RPM Yardi User Manual March 2017

User Guide
March 2017
RPM YARDI USER GUIDE CONAM MANAGEMENT
TABLE OF CONTENTS
YARDI ELEARNING .......................................................................................................................................................... 3
LOGGING INTO YARDI................................................................................................................................................. 3
Logging In .................................................................................................................................... 3
YARDI PASSWORDS ........................................................................................................................................................ 4
Changing Password ...................................................................................................................... 4
DASHBOARD ..................................................................................................................................................................... 5
Navigation Tips ............................................................................................................................ 6
Favorites and Hot Keys ................................................................................................................ 6
Dashboard Basics ......................................................................................................................... 7
RESIDENT MEMO FUNCTIONS .................................................................................................................................. 9
Adding a Memo ............................................................................................................................ 9
Editing a Memo ............................................................................................................................ 9
REPORTING ..................................................................................................................................................................... 10
Report Filters/Output .......................................................................................................................... 10
Report Output Options................................................................................................................ 10
Report Output Options – Analytics Filter ................................................................................... 10
Setting Up Favorites for Easy Report Access ............................................................................. 11
Reports by Specific Group.......................................................................................................... 11
Bulk Email Repots ...................................................................................................................... 12
Reports ................................................................................................................................................ 13
Resident Activity Report ............................................................................................................ 13
Traffic Detail Report .................................................................................................................. 14
Conversion Ratios Summary Report .......................................................................................... 15
Unit Availability Details Report ................................................................................................. 16
Term Based Pricing Availability ................................................................................................ 17
Rent Roll .................................................................................................................................... 18
Rent Roll with Lease Charges Report......................................................................................... 19
Gross Potential Rent ................................................................................................................... 20
Market Rent Schedule ................................................................................................................ 22
Aged Receivables ....................................................................................................................... 23
Financial Aged Receivables ....................................................................................................... 24
Unpaid Charges .......................................................................................................................... 25
12-Month Occupancy Report ..................................................................................................... 26
Weekly Status Report ................................................................................................................. 27
Rentable Items Availability ........................................................................................................ 28
Budget Comparison (with PTD) – Quarterly Winner Circle Report ........................................... 29
Resident Activity Detail ............................................................................................................. 29
MOR Reporting .................................................................................................................................. 30
Financial Report with Notes ....................................................................................................... 30
Comparison Reports Color Values ............................................................................................. 31
Submitting MOR Report - Financial Report with Notes............................................................. 32
Box Score Summary ................................................................................................................... 32
ACCOUNTS PAYABLE ................................................................................................................................................. 33
Workflow Approvers .......................................................................................................................... 33
Out of Office .............................................................................................................................. 33
Invoice Approval Workflow ....................................................................................................... 34
CapX Invoice Approval Workflow............................................................................................. 34
Dashboards ......................................................................................................................................... 35
PAYscan Dashboard ................................................................................................................... 35
PAYscan Workflow.................................................................................................................... 36
Invoice Register Images ............................................................................................................. 39
Accounts Payable Reports .................................................................................................................. 40
Vendor Payment Information ..................................................................................................... 40
Aging Payable ............................................................................................................................ 42
Expense Distribution .................................................................................................................. 43
Payment Register ........................................................................................................................ 44
2
YARDI ELEARNING
Yardi eLearning is a step by step tool for associates to use for help or to get a better
understanding of basic steps. There are several different training courses. Courses will be
assigned based on position. Courses can be added specific to ConAm as well, watch for any
future classes or events. You can always relaunch any course that were assigned as a
refresher.
LOGGING INTO YARDI

Logging In
https://www.yardiaspla2.com/16778conam/pages/LoginAdvanced.aspx
 IMPORTANT: Passwords are case sensitive.

