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FlexProperty for Property Management

FlexProperty for Property Management

FlexProperty is an administrative system for handling lease contracts on land and buildings e.g. open storage areas, parking lots, warehouses, store and office leases and apartments. Calculate rental changes, services and fees for maintenance etc. as well as related payments.

On the basis of entered information FlexProperty can automatically generate an invoice proposal which is used for the final invoicing.

CONTRACTS

The central component is the contract (lease agreement) with the related leases. The contract contains all information about the individual lease agreement and you can attach an unlimited number of leases to a contract. In the contract, information such as size, payment addresses, tasks (integrated to Outlook), status history, payment frequency and date control of lease changes can be attached. Sublease and lenders can be handled. Quotations can be created and managed from the contract. furthermore it is possible to display statistics of the lease agreements.

LEASES

The term "lease‟ is used in a broader sense, as it is possible to create an unlimited number of lease types, e.g. leases with or without building, apartment, office, shop, on account collections, deposits, etc. A lease is always created in connection with a contract (lease agreement). On the individual lease information (e.g. lease terms, conditions, regulations and prices) and functionality is attached and used e.g. as starting point for the automatic rent calculation.

CONSUMPTIONS

Consumptions can be attached to the contract lease and can be handled both as full periodic payments and as “on-account” collections. Registration of actual meter readings compared to the on-account collections, creates the final settlement of the consumptions.

PROPERTIES

The property data contain information on the individual property such as location, number of floors, number of units, total building and individual unit area, property tax, value assess-ment, property manager, history log, Google Maps and GIS integration etc. Inventory man-agement for each unit is possible to control and mange e.g. furnished apartments. Property data is used when entering into contracts/leases and the maintenance of contracts. Services and tasks such as inspection, maintenance etc. can be attached to the property

PRICE AGREEMENTS AND PRICING

Calculation of rentals and fees for customers, contracts and leases uses a comprehensive price/discount matrix setup. There is optional setup of payment frequency, starting period and collection cycle. It is possible to handle price adjustment of the price agreements and leases including index regulation. Simulation of rental revenue including available units can be handled and transferred to project forecast for an overall forecast.

SERVICES AND FEES

Service orders can be related to the property and the contract. The service can be tasks/jobs and fees for inspection, property management, maintenance, service on con-structions etc. The tasks can automatically be transferred to Microsoft Outlook. Fees for services can be entered manually or generated automatically on the basis of registered service orders (a collection of fees and/or tasks) and invoiced. A service set is a number of predefined services with the possibility of attaching actual resources for use with a certain kind of contract, lease or task. Service sets can be attached to each individual property, unit, contract and lease.

RESOURCE MANAGEMENT

Property Management utilizes resources which can include manpower, machines, trucks, tools etc. The resource functionality makes it possible to manage and plan the use of re-sources in the module needed for inspections, handling, maintenance etc. Resource handling makes it possible to define, maintain and display usage of resources needed for inspections, handling, maintenance etc. An unlimited number of resource types are supported.

LEASE AND PROJECT FOLLOW-UP

All contracts and tasks can be attached to a specific project. Projects can represent a building, a group of leases, a customer or whatever one wishes to define as such. Properties, contracts and services can be attached to a specific project. Forecast and actual figures can be transferred to the project. All cost, revenue and activities can be attached to a project with full budgeting and cash flow analytics.

AUTOMATIC RENT CALCULATION

Rent calculation (invoice proposal) can be generated automatically. Depending on the parameter setup and approval procedures, single or multiple invoices can be generated by a single keystroke. The calculation also includes rent increase during the period, retrospective changes in agreements, payment frequency and on account payment/prepayments.

MASS APPROVAL AND INVOICING

After generating the leases for invoicing it is possible to perform single or mass approval and transfer the proposal to project to do the final invoicing.

DOCUMENT MANAGEMENT

Documents can be created on the basis of predefined Microsoft Word templates and information from Dynamics AX. The documents are saved with references to the actual property, contract and customer etc. and therefore always easily accessible. The document management functionality can also be used to attach documents and files, e.g. contracts and building/unit plans.

