Applies to: RollMaster (RM) Core
Use this article as a reference for the Property Management/Builders Templates module, including initial setup, creating templates and editing templates.
Does Not Cover: Retail Lead Management (RLM).
Menu Path: Sales Processing > Property Management/Builders Templates
For other Sales Processing programs, refer to the Sales Processing module documentation.
This module is very instrumental to those RollMaster customers who do business with Property Management/Multi-Family companies and track home builders. Additionally, those customers who are using the PM Web Portal program will use this module extensively to generate online Templates for Web Order Processing. To use this module most effectively, there is setup that needs to be performed in other areas of the system and will be explained at the beginning of this section to ensure proper use of this module.
The first area of setup is in the System Maintenance menu under the System Control Maintenance module. Under the User Control menus, there are three User Control screens that need to be accessed to complete the setup in this section. The first is in the User Control 4 screen. The last control in that screen will appear as follows: Allowed to change property mgmt. templates. This control determines two areas of PM/Bldr (Property Management/Builder) processing. The first is which Users can make changes to the Templates that have been or will be set up in this module. The second is the ability to see and use the Web Setup and Web Name features (explained below) that will only apply to those customers with the PM Web Portal system. Set this control to “Y” for yes to allow a User the ability to change any existing Templates and to use the Web Order features. The next control appears in the User Control 5 screen as follows: Update excluded/preferred installer list. One of the innovations made to the system for Web Order processing is the ability to assign a list of installers to a PM/Bldr Customer and then determine whether they are a preferred or excluded installer for that Customer. It also allows the User the ability to rank the list of preferred installers. Set this control to “Y” for yes for those Users allowed to make these decisions.
The final controls apply only to Web Order processing and they are found under the User Web Portal Control screen as follows: Allowed to setup web portal users, Show Pending Web Orders on menu status, and Update required on web property mgmt. The first control determines who can see the Web Setup option in the Customer Maintenance module. This option allows completion of the setup of Customers for the online Web Portal. Only set this control to “Y” for yes for those Users who understand all the functionality of the Web Order system and for those responsible for implementation and continued processing of orders placed via the web. The next control, Show Pending Web Orders on menu status, determines whether a User, while logged into RollMaster, can receive an alert on the screen when Web Orders are placed online and received into the Web Order Maintenance module. That alert will appear as a flashing message at the very bottom left of the RollMaster screen as follows: $$$New Web Order$$$. Set this control to “Y” for yes for a User to see this alert. The final control, Update required on web property mgmt, determines whether a User can access and change a field in the Ship To box of the Customer Maintenance module that controls whether some key fields are considered “required fields of entry” for Web Orders on a customer-by-customer basis. Those fields are as follows: Customer PO, Building, and Unit. Set this control to “Y” for yes if the User has permission to set these fields for Web Order Customers.
Before you leave the System Maintenance menu, you will want to complete one additional area of setup pertaining to Web Order Email messages generated by Web Order processing. This setup can be completed in a module that appears in the System Maintenance menu as follows: Web Portal Email Message Maintenance. You can type up to 18 lines of data that will be added to every Email that follows the standard job information. Please note that this message is sent automatically after both a Web Order and an Order created from the Property Management module is created so it should be generic enough to be used for both. An example of a Web Order Email message appears as follows:
This menu option will only appear under the following custom menus: MENU.FIL, MENUNO.FIL, and MENUB2BT.FIL.
The next area of system setup is in the Customer Maintenance module. There are several fields in this module that apply to PM/Bldr Templates and that tie into the online Web Portal program. The first of those appears in the main screen of each Customer below the Customer Type field as follows: Prop. Mgmt. Co. This field was added to identify the Customers that are the “parent” or “umbrella” property management companies in the system. With this field set to “Y” for yes, a Property Management Report is available to display a list of all the properties—set up as individual customers—in the system that are owned/managed by the main Property Management Customer. Only set this field to “Y” for yes for those type Customers. You will find the report function listed along the top of the Customer Maintenance screen as follows: Property Management Report. An example of the Property Management Report appears as follows:
All of the Customer IDs and related Ship To addresses will appear below each Property Management Company on the report. This printout was designed to help clients with several Property Management Customers see a listing of all properties and addresses in one easy report.