 IMPORTANT: We will be using a Training Database, once finished
with training you will use the Database LIVE.
3
YARDI PASSWORDS
Yardi passwords are confidential. Passwords are issued only to those associates who have
completed the authorized training class.
Passwords are intended for your use only. It is unacceptable for you to give your password
to anyone else, including your regional property manager, area manager, regional operational
specialist trainer, community director, a temporary employee, help desk technician etc.
 Passwords expire every 60 days, need to be a minimum of 8

characters, which must include 1 uppercase, 1 lowercase, 3 different
character and at least 1 numeric (ex: Con@m197)
If you have an employee that quits, gives notice or is terminated, be sure to inform the help
desk immediately so their password can be deactivated.
Changing Password
 NAVIGATION: (Side Menu) Administration, Change Password
 Enter your old password (if first time changing

password enter from letter received in training)
 Enter new password (be sure to write this
new password down some where confidential)
 Confirm your new password
 Click SUBMIT
4
DASHBOARD
When an associate initially logs into the system, the Dashboard (Homepage) will be
displayed. Dashboards are Role specific and are assigned based on log in credentials. The
available functions to this role may be accessed by clicking the Links found under the
dashboard. The functions may also be accessed from the Side Menu by clicking the Open
Menu command button on the left side of the page, or from the Title menu at the top of the
page. The Dashboard is a great starting point, however will not show everything.
Open Menu command button
Title Menu
Active
P t
Links
Tabs
Side Menu Calendar
USING THE MENU

Click the orange arrow at
the top to expand the side
menu. A small black
triangle indicates that
additional submenus are
available.
Select a menu item by
clicking on it – the menu Side Menu
item will be highlighted
when the cursor is placed
over it.
5
Navigation Tips
When navigating through the Yardi screens, the following tips will be helpful:
 The TITLE MENU offers global navigation options, such as return to the Home
Page/Dashboard, Log Out and Help
 Use the TAB key to jump from field to field while still on your keyboard
 Use SHIFT-TAB to jump backwards between the fields
 Use ALT and the underlined letter instead of using the mouse
 For moving between fields that are not continuous, use the MOUSE to click
into the desired field and proceed from there
 Fields with a blue background are REQUIRED to complete a task
 Underlined fields are called HYPERLINKS. LINKS may open lookup lists or
lead to other screens
 FAVORITES is located in the upper right corner is where you can view
Favorites. Favorites are user specific – see below how to set up
 The SEARCH Function is a very powerful tool, looking for something specific just
start typing and options appear
 HELP is available on the top menu bar
 ALT M = hides or displays side menu
 JUMP-TO = Is available in some screens, makes it easy to type in a unit and go to it
without return to Dashboard
Favorites and Hot Keys

If there are specific tasks that are completed several times during the day a FAVORITE or
HOTKEY option could make it easier to navigate.
 To set a FAVORITE or HOTKEY, navigate to the task then right click the MOUSE
and select the option desired
 If Add to Favorite was selected it will show under the