WAREHOUSE MANAGEMENT

Warehouse Management gives you the flexibility to manage e.g. your inventory of furnishings, machines and equipment in buildings, offices, common areas and apartments according to your needs. The solution exchanges information with many other functional areas in the solution including Trade and Finance, to help ensure a high degree of synergy between logistics and other key areas of your business.

ACCESS CONTROL

FlexProperty includes functionality for handling access control including access id, contact information and handling of people coming in and out of the property. Access history is stored

DAMAGES

Damage to properties and injuries to persons can be attached to properties and contracts.

Information about the damage e.g. cause, amount, witnesses, description etc.

INSURANCE

Insurance policies can be attached to properties and contracts.

WEB

It is possible to perform registrations and check status via the web. This registration can be made available to internal employees as well as external customers. The WEB solution is built around Microsoft SharePoint and Microsoft Dynamics AX's Enterprise Portal providing access to the information one requires in Microsoft Dynamics AX.

BUSINESS ANALYSIS

Management reporting is an important task in today's business. FlexProperty supports standard integration to SQL Reporting services, the Microsoft Dynamics AX reporting wizard and Microsoft Dynamics AX Business Analysis cubes. Business Analysis helps provide the power needed to quickly transform business data from FlexProperty into knowledge and strategic action. It is possible to analyze productivity and profitability across the entire business operation and to generate performance scorecards, or obtain instant reports and rollups.

ADVANCED FINANCIALS

Advanced financials enables flexible financial functionality for the Property Management industry including multiple entities and business models. You can streamline head office functions with intercompany and consolidation tools whilst providing only the functionality required for other operations. Functions including General Ledger, Budgeting, Receivables, Payables, Banking with Cash Flow Forecasting and Electronic Integration, Fixed Assets and HR with Payroll forms a fully integrated solution that enables a mix of both individual and multi company operations.

MOBILE DEVICE INTEGRATION

FlexProperty supports a variety of Windows Mobile platforms and devices including Pocket PC, Pocket PC Phone Edition, Tablet PC, and Smartphone. The solution can also be customized for complex devices and multiple carriers.
  • CONTRACTS

    The central component is the contract (lease agreement) with the related leases. The contract contains all information about the individual lease agreement and you can attach an unlimited number of leases to a contract. In the contract, information such as size, payment addresses, tasks (integrated to Outlook), status history, payment frequency and date control of lease changes can be attached. Sublease and lenders can be handled. Quotations can be created and managed from the contract. furthermore it is possible to display statistics of the lease agreements.
  • LEASES

    The term "lease‟ is used in a broader sense, as it is possible to create an unlimited number of lease types, e.g. leases with or without building, apartment, office, shop, on account collections, deposits, etc. A lease is always created in connection with a contract (lease agreement). On the individual lease information (e.g. lease terms, conditions, regulations and prices) and functionality is attached and used e.g. as starting point for the automatic rent calculation.
  • CONSUMPTIONS

    Consumptions can be attached to the contract lease and can be handled both as full periodic payments and as “on-account” collections. Registration of actual meter readings compared to the on-account collections, creates the final settlement of the consumptions.
  • PROPERTIES

    The property data contain information on the individual property such as location, number of floors, number of units, total building and individual unit area, property tax, value assess-ment, property manager, history log, Google Maps and GIS integration etc. Inventory man-agement for each unit is possible to control and mange e.g. furnished apartments. Property data is used when entering into contracts/leases and the maintenance of contracts. Services and tasks such as inspection, maintenance etc. can be attached to the property
  • PRICE AGREEMENTS AND PRICING

    Calculation of rentals and fees for customers, contracts and leases uses a comprehensive price/discount matrix setup. There is optional setup of payment frequency, starting period and collection cycle. It is possible to handle price adjustment of the price agreements and leases including index regulation. Simulation of rental revenue including available units can be handled and transferred to project forecast for an overall forecast.
  • SERVICES AND FEES

