Browse Data Tab

The Browse Data menu is located on the toolbar.  This menu contains a list of viewing functions that allow you to quickly review current information without having to print a report. Most of these sets are for viewing purposes only and the information on them cannot be changed through this function.  Each item on the drop down menu is explained in detail below:

All Transactions

This function gives you a list of all of the transactions that have been made at your facility.

These transactions are ordered by date.  The report shows you the date of the transaction, the unit number, the tenant’s last name, the amount, the balance, type of transaction, Paid-To-Date, receipt number, and the time the transaction took place.

This is the only function in this menu that you can do more than just view.  You can also re-print receipts or view a more detailed explanation of each transaction.  To view a more detailed explanation of a transaction select it from the list and click the ì Select button.  When you are finished with this function click the üOK button to go back to the previous window.

You can also re-print or email receipts for payments by clicking the Re-print / Email Receipt button.  This button will not appear unless the transaction is a payment (or another transaction that produces a receipt).

To exit, click the Close button.

Payments

This screen provides a list of all payments made at your facility. These payments are ordered by date.  Notice that the report shows you the date of the transaction, the unit number, the tenant’s last name, the amount (if any) paid, how payment was made (cash, check, etc.), the amount of rent posted (if any), and the late charge posted (if any).

Bank Deposits Made

This window provides you a list of all bank deposits you have made in your system.  These are shown in order by date.  Note that the screen shows you the date and time each deposit was made, the amounts deposited from cash, checks, and credit cards, and a running total for the month.  You can also run a “Preview Bank Deposit” (E-M-1) report.

Move-ins/move-outs

This screen provides a list of all move-ins & move-outs. By default these transactions are sorted by date, newest to oldest, but you can sort on any column. Notice that the form shows you the date of the transaction, the unit number, whether it is a move-in or move-out, unit size, unit location, and door type. There are also buttons for Tenant Notes and Transaction History to review these information for a selected tenant.

Former Tenants

This window provides you a list of all former tenants and which units they occupied.  These are listed in order by date.  Note that the screen shows you the move-out date, the tenant’s name, unit number, move-in date, outstanding balance, and total days in the facility.

This window also allows you to undo a move-out.  Select the unit from the list and click on the Undo Move-Out button.  Click Yes when asked if you are sure that you want to move the tenant back in, then click OK.

In addition you can take a payment for a former tenant, view transactions for a former tenant, or run a “Vacating Report”.

Vacancy

This screen displays a list of each unit type, and the information regarding each type.  This list is ordered by unit size.  Note that it shows the unit size, number of existing units for each type, how many are vacant, what the scheduled rent is for each unit, what the unit type is, the floor they are on, the type of door, height, and whether the unit has inside or outside access.

When you select a unit type from the list, the small box in the top right corner of this window will show you which unit numbers are available (if any) for that type.  It also displays if the unit is damaged, and the date restored.

The “Type Report” (E-U) can be printed on this screen as well.

Waiting List

There are times when you will have full occupancy or not have a certain unit type available. For those times a Waiting List has been added into the program. On this screen you can enter in the prospects name, address, date desired, and desired unit type.

This screen can be located not only on the Browse Data menu, but also from the main screen of Express.

When you access the Waiting List you will see a screen similar to this:

WaitingList

Once you have the waiting list open it will show you all of the people who you have on the waiting list for your facility, as well as information about the future tenant, and information about the type of unit they are waiting for.

You can add, edit, or delete people from the waiting list at any time.

Phone Calls

The Phone Calls menu will simplify the process of keeping track of potential customers that call your facility.  This will provide you an easy method of following up later.

This function can be accessed not only from the Browse Data menu, but also from the main screen of Express.

When you access the Phone Calls window you will see a screen similar to this:PhoneCall

When a new call comes in, click the Add button, and enter the person’s information during the call.  You can always edit or delete the information later using the Edit and Delete buttons.

Click the addreminder button to put an automated reminder into the Calendar.

You can click the waitinglistmove button at any time to transfer the person to your waiting list.

Tables Snapshot

This is a handy feature that allows you to browse the data directly in the most common data tables in Express. These include:

  • Payments
  • Late Notices
  • Bills Sent
  • Daily Totals
  • Bank Deposits
  • Rent History
  • Tenants
  • Moved In/Out
  • Damaged Units
  • Reserved Units
  • Insurance Activity
  • Former Tenants
  • Gate Activity