FAVORITE option on upper right hand side of the screen
 HOTKEY are created same way, however a key
combination needs to be used, such as CTR-R for Charges (be careful when
setting up hotkeys, as Voyager does recognize Windows Hotkeys)
• To delete or modify a hotkey repeat steps
6
Dashboard Basics
When an associate initially logs into the system, the Dashboard (Homepage) will be
displayed. Commonly used functions are divided into different areas of the dashboard as
illustrated below.
Active Property
If accessing more than one property, use the Prop/List to look up and set the Active
Property (i.e. the property currently being worked in). The Dashboard information and
statistics only apply to the current/active property selected on the dashboard.
Resident Activity
This area stores current counts for pending resident activity:
 Move Ins
 Move Outs
 Deposit Accounting
 On Notice
 Expiring Leases (120 days)
 Scheduled Lease Renewals
 Alerts-attention is needed to perform a task if a number is listed in this category
Maintenance
This section shows different maintenance functions
 Pending Make Ready
 Pending Work Requests
 Completed WO Follow Up
7
Unit Statistics
This section of the dashboard stores current statistics for the active property:
 Total Units
 Leased Units
 Occupied Units
 Available Units
 Model/Down/Admin Units
 On Hold Units
 Unit Transfers
Traffic
This section stores current traffic activity for the active property:
 Prospect Pipeline (active prospects from the last 30 days)
 Today’s Showings
 On Waitlist
 Pending Applications
Links
Links are provided for quick access to different functions, such as:
 Add Guest – Quick access to add a guest and start the leasing process
 Leasing Specials – Click on the link to set up specials by unit type or specific
apartment
 Hot Sheet – Click on the link to view the hot sheet of leasing specials
 New PO – Access to add a new Purchase Order
 Print Letters – Access to select and print letters for specific residents
 Quick Guest – Quick access to add telephone traffic or guest’s that did not lease an
apartment
 Daily Activity – View activity daily such as exceptions, month to months, move
ins, move outs, delinquencies, etc.
 Monitor Reports – find if a report is processed, in process, not processed or error
 New Service Request – Quick access to enter a new service request
Open Batches
This section of the dashboard provides links for easy access to open or edit charge, receipt
or payable batches.
Keep in mind that batches that are open with no activity will be seen by all users, once a
batch is associated with a property and resident it will only be seen at that community’s
level.
Person Search
Click on the Person Search tab to search for a guest or resident of the active property by
name, address, phone number, etc.
8
RESIDENT MEMO FUNCTIONS

Adding a Memo
 NAVIGATION: Click the Memo link from the Data drop down menu from the Resident
screen.
 TIP: Memos are found throughout the Yardi program and can be used to
store notes or information regarding an item in the database, for a Resident,
an apartment, or an applicant.
Fill out the Memo Screen as shown above:

 Modify Date/Time as needed
 Select the Memo Type
 Select Status = Memo
 Select your name from the Agent list
 Enter detailed notes
 Click SAVE
 Click NEW to add more memos
 Click CLOSE to exit the memo screen
 TIP: The Memo link under Data
on the Resident record will be
updated with the number of
memos in parentheses.
Editing a Memo
 NAVIGATION: Click the Memo link from the Data drop down menu from the Resident Record
 Click the Date link on the memo to

be edited
 The memo text will appear again in the
Notes field of the memo screen. Edit or
add
text or other information as needed
 Click Save, then click Close to exit the
screen
9
REPORTING
REPORT FILTERS/OUTPUT
Reports are customizable and may vary per role or menu. The following Exercises
demonstrate commonly used reports for Resident based reports and how to locate/run the
reports.
Report Output Options
 NAVIGATION: (Side Menu) Reports

Depending on the type of report, reports may be viewed on Screen, Email Excel, Save to
Excel, Email PDF, Save to PDF or Create SQL. These destination options may vary for
different reports and show in the Destination field on the report filter.
 Select the desired option from the list and click Submit to proceed.
 NOTE: Reports being Saved will create and show under Monitor Reports
on the Dashboard
Report Output Options – Analytics Filter
 NAVIGATION: (Top Menu) Analytics>Operational or Financial (select filter option)
Based on report and filter depends on what specific information is required, each report
under the Report Type has different required or available fields to complete
10
Setting Up Favorites for Easy Report Access

Everyone has different reports they like to view. You can set up your favorites very easy to
give quick access to view, print or email
 NAVIGATION: Reports or Analytics
 Find report wanted and right click

 Select Add to Favorite
 Once selected will be added to the Favorites icon
Reports by Specific Group

To pull reports by Region, Accountant, ROS, RPM, Client etc.
 Click Property link

 Top middle section shows the different options
 Select link of how report should be
generated
 Middle section Select Rent Roll under
Report
 Click Find and select properties to include
 Click OK
 Enter Remaining criteria for report
 Click Display
11
Bulk Email Repots
 NAVIGATION (Top Menu) Analytics>Operations>Residential Packets
Select Reports
 Select Reports wanting to email, but putting a checkmark in the select box
 By report, select the Summarize By the drop down
Applicable to All Reports