There is another level of hierarchy available that is designated as a National Property Manager. If this level is set up, all existing Property Management Customers and subsequent properties, can be added and tracked under this top level. Begin this setup by entering the Customer Maintenance screen for any existing PM Customer. When you click on the Setup menu, you will see a new option there as follows: National Property Manager Maintenance. The system will prompt a maintenance screen as follows:
Any existing National Property Managers (NPM) will appear in the screen above. Click the Add button to create a new NPM. That screen will appear as follows:
At the Code field, type up to an 8-digit alphanumeric code for the new NPM. You can then type a longer Description in the field below. Click Save to keep the new NPM. Once added, in the prior screen, highlight and right click or double-click to call up an existing National Property Manager so you can then utilize the Add Property Mangers to NPM option which appears in the screen above. That screen will appear as follows:
All current Property Management Companies in the system will appear in the screen above. You will need to highlight and double-click or right click to Select or Unselect Property Management Companies that report to the selected National Property Manager. Property Management Companies can only report to one NPM. The Exclude Other NPM Prop. Mgrs. option will clear any Property Management Companies from the screen not tied to the existing NPM. With this setup complete, the Customer Master Listing export to Excel will display an NPM column. Also, the A/R Aging Report (Standard) will sort by Property Management Company/NPM. And finally, Sales Analysis will generate for either all Property Management Companies under an NPM, or all PM Customers included under an NPM.
The next applicable setup fields in Customer Maintenance appear under the Ship To Codes option. At the middle and bottom of the Ship To Code Maintenance screen, are applicable fields for this setup. The first appear as follows: Sales Person and Email Sales Rep. Enter a Salesrep ID in the first field to tie them to this Ship To Code, and use the next field for the Salesrep ID who also should receive copies of Web Order emails and Email Acknowledgements. Please note: this feature requires an email be added in the Salesperson Maintenance module for each applicable salesperson. The next related field appears as follows: Email Cust. If you type a “Y” at this field and then enter a valid email address in the next field, copies of any Web Order or Email Acknowledgements will go to this address as well. The third appears as follows: P/M Co. If this Ship To address needs to be tracked on the Property Management Report for a parent Property Management company, you will need to add the Customer ID of the parent company in this field to complete the setup for that report. This also allows you to make the Property Management company address the billing address. However, before you can do that, you must use the Property Managers option–displayed at the top of the Ship To screen—to add any Property Management companies prior to assigning one in this field. When you select this option, a Property Managers screen will appear as follows:
To begin adding Property Managers click the Add button. The system will then prompt the following:
Click on the down arrow button at the Property Manager field to display a list of existing Property Managers (these have been designated as such in the system prior to this step via the main Customer Maintenance screen). Click on the applicable name and then click the Add button in this screen to complete the process. If applicable, you can add multiple Property Managers to any Ship To code via this feature.
The next applicable field appears as follows: Mail To: (S)old To or S(H)ip To. This prompt has been added in preparation for Batch Invoicing in RollMaster and is not yet working. However, it can be accessed and set in preparation for the future programming. It will control the default of where the Invoices will be mailed for each Ship To address, whether that be the Sold To address, Ship To address, or the parent Property Management company. If a Property Manager has been assigned to this Ship To Code, you will see a third option available at this field as follows: or (P)roperty Manager. The final applicable field appears at the very bottom of the screen as follows: Required on Web Property Management System (Y/N). This field controls the three prompts at the very bottom of the screen and can only be accessed by Users with permission. If a User has permission to access this field, they can then determine whether any of the three fields below are considered required fields of entry when a Web Order is placed for this Ship To address. For example, if a Customer PO is required to process a Web Order, this field should be set to “Y” for yes so the cursor can move to the Customer PO: field, which should also be set to “Y” for yes. The same goes for the Building field and the Unit field. If none of these are required for Web Order placement, you can leave the main field set to “N” for no. If any of these options have been set to “Y” for yes, the Web Portal program will display a red asterisk next to these fields and your client will not be able to leave these fields blank when placing a Web Order.
