

1. Go to Settings, Manage Bank Accounts, and be sure you have at least one bank account setup.
2. Go to Settings, Accounting Defaults and choose the type of blank check stock you are using.  Rentec Direct supports all popular check types.  While your there we recommend you select Yes to the first item ‘Show the Accounts tab‘ to make getting to your accounts easier.
3. (optional) Setup vendors if you wish to simplify your check writing experience at Settings, Manage Vendors.  PM version users can also setup owners under Settings, Manage Owners.  All existing vendors and owners will auto-populate name and address when typing in the Payee field of the property expense form.
4. Post a new expense to any property.  In the expense type dropdown select ‘Print Check‘ and if not already selected, choose the account to draw the check from.
5. After posting the expense, go to Settings, Manage Bank Accounts (or click the Accounts tab if you have that enabled via Settings, Accounting Defaults).  Next to the account it will display how many pending checks there are.  Click there to open up the check printing window.

We’ve also designed a help document available once logged in in the upper right ‘need help‘ link.  It includes more detailed instructions along with screen shots of the process.

We’ve made some recent improvements to the Tenant ACH system which will help both tenants and landlords stay on top of transactions.

• We will now send out automated emails to both the landlord and the tenants 5 days prior to the transaction taking place.  This serves as a reminder for the tenant to ensure they have funds in their account prior to the transaction, and a reminder for the landlord to be on the lookout for the deposit into their account.  This feature will help solve NSF issues where a tenant may have forgotten a withdrawal was coming out and thereby further improve rent collection simplicity.
• We have also improved your EasyPay interface to include a “changelog” of events.  Each time you or the tenant login and make any changes, the change is recorded into the system.  You can view all the changes now by entering the EasyPay screen, and click the “xx changes” link in the upper right.  You will be presented with a historical view of every change made to the account in descending order.  Tip:  mouse-over the who entry for a few seconds to determine the IP address of the computer that made the change.

We’re always on the lookout for ways to improve the ACH process and make it simpler for both the landlords and tenants.  If you have any ideas, please send them in.

Many tenants have questions when it comes to automatic deductions from their bank accounts.  We’ve accumulated the top questions received from tenants thus far and included them in a single page FAQ (frequently asked questions) document.  We’ve uploaded a document that you can feel free to share with tenants interested in automatic ACH rent payments.  The file is located at http://www.rentecdirect.com/files/easypay_tenant_faq.pdf

If you receive frequent questions from your tenants that are not included, please submit them to our support staff at support@rentecdirect.com.

Here’s what is included in the document.

How does EasyPay work?
EasyPay uses the same system that utility companies and banks use to automatically pay your recurring bills.  You provide an authorization form with a voided check and our system will either automatically, or as specified by you or your landlord withdraw a specified amount without the need to write a check.  The system is paperless and entirely electronic.

Is EasyPay safe?
EasyPay is very safe, in fact it’s very likely safer than writing a check.  One of the leading forms of identity and bank theft are from papers just like checks or bank slips.  You provide an authorization form only one time and never have to write another check, thereby saving your check supply as well as being more secure.  Rentec EasyPay uses the latest and most effective security safeguards to protect and encrypt your data once it has been received by our office.  It’s the electronic equivalent of a 10 foot thick solid steel vault that only you and your landlord have keys to.

Can I manually make payments instead of them being automatic?
Yes.  If you prefer the system to not automatically pay your rent for you, you can select to manually make the payments instead.  It is simple; you just login to your account at Rentec Direct, click the EasyPay tab, and schedule your payment each month.   You must have internet access.

What if I have insufficient funds?
ACH works very much the same as a paper check.  If the transaction submits and your account does not have the funds available, your bank may either reject the transaction and/or charge you an overdraft fee.  Contact your bank for more information on their fees.  Again, it works the same way as if you write a check and there is insufficient funds to cover the check.

What if I forget about the recurring transaction?
This question comes up a lot; however, it rarely happens. You can choose the date the funds are withdrawn, and generally rent is one of the largest monthly expenses many people have so it is not easily forgotten. If your email is in the system we will also send you an email reminder a few days prior to the transaction. If you are concerned about funds availability in your account on a certain day of the month, you can instead select to manually handle your payments instead of doing them automatically each month.

If I change my mind, can I cancel the service?
Yes, you can cancel the service any time via any of these methods.  Login to your tenant portal at https://secure.rentecdirect.com/tenants, choose the EasyPay tab, and disable both the MultiPay and SinglePay checkboxes and choose Save Changes.  Alternatively, you can email us at easypay@rentecdirect.com with your contact information and we can cancel it for you, or you can call our office at 541-690-8667 to cancel.  Cancelling EasyPay does not require your landlord’s approval.

We have updated our tenant screening portolio to include the following reports:

Bankruptcies, Liens & Judgments: The Bankruptcies, Liens and Judgments Search is a comprehensive nationwide search that provides case information on any filed bankruptcies, outstanding liens, and judgments. Results may include name, address, attorney, docket number, county, filing state, filing type, filing number, civil filings, bankruptcy filings, bankruptcy type, judgments, dismissal date, release date, tax lien type, asset amount and amount. Records are generally updated weekly.  This new reports has INSTANT results.  Many landlords rely on this report because it gives a great idea of the prospective tenant’s history.  Most evictions which are not satisfied turn into a judgment which would show up on this report.

Evictions: The Evictions Search provides information on past eviction filings. Results may include court, case number, judgment date, judgment amount, satisfied date, initial filing date, defendant information, and plaintiff name.  Eviction data is now also returned instantly.

These two new reports replace the following reports:
Evictions, Liens Judgments (1-3 business days).
Bankruptcy Search (1-3 business days)

With the introduction of these newer reports, you can get more of the necessary data to screen a tenant instantly.

We’ve improved the report interface!  When viewing a report, statement, invoice, or receipt you now have the option in the upper right to download any report in PDF (right red pdf icon, see screenshot below).  Lately we’ve been asked a lot of  questions like these.

How can I email a copy of a ledger to my accountant?
How do I send this report to an owner?
How can I save reports?

The answer is, print to PDF.  PDF is a universally recognized document which stands for Portable Document Format.  There are many readers available for PDF and chances are your computer already has one installed.  If not, Adobe Acrobat is the most popular and it is free.  Once the document is saved, you can easily attach it to an email, or save it onto your computer or flash drive.

This update does not require you to purchase the full version of Adobe Acrobat.  We create the PDF files on the server and you download them and view them in the FREE PDF reader.  Customers of other property management software solutions who want to do the same may need to pay the $300/annual license to create PDFs; however, with Rentec Direct we’ve done this for you and included it in all of our professional releases at no additional cost.

With the popularity of our EasyPay program where you can automatically deduct rent from a tenant’s (or owner’s in the case of associations) account we have extended the capabilities.  Based on popular request, we’ve added a second application available for download at Settings, EasyPay Setup.  The new application allows for the tenant to pay the transaction cost.

One application is the original where you, the landlord or property manager, pays the transaction cost.  The second application has the tenant agree to the cost, and simply adds it to their payment(s) at the time of processing.  The cost is the same either way, you just now have the option of who pays it.

If you are not already setup for EasyPay, it is simple to get setup.  Login to your Rentec Direct account and select Settings, Setup EasyPay.  The application to get started is available there.  We can simplify your rent collection process right away.