 Select property or groups by clicking the link and selecting specific properties wanted
 Enter specific dates and or period wanting the report pulled by
 Select the drop down for UAD (Unit Availability Details) Show or UAD (Unit
Availability Details) Include for more parameters of
Reports
Report Parameters
 Select drop down for Consolidate
 Enter email address to whom reports are to be sent
 Select file output (PDF or Excel)
 Click OK to process and email
12
REPORTS
Resident Activity Report
Use the Resident Activity report to review resident activity at a property. The report
shows traffic counts for move-ins, move-outs, notices, transfers, month-to-month
conversions, lease renewals, and move-in cancelations during a specific date range.
 NAVIGATION: Analytics>Operational>Residential
 Report Type, select Resident Activity from drop down

 Summarize By: Unit Type
 Enter date range for the report (the different reports show different options for
Month/Year or Date Range, if grayed out not option for specific report)
 Enter Check Mark in Show Graphs
 Click DISPLAY (some reports show other graphs in displayed to PDF
13
Traffic Detail Report
Shows traffic information for calls, walk ins, emails, appointments, shows, canceled guests,
etc. based on filter options and dates selected.
 Select property or group of properties from the property filter

 Enter date parameters
 Select Report Type: Traffic Detail Report
 Group By: select source from drop down
 Click DISPLAY
14
Conversion Ratios Summary Report
Use the Conversion Ratios report to:

o Evaluate how leasing agents and marketing sources are performing
o Compare popularity among unit types
The report shows the following information during a specific date range:
o Traffic counts for first contacts (broken down by type)
o Traffic counts for unit showings, applications, approvals, denials, and
application cancelations
o Conversion ratios
 Enter to date for report

 Report Type, select Weekly
Status from drop down
 To see unit detail, select Unit Type in Group by from the drop down
 Click DISPLAY
15
Unit Availability Details Report
Use the Unit Availability report to compare performance among unit types or across
properties. The report shows the following information as of a specific date:
o Unit counts (broken down by status)

o Occupancy, leased percentage and exposure
 Report Type, Unit Availability Details from drop down

 Group By Unit Type
 Enter Date for report
 Click DISPLAY
16
Term Based Pricing Availability
Use the Term-Based Pricing Availability report to view available pricing options for
properties set up for revenue management. The report shows pricing options for each
combination of leasing weeks and term length.
 Report Type, Term Based Pricing Availability

 Group By: Property
 Click DISPLAY
17
Rent Roll
Use the Rent Roll report to evaluate monthly rent and deposits at your property. This
report shows market and resident rent amounts, deposits and resident balances as of a
specific date.
 Select Rent Roll under Report

Type
 Click Display
 Report will print to screen with
drill down options
 Click the blue links to drill down into
the Resident Record
1. Note: Market Rent on the Rent Roll is pulled from the 12-month lease price for
units that were vacant available day report pulled
2. Note: Market Rent is updated on the Rent Roll on a daily basis when LRO feeds in
the new pricing.
18
Rent Roll with Lease Charges Report
Use the Rent Roll with Lease Changes report to evaluate monthly rent and deposit for units.
The report shows the following information for each unit as of a specified date.
 Select Rent Roll with Lease Charges

under Report Type
 Enter specific date and period
 Click DISPLAY
19
Gross Potential Rent
Gross Potential rent (GPR) is the maximum possible revenue from rent that a property can
accrue in any given month. Properties can incur losses to GPR from a variety of sources.
Use the GPR report to identify those sources. The report shows the following sources
based on a specific date:
• Vacancy costs
• Leasing Specials
• Write Off’s
• Delinquent rent payments
• Prepayments
• Loss from non-revenue (model, down, admin) units
 Select Report Type: Gross Potential Rent