    Service orders can be related to the property and the contract. The service can be tasks/jobs and fees for inspection, property management, maintenance, service on con-structions etc. The tasks can automatically be transferred to Microsoft Outlook. Fees for services can be entered manually or generated automatically on the basis of registered service orders (a collection of fees and/or tasks) and invoiced. A service set is a number of predefined services with the possibility of attaching actual resources for use with a certain kind of contract, lease or task. Service sets can be attached to each individual property, unit, contract and lease.
  • RESOURCE MANAGEMENT

    Property Management utilizes resources which can include manpower, machines, trucks, tools etc. The resource functionality makes it possible to manage and plan the use of re-sources in the module needed for inspections, handling, maintenance etc. Resource handling makes it possible to define, maintain and display usage of resources needed for inspections, handling, maintenance etc. An unlimited number of resource types are supported.
  • LEASE AND PROJECT FOLLOW-UP

    All contracts and tasks can be attached to a specific project. Projects can represent a building, a group of leases, a customer or whatever one wishes to define as such. Properties, contracts and services can be attached to a specific project. Forecast and actual figures can be transferred to the project. All cost, revenue and activities can be attached to a project with full budgeting and cash flow analytics.
  • AUTOMATIC RENT CALCULATION

    Rent calculation (invoice proposal) can be generated automatically. Depending on the parameter setup and approval procedures, single or multiple invoices can be generated by a single keystroke. The calculation also includes rent increase during the period, retrospective changes in agreements, payment frequency and on account payment/prepayments.
  • MASS APPROVAL AND INVOICING

    After generating the leases for invoicing it is possible to perform single or mass approval and transfer the proposal to project to do the final invoicing.
  • DOCUMENT MANAGEMENT

    Documents can be created on the basis of predefined Microsoft Word templates and information from Dynamics AX. The documents are saved with references to the actual property, contract and customer etc. and therefore always easily accessible. The document management functionality can also be used to attach documents and files, e.g. contracts and building/unit plans.
  • WAREHOUSE MANAGEMENT

    Warehouse Management gives you the flexibility to manage e.g. your inventory of furnishings, machines and equipment in buildings, offices, common areas and apartments according to your needs. The solution exchanges information with many other functional areas in the solution including Trade and Finance, to help ensure a high degree of synergy between logistics and other key areas of your business.
  • ACCESS CONTROL

    FlexProperty includes functionality for handling access control including access id, contact information and handling of people coming in and out of the property. Access history is stored
  • DAMAGES

    Damage to properties and injuries to persons can be attached to properties and contracts.

    Information about the damage e.g. cause, amount, witnesses, description etc.

  • INSURANCE

    Insurance policies can be attached to properties and contracts.
  • WEB

    It is possible to perform registrations and check status via the web. This registration can be made available to internal employees as well as external customers. The WEB solution is built around Microsoft SharePoint and Microsoft Dynamics AX's Enterprise Portal providing access to the information one requires in Microsoft Dynamics AX.
  • BUSINESS ANALYSIS

    Management reporting is an important task in today's business. FlexProperty supports standard integration to SQL Reporting services, the Microsoft Dynamics AX reporting wizard and Microsoft Dynamics AX Business Analysis cubes. Business Analysis helps provide the power needed to quickly transform business data from FlexProperty into knowledge and strategic action. It is possible to analyze productivity and profitability across the entire business operation and to generate performance scorecards, or obtain instant reports and rollups.
  • ADVANCED FINANCIALS

    Advanced financials enables flexible financial functionality for the Property Management industry including multiple entities and business models. You can streamline head office functions with intercompany and consolidation tools whilst providing only the functionality required for other operations. Functions including General Ledger, Budgeting, Receivables, Payables, Banking with Cash Flow Forecasting and Electronic Integration, Fixed Assets and HR with Payroll forms a fully integrated solution that enables a mix of both individual and multi company operations.
  • MOBILE DEVICE INTEGRATION

    FlexProperty supports a variety of Windows Mobile platforms and devices including Pocket PC, Pocket PC Phone Edition, Tablet PC, and Smartphone. The solution can also be customized for complex devices and multiple carriers.