Another relevant option is available in each Ship To setup screen and appears at the very top as follows: Installer Setup. This is a User-based permission option as well. If a User has permission to access this option, when you click on it, an Installer Ship To List box will appear as follows:
This option allows you to compile a list of Installers that are allowed to do work for this Ship To address and you can then rank them in order of most preferred to least preferred. It even allows you to mark any installers as “Excluded” from performing any work at this property or for this builder. Click the Add button to begin. The system will prompt another box as follows:
At the Installer field, click on the down arrow button to display a list of existing Installers in your system. Click on the desired Installer name to select. For each Installer you select, the default will be set to Preferred. If this is not the case, you can click on the Excluded option before clicking on the Add button to finish this process. Once you have added an Installer, the system will return you to the previous screen and the newly selected Installer will appear in that screen. To add more Installers, repeat these steps until all applicable Installers have been selected. Once you return to the previous screen, the system will display the Installers in the order they were selected as follows:
If this is the order of preference, you can exit this screen. However, if you would like to change the order, you can click on an Installer you would like to move up or down in ranking and the system will display up or down arrows to the right of the screen as follows:
This setup can be initiated from this screen, however this option is also available in other areas of the system for ongoing maintenance.
Before you can begin processing Orders from this module, you will first need to create a series of Templates in this module. This next section will cover all the setup required for creating the Templates that can be instantly converted to Quotes, Orders, or will be uploaded to the Web Portal system. Also, there are a couple of print options available in this module that will be useful as Templates are created.
When you enter this module, the Customer Selection screen will prompt first for you to select a specific Customer, or click the Select All button to see Templates for all Customers. The Property Management screen will appear as follows:
All existing Templates will appear in the screen above. You can scroll through the list to find a template or use the features at the top of the screen to sort through the existing data. The Branch field will allow you to change Branches and access Templates in another Branch, or select “All” to display all Templates in all Branches. If you make a selection in the sort fields, you will need to click the Build button to change the template data that appears in the screen below the sort fields. The Customer button will prompt a Customer Selection box for you to select an existing Customer to view only that Customer’s existing Templates. You can further narrow the search by clicking on the Ship To Code button to prompt a Customer Ship To Selection box. If you make a selection from this screen and then click the Build button, the system will display only those Templates matching the selected Ship To. In the Select Template box, you can toggle between Active, Inactive, and Both. On each Template, you will see an Active button that can be switched to Inactive and back again as needed, controlling this feature.
The Select Filter feature works the same as in Order Entry and Quote Entry, and will allow you to further refine your search by building one or more Filters to locate an existing Template. Click the drop-down menu to select a Filter item, click the Add Filter button, and then type in the value for the Filter such as a phone number, style name, etc., based on the selection. When you have made your selections, click the Add Filter button to start the process based on the Filters you added. One Filter worth mentioning allows for sorting by the Date a Template was last used, called the Last Used Date. When this Filter is selected, you will also see an additional checkbox to the right of the Date fields as follows: Never Used. If you click this box, you can then search Templates that have never been used. Once results are filtered, in the Functions menu, you can then utilize an option to inactivate the Templates in the results screen as follows: Inactivate Displayed Templates.
Four additional sort criteria appear to the right of the Add Filter button as follows:
These sort options only need to be used if you would like to see Templates specifically based on these options. The Pricing option sorts by whether or not unit pricing exists in a Template; the Cost option sorts by whether or not costs have been entered in a Template; the Web option sorts by whether or not Web Portal Templates should display; and the Diagrams option sorts by whether or not Edocs exist for a Template. If you make a change to any of these four boxes, be sure to click the Filter button to reflect that change in the Template Selection box. At the bottom right of the full screen, just below the Selected Template Detail section, is a field as follows: Last Used. When you highlight a Template in the screen to the left, the system will display the date it was last edited or used. The Last Modified field will display the date a Template was last changed.
At the top left of the Property Management screen, you will see a few Menu and Button options as follows:
The Exit option will return you to the Sales Processing menu. The Functions menu contains one item as follows: Export Template Detail to Excel. If you click this option, the system will export the lines for currently displayed Templates to Excel, therefore, you should filter and sort to get just the detail you wish to export prior to using this item. The Print option will allow you to select another printer from the one selected when you entered the module. The New Template button will initiate the process of adding a brand new Template to the system. This process works much the same as adding a new Order or Quote to the system. The Home button will call up the Home Key menu. And finally, the Print Template Report option will print a listing of all existing Templates currently in the system. This report will also export to Excel.
To edit an existing template, double-click on the Template in the selection box and the system will display a Property Manager Maintenance screen as follows:
Along the left side, the system will display the existing Customer ID and Address data that has been set up in the system. You can add/edit Customer Notes and Customer Address Notes by clicking on the either of the Notes icons in each section. An Active/Inactive toggle button appears just under the Customer Notes icon. This is tied to the Select Template box in the main screen that allows you to view only Active templates, Inactive templates, or Both. If you click the Active button, it will change to Inactive and vice versa.