 Summarize By: Property
 Enter To Date
 Enter To Month/Year
 Click DISPLAY
20
□ Verify Market Rent (Unit Rent) this should never be zero or a negative
Amount
□ Verify Loss/Gain (Difference between Market and Potential Rent) should never
be more then Market Rent or Potential Rent. Could be negative (gain) or
positive (loss) number, verify amounts
□ Potential Rent (Maximum amount of rent that can be collect from resident –
rent amount per lease) Always a positive number, never zero. If unit is vacant
then amount would match Market Rent
□ Vacancy (Difference between Potential and Actual Rent) Most always a
positive number, only negative if a mid-month lease renewal was completed-
all negatives must be verified, if rent from a prior month should be adjusted
to RENTPM not RENT (must verify and fix) All items in this column must be
verified even positive amounts. If there is an amount in this column and the
home has not been vacant, contact your ROS, question all amounts if not
vacant in current month
□ Actual Rent (The rent amount we have charged the resident for the current
month) Should be a positive number. If the apartment has been vacant the
entire month the amount will be zero. If negative, it must be investigated –
something is wrong – needs fixed. Normally, this amount should be the same
as Potential Rent, would be different if home has been moved in or moved
out during the month (or both) or if there are mid-month lease renewals
□ Concession (any concession given during the month, or reversed if charging
back a concession at move out or lease break) Normally a negative number
unless there was an adjustment make to a Prior Concession. There must be
a Concession Form for each concession given and signed by both the PM and
RPM
□ Sum of write-offs posted to the ledgers for residents owing rent. Verify
Write-Off’s (any rent Wrote Off for the resident) This is only for “PAST”
residents where Deposit Accounting has been completed, no current
resident should be listed. Write offs are to be done as soon as Deposit
Accounting is completed
□ Receipts Current are rent receipts received for current month, Receipts prior
or for rent receipts from prior month
□ Amount of delinquent owed or prepaid
21
Market Rent Schedule
Use the market Rent Schedule report to analyze rent prices at your property. This report
shows averages and totals for market and resident rent as of a specified date.
 Select Report Type: Market Rent Schedule

 Summarize By: Unit Type
 Enter To Date
 Click DISPLAY
22
Aged Receivables
Use the Aged Receivables report to view how much money residents owe as of a specified
month. The report shows the following information as of a specified date:
• Charges that are overdue by under 30 days, 31-60 days, 61-90 days and over 90 days
• Prepayments
 Select Report Type: Aged Receivables

 Summarize By: Resident
 Enter Month/Year for report
 Click DISPLAY
23
Financial Aged Receivables
Use the Financial Aged Receivables report by Resident Charge Code to see delinquent
amounts per the specific code owed.
 NAVIGATION: Analytics>Operational>Residential>Residential AR
 Select Report Type: Financial Aged Receivables

 Summarize By: Resident by Charge Code
 Enter Month/Year for report
 Click DISPLAY
24
Unpaid Charges
This report shows delinquent amounts based on specific minimum amount entered in the
filter by charge code per resident with notes.
 NAVIGATION: (Side Menu) Reports> Resident>Unpaid Charges
 Enter Min Amount Owed: .01

 Click SUBMIT
25
12-Month Occupancy Report
Use the 12-Month Occupancy report to analyze the occupancy at your property. The
repost shows the following information for each month in a specific year:
• Each property’s occupancy

• The weighted average occupancy
o Of properties in an attribute grouping (for example, properties in the
West Region)
o Of all properties
 NAVIGATION: Analytics> Operational>Residential
 Report Type: 12-Month Occupancy Report

 Summarize By: UnitCount or SqFt
 Enter period report to be pulled for
 Click DISPLAY
26
Weekly Status Report
Use the Weekly Status report to view weekly traffic at your property. The report shows
the following information in the week ending on the specified date:
• First contacts, showings, applications, approvals, cancelations, denials, and conversion

rations
• Move-ins, move-outs, notices and lease renewals
• Occupancy levels
 Report Type: Weekly Status

 Group by: property or unit type
 Click DISPLAY
27
Rentable Items Availability
Use the Rentable Items Availability report to view available rentable items at a property.
The report shows items that are available expected to be available within a specified number
of days.
 Report Type: Rentable Items Availability