    • Feature Highlights

      • Control and manage properties and leases
      • Manage payment frequency
      • Control fees for maintenance, heating, water supply, electricity
      • Quick settlements through complete control of property, contracts, leases and services
      • Automatically create invoice proposals
      • Manage task and resources for inspections and maintenance etc.
      • Price adjustment and warnings
      • Easy follow up on cost, revenue and financials
      • Control of inventory and warehousing
      • Access control
    • FlexProperty Advantages

      • Fully integrated system
      • Optimized processes
      • Reliability
      • Increased competitiveness
      • Future proof
      • Reduced manual routines
      • Fast ROI
      • Flexibility

    Microsoft Dynamics AX: Features, Benefits & Deployment Models

    • Features
      Designed specifically to meet the needs of project-driven businesses such as Architecture, Engineering & Environmental Services Firms, IT & Management Consulting firms, Advertising & Marketing Agencies, and Contract Reseach Organizations, our industry solution helps services businesses:
      • Connect financial, client, project, and resource related processes to eliminate redundant effort, improve accuracy, and increase productivity.
      • Maximize profitability by building accurate project estimates, maintaining tight controls around your projects, and optimizing resource utilization levels across your business.
      • Make informed, real-time business decisions by gaining insight into critical financial, client and project related information.
      • Quickly adopt pre-defined best business practices to drive efficiency levels and standardize key processes across your business.
      • Enhance collaboration and knowledge sharing across your business to improve communications and optimize the use of your intellectual capital.
      • Simplify your IT infrastructure by deploying your systems in the Microsoft cloud, or by leveraging familiar, industry-standard Microsoft technologies in your on-premise data center.

      Read more

    • Microsoft Dynamics enterprise resource planning (ERP) software gives your people the tools they need to connect and manage your entire project-based business, from project planning and project resourcing and from billing to operations, with the insight you need to make smart decisions. Start with what you need now and easily adapt as your needs change, in the cloud or on your servers—the choice is yours. Microsoft Dynamics AX can provide business value to your organization to help you to:
      • Improve productivity: Familiar tools, easy to use, and access to jobs and information on Custom Profile allows people to work quickly and make smart and proactive decisions.
      • Manage change and growth: Adjust the business systems and adapt processes easily with a single ERP solution that can support your strategic initiatives and help manage the change in the market, for example, in new product launches, mergers and acquisitions.
      • Compete globally: Perform the complexities of managing a global organization with a centralized ERP solution that helps standardize processes and gain visibility in your organization while keeping updated with changes in local regulations.
      • Simplify compliance: Stay up to date on legal compliance and reduce risk and liability associated with the administration and business initiatives for clients. Get more information on how to simplify compliance with Microsoft Dynamics AX.

      Read more

    • Deployment Models
      The new Microsoft Dynamics AX offers unmatched flexibility to deploy the system in your on-premise data center, in the cloud, or in a hybrid model, all with a single unified code base.
      • Dynamics AX In the Cloud
      • Dynamics AX On-Premise
      • Dynamics LifeCycle Services and the Intelligent Cloud

      Read more

    Related Resources: Property Management

    Project Management Workspace in new Dynamics AX
    Introduction and Demonstration of the new Microsoft Dynamics AX for Project Driven Organizations
    Setting up Projects in the new Microsoft Dynamics AX
    Creating a Project Work Breakdown Structure in the new Microsoft Dynamics AX
    Project Timesheets in new Dynamics AX
    Expense Management in New Dynamics AX
    Factsheet Project Cost Control
    Gain Immediate Financial Insights
    Increase the Speed of Doing Business with Microsoft Dynamics AX
    AX7: Introducing the New Microsoft Dynamics AX
    What's New? Dynamics AX
    The Top 10 ways Microsoft Dynamics AX Will Revolutionize your Agency
    The New Microsoft AX Cloud Based ERP Solution
    Property Management Brochure
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