The Line Items tab screen works very similarly to the Order and Quote Entry modules in terms of adding, changing, and deleting line items. When you have made the initial entry for a new line or would like to change or delete a line, the Add or Change a Line Item box will appear as follows:
These fields will be familiar to you with the exception of the following: Bundle Name, Auto Select Line for Converting to Job or Quote, and Associated Products Exist/View Associations. The ability to bundle together material, labor, and special charge lines together on printed sales documents has been added to the system. Please review the Branch Control section of the System Maintenance manual for complete details on how to activate and use this feature. With regard to the Auto Select Line for Converting to Job or Quote option, by clicking this box, you are telling the system that this line will be automatically selected whenever this Template is converted to a Job or Quote. You will then see a “Y” in the “Auto Sel” column next to this line in the main Line Item screen. You can edit this option at any time. The Associated Products Exists/View Associations feature is new to the graphical update. It has been explained in detail in the Catalog Maintenance section of the Inventory Control manual.
With regard to Labor Catalog Items, the default cost will pull from the existing catalog, unless the checkbox titled Use Custom Cost is selected allowing access to the Labor Cost Information fields. If the default cost is used, upon conversion to a Quote or Job, the system will then update to any programmed Date Range Pricing, if applicable. In the event of an “ad hoc” (non-catalog) labor line, any cost can be entered and will be carried over to the Quote or Order.
On any existing line in the Line Items box, you will see three options when you right click on the line as follows: View Existing Inventory, View Catalog Item, and Line Comments. These options work the same as in the Order Entry and Quote Entry modules; they are listed here to bring attention to the fact that the options are accessible in Property Management as well. One exception is the addition of a Delete All button in the Property Management version of the Line Comments and Comment Review features.
Once all the lines for a Template have been added, you will be ready to convert the Template to a Quote or Order and/or perform additional functions that you will find accessible in the menu and button options at the top left of the Template Entry screen. Those options appear as follows:
This next section will explain the Menu options from left to right, followed by an explanation of the Button options located just below. The Exit option will return you to the main Property Management screen. The Functions option is a drop-down menu featuring the following options: Delete Template, Copy to Template, Copy Line to Other Templates, and Web Setup. The Delete option will permanently remove the existing Template from the system. When you select that option, the system will first prompt the following:
This prompt ensures that you fully intend to delete the Template and didn’t just hit the option by mistake. Click “No” to keep the Template and return to the previous screen; click “Yes” to permanently delete the Template. When you click the Copy to Template option, the system will prompt the following Copy Template to New Customer box:
The fields in this screen will allow you to determine to which Branch to copy the new Template, the Customer ID to assign to the copied Template, along with the Ship To Code, and Unit Type for the new Template. The Deactivate Template checkbox, when checked, will deactivate the source Template once copied. If your company subscribes to the E-Docs application, you will see an option to include any existing E-docs with the copied Template. When all of these fields have been completed, click the Copy button to create the new Template. The system will prompt the following: Property Has Been Copied. You will then be able to pull up that Template and perform any maintenance or functions needed. Please Note: it may be necessary to exit the Property Management module and enter back in to see the copied Template in the main lookup screen.
Important Note: if you attempt to copy a Template to a Branch that does not contain matching Product Codes for some or all of the order lines, the system will prompt a warning as follows: XXX Lines won't be copied over because the following product codes don't exist in the copied to branch xx xx xx xx xx xx. The system will then ask if you want to continue with the copy.
The Copy Line to Other Templates option will allow you to copy a new line to all Templates matching the current Customer and Ship To Code address. When you click on this option, the system will prompt the following Copy Line to Other Templates box as follows:
At the Line (1) field, type the Line # you would like to copy to another Template. The Copy Line Notes (2) option, when checked, will copy any existing Comment Lines over with the template line. The Insert (3) button will allow you to add the line to all applicable Templates at the specified line you enter when you click this button, or the first available spot if specified line doesn’t exist. You can skip the Insert button and click Add, and the system will add the line to the first available line on all applicable Templates. The system will force a re-write of all relevant catalog fields saved on the line record, including Style Name, Style #, Color Name, and Color #. This allows for all changes made to a material line within a Template to be copied selectively or universally.