 Summarize By: none
 Click SUBMIT
28
Budget Comparison (with PTD) – Quarterly Winner Circle Report
 NAVIGATION: Dashboard>Analytics>Financial>Financial
 Select Property
 Select Book:
 Select Account Tree (report format):
 Select Report Type: Budget Comparison (with PTD)
 Select Period: Date range for report
 Check Decimals
 Check Suppress Zero
 Verify Show Acct Code is checked
 Click DISPLAY
Resident Activity Detail
 NAVIGATION: Side Menu>Reports>Resident>Resident Activity Detail
 Select Property
 Select Type: for Winner Circle – Select Lease Renewal and Move In
 Enter Date Range
29
MOR REPORTING
Financial Report with Notes
 NAVIGATION: Dashboard>Analytics>Financial>Financial with Notes
 Select Property
 Select Book: (See Prelim)
 Select Account Tree: (see prelim statement)
 very important to select the correct book
and account tree for MOR
 Report Type: Budget Comparison
 Period: enter period wanting report for
 Select Grid to have lines
 If you want to see decimals, select box
 Select Suppress Zero
 Click DISPLAY
 Note the Prelim Report you receive will show in upper left hand
corner the above parameters need to pull the Financial with notes
report
 Blue Links have drill down capability, click the link to get
more information about the category
To Add Notes:
 Click ADD Header Notes link in the far left under the filter information
 This is the summary for your financial
To Add Category Notes:
 Click ADD NOTES link under the Notes field (far right side)
 Click NEW to add specific notes to each Account Code
 Once the note has been entered and proofed
 Click SAVE
30
Note: If the note entered needs updated or deleted, click back on the link and select the
View to edit or Delete remove
 Click DISPLAY again to see notes entered or DELETE to remove
Note: Yardi has a time out of 15 minutes, be sure to click display to save your
work every few minutes.
Comparison Reports Color Values
The variance colors are based on the percent (40%) not the dollar amount
31
Submitting MOR Report - Financial Report with Notes
After the report is completed by the Community Manager and reviewed by the RPM, it
needs to be printed to PDF and sent to from the RPM to the Staff Account and Property
Management Controller. There is no action needed to approve except to print and email.
 NAVIGATION: Dashboard>Analytics>Financial>Financial with Notes
 Select Property
 Select Book: (see prelim)
 Select Account Tree: (see prelim)
 Report Type: (see prelim)
 Period: enter period wanting report for
 Click PDF
 Save to Desktop or desired location
 Email to Staff Accountant and the Property Management
Controller (Karen Saunders)
Box Score Summary

 NAVIGATION: Dashboard>Analytics>Operational>Residential
 Select Property
 Enter Date
 Select Report Type: Box Score Summary
 Select Summarize By: Property or Unit Type
 Click DISPLAY
Note: If there are any other Yardi reports that your client request as part of the financial
package, please save as a PDF and forward to your Staff Accountant and Property
Management Controller
32
ACCOUNTS PAYABLE
WORKFLOW APPROVERS
If you will be away for the office on vacation or just unable to be available to perform the
necessary approvals to get PO’s and Invoice’s moving through the workflow, it is important
that you assign your approval duties to another associate. Voyager will route all workflows
to the person you set as your delegate for the selected time.
It is recommended that you try and approve all your outstanding PO’s and Invoices prior to
being out of the office, however this is a great feature that will help the process moving
along while you are away.
Out of Office
 NAVIGATION: Side Menu>Administration>Out of Office
 Click the NEW link under Schedule
Click EMPLOYEE link to select employee

 This is the person that will be out of the
office
 Click OK
 Date: Enter the date range you will
be out of the office
 Select EMP Code
 This is who you want to
delegate to perform the
approval duties while you are
out of office
 Click OK
 Enter a Remark – Who is approving
for who
 Click SAVE
 Click CLOSE
To confirm Out of Office is set up :

 Select EMPLOYEE link
 Click SUBMIT
This will show what associate will be
out, what days are being covered and
who is delegated for approvals.
33
Invoice Approval Workflow
CapX Invoice Approval Workflow
34
DASHBOARDS
PAYscan Dashboard
 NAVIGATION: Dashboards>PAYscan
The PAYscan Dashboard provides a quick snapshot of the record statuses for a property
based on the date range entered. The date range default is one month prior to the current
date. This can be edited to view a specific date range.
Links in each section will drill down to details on where the PO, Invoice or Payable is in the
process.
• Select Property ID
 Invoices and Payables will populate based on date range
 Delete out the dates to view all invoices that are in
administration
• PO Administration (Site, AP, RPM) – Currently Not Using PO’s
 View No Workflow Attached, Workflow in Progress,
Approved, Open, Rejected or Received
• Invoice Administration (Site, AP, RPM)
 Ready for Entry/Keyed, No Workflow Attached, Workflow
in Progress, Approved Not Posted, Approve Posted or
Rejected
• Payable Administration (AP)
 Unposted Batches
 Pending Payments
 Approved and Unpaid/Partially Paid
The Add PO, Add Invoice, Add Payable Links are not used at the Site or RPM Level
35
PAYscan Workflow
Using the PAYscan Workflow Dashboard you can review, approve or reject purchase orders
and invoice registers in your workflow.
 NAVIGATION: Top Menu>Dashboards>Payscan Workflow
In the Filter enter:

Note: the more information entered in the filter the smaller the results
 Object Type: Select what you want to approve or reject

 Invoice Register or Purchase Order (we are not using PO’s)
 You can select other object types to
 Select Workflow Status: InProgress, Cancel or Reject
 Property – Leave blank to see all properties or limit by property you want to
approve
 Click DISPLAY
 Next Steps: Approval, Reject or Return to Data Entry (you can select Next Steps
here or go into the details of the PO or Invoice Register to approve-see below for
detailed instructions regarding viewing details)
 Approval Notes: enter notes as to why Rejected or Return to Data Entry

 If PO and approved will be available for site to pull into Invoice
Register
 If Invoice and approved will go to next step to AP Processor for
Approval/Processing
36
To review the details of a PO record:

 If the record type is Invoice Register, in the Invoice Register column, click the
link of the record you want to review. Once clicked the Invoice Register
screen will appear
 If the record is type is Purchase Order, in the PO column, click the link of the
record you want to review. The Purchase Order number screen appears.
 Once you click the PO # Link the PO will open with details
 Select the Next Steps and enter any notes for the Approval, Reject or Return
to Data Entry
 Click SAVE
o To move to details of next Invoice Register or PO click the Navigation
button (double arrows) below the Notes field after saving
37
To review the details of an Invoice Register:

 Click the Invoice Register Image Link (IR Link), the applicable
screen will open, with the details
 Click the IMAGES tab to see Invoice Image

 Click the VALIDATE Button if applicable,
o PAYscan validates the invoice information entered (verifying amounts
entered)
 Chose the Workflow Next Step
 Click SAVE
 Click the Navigation button (double arrows) to move to next Invoice Image
o Once you cannot longer click the navigation button (double arrows)
you are at the last Invoice Register. Go back to the Workflow
Dashboard and redisplay to view any left items
38
Invoice Register Images
The first time you log into PAYScan and want to see the invoice image, you will have a tab
with in the Invoice Register, you can see the invoice by clicking the tab or we can pull it into
the body of the Invoice Register.
 NAVIGATION: Top Menu>Dashboards>Payscan Workflow
 Under Workflows:
 Click the IR Link to open Invoice Register
 Click the Images Tab
 Once the Image is open

 Click the Maximize Icon to pull the image into the middle of the Invoice
details
39
ACCOUNTS PAYABLE REPORTS

Vendor Payment Information
 NAVIGATION: Invoice Register Dashboard

 Enter Property Number
 Enter Payee Information
 Uncheck Open Batches Box in top right corner of screen
 Click SUBMIT
 Select Property
 Click on the CTRL # for the Invoice Number you are researching
After you have clicked on the Invoice Ctrl number, the system will take you to the Invoice
Register screen for this invoice
 From the Functions Menu