The Web Setup option is for Web Portal clients and will allow those customers to access the Property Management Web Setup Screen as follows:
In the Property Unit Web Name field at the top left of the screen, type in the name as you would like it to display in the Web Portal system for your client. Web Portal clients should be familiar with this screen and the options available for web setup. Click the Exit button to return to the previous screen.
The Convert menu option will prompt the following two options: Convert to Job and Convert to Quote. Please Note: a password can be added to the system for the Convert option. Contact support@rmaster.com for the program name to password protect and for further assistance. When you are ready to convert a Template to a Quote or an Order, you will use one of these options to initiate the process. The process is essentially the same for either option. When you select Convert to Job, the system will display a Convert to Job screen as follows:
To select lines individually, double-click or right-click on a line to select and unselect as needed. To Select All or Unselect All lines, use the buttons at to bottom right of the screen. Once you have selected the applicable lines, the Continue button will become available and you will click that button to continue with the conversion. The system will then display an Enter Job Information box as follows:
Complete this screen based on the actual job or quote requirements, making sure you at least complete the fields denoted with a green asterisk. Any data entered in the Special Instructions and Ordered By fields will flow through to the Job or Quote. When you have finished, click the Save button to continue. If you have setup your default email client and acknowledgement data, the system will prompt an Email Acknowledgment to go out to the applicable people. The system will then prompt either the order entry or quote entry screen containing the new template information for you to continue processing. Please Note: the “required” fields are maintained in the Customer Maintenance Ship To Code screen. When you have finished entering through the fields above, the system will return you to the Template screen.
When converting a Template to an existing Quote, if the Customer ID doesn’t match, you will only receive a soft stop instead of a hard stop. This is to allow for creating more complex templates for things like a shower install, so that they can then be used on multiple estimates. Additionally, in conjunction with the Credit Hold Feature in RollMaster, when converting a Template to a Job or Quote, if the Customer is on Credit Hold, a message will prompt as follows: Customer on Credit Hold. Limited Processing Allowed. The same rules for processing a Job or Quote for a Customer on Credit Hold will now apply.
The View menu option contains two options as follows: Comment Review and Bundle View. The first option will call up a Property Management Comment Review Screen and works the same as the Comment Review feature found in Quote and Order Entry. The Bundle View option prompts the Bundle View screen explained in the Order Entry section of the manual. The Print option will allow you to select a different printer if applicable. The MASTER MENU option will prompt the Master Menu to allow you to jump to any module in the system to perform a function and then return to this screen. The E-Docs button will call up the Electronic Documents functionality. The Home button will prompt the Home Key Menu. And finally, the Refresh button can be used to update changes made if you are not seeing them in the screen.
One additional feature in this module has to do with changes to line items. The system will allow you to copy changes to line items from one Template to another. If you make a Product/Style or Color change on a line, the system will allow you to copy that change to other Templates in the system. When you enter through a line that has been changed, the system will prompt an Update Property Management Template box as follows:
At the top of this box, the system will display the Old and New data, and then you can click the most applicable option under the Make this change for the following properties section for the Templates that need to be changed. Only one option can be selected, so make sure you click the option that will make the most changes possible. Once you have selected an option, click the Save button to continue. If you click the Exit button prior to clicking the Save button, no changes will take place. Also, when changing template lines where Special Pricing exists, a Copy Special Pricing Screen will prompt as follows:
The top of the screen will display the Old style information, the New style information, the Customer ID and a Customer Type, if applicable, or if the Customer has been set up as a Property Manager, the Customer Type field will display a “PM.” From this screen, if a “Y” appears in the Copy column on any line item, when you click on the Copy Special Pricing button, the system will copy the Special Pricing over to the new style. Special Note: If a User does not have access to viewing or accessing Special Pricing because of their Custom Menu, instead of the Copy Special option, the system will prompt the following: Special Pricing May Exist for this Product! Please check with Administrator. The menus that display this message are as follows: MENUVIEW.FIL, MENUSLSR.FIL, MENUSLSC.FIL, MENUWH.FIL, MENUPROD.FIL, MENUPRO2.FIL, and MENUMANB.FIL.
And finally, the Delete Line Item option allows for more universal changes to Templates in the system based on Location, Customer, Branch, and Company. When you click the Delete Line Item button, the system will prompt a Delete Item From Property Management Templates box as follows:
The default setting is to delete Only This Line. However, where applicable, you can select to Delete the line from this Template, from all Templates, for the Location displayed, for the Customer displayed, for the current Branch, and even for the Company. Be sure to click the Save button to keep your selection.