 Select Payable
40
You should now be in the Payable Invoice Screen. In the Detail tab you will see the check
number
 Under the Details Tab

 Click on the Check Number to see status of check (I.E. cashed or not
Cashed)
 If cleared through bank reconciliation (cashed) will have a date in the Clear Date field
 If not cleared through bank reconciliation (not cashed) Clear Date field will be blank
41
Aging Payable
This report shows Invoices in the system with invoice numbers, current amount owed and
aging by 30, 60, 90, over 90 and Future Invoices by notes entered.
 NAVIGATION: Analytics>Operational>Aged Payable

 Report Type: Aging
 Select Property
 Period: Enter current (or prior)
 As of Date: current date or date you want aging from
 Complete filter based on criteria wanted, remember the less items the
more information
42
Expense Distribution
This report shows expenses based on filter, sorted by GL Account, vendor with invoice
number, period, amount per invoice, amount paid or unpaid with check number (if check has
been issued) with unit number (if applicable) and notes.

 Report Type: Expense Distribution
 Select Property
 Enter Period To and From
43
Payment Register
This report shows payments based on filter sorted by GL Account, vendor with invoice
number, period, amount per invoice, amount paid and check number, unit number (if
applicable) and notes.

 Report Type: Payment Register
 Select Property
 Enter Period To and From
 Bank: Select bank from link (can select more than one bank account if needed)
Notes
44

RPM Yardi User Manual March 2017

Uploaded by

Copyright:

Available Formats

RPM Yardi User Manual March 2017

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

RPM Yardi User Manual March 2017

Uploaded by

Copyright:

Available Formats

User Guide

LOGGING INTO YARDI

 IMPORTANT: Passwords are case sensitive.

 Passwords expire every 60 days, need to be a minimum of 8

 NAVIGATION: (Side Menu) Administration, Change Password

 Enter your old password (if first time changing

Open Menu command button

Side Menu Calendar

USING THE MENU

Favorites and Hot Keys

 If Add to Favorite was selected it will show under the

RESIDENT MEMO FUNCTIONS

Fill out the Memo Screen as shown above:

 Click the Date link on the memo to

Report Output Options

 NAVIGATION: (Side Menu) Reports

Report Output Options – Analytics Filter

 NAVIGATION: (Top Menu) Analytics>Operational or Financial (select filter option)

Setting Up Favorites for Easy Report Access

 NAVIGATION: Reports or Analytics

 Find report wanted and right click

Reports by Specific Group

 Click Property link

Bulk Email Repots

 NAVIGATION (Top Menu) Analytics>Operations>Residential Packets

Applicable to All Reports

Resident Activity Report

 Report Type, select Resident Activity from drop down

Traffic Detail Report

 Select property or group of properties from the property filter

Conversion Ratios Summary Report

Use the Conversion Ratios report to:

 Enter to date for report

Unit Availability Details Report

o Unit counts (broken down by status)

 Report Type, Unit Availability Details from drop down

Term Based Pricing Availability

 Report Type, Term Based Pricing Availability

 Select Rent Roll under Report

Rent Roll with Lease Charges Report

 Select Rent Roll with Lease Charges

Gross Potential Rent

 Select Report Type: Gross Potential Rent

Market Rent Schedule

 Select Report Type: Market Rent Schedule

 Select Report Type: Aged Receivables

Financial Aged Receivables

 Select Report Type: Financial Aged Receivables

 NAVIGATION: (Side Menu) Reports> Resident>Unpaid Charges

 Enter Min Amount Owed: .01

12-Month Occupancy Report

• Each property’s occupancy

 NAVIGATION: Analytics> Operational>Residential

 Report Type: 12-Month Occupancy Report

Weekly Status Report

• First contacts, showings, applications, approvals, cancelations, denials, and conversion

 NAVIGATION: Analytics> Operational>Residential

 Report Type: Weekly Status

Rentable Items Availability