GeeDee - Real Estate - GeeDee Realty Systems

Transcription

http://www.geedee.com.au
GEEDEE REALTY SYSTEMS
TRUST ACCOUNTING
AND PROPERTY
MANAGEMENT
TRAINING HANDBOOK
RESIDENTIAL MODULE
GEEDEE REALTY SYSTEMS PTY LTD
801 Canning Highway, Applecross
Telephone:
(08) 9364 6677
Fax:
WA
6153
(08) 9364 7433
Email: info@geedee.com.au
FOREWORD
This training handbook has been written, in the main, to assist
students who undertake the Diploma in Property (Real Estate) or
one of the Property Management courses conducted by TAFE.
It is hoped that this handbook, together with the Commercial
Training Handbook, will be used as a reference guide by all users of
GeeDee Realty Systems, so that they become aware of, and fully
utilise, the many features available in the system.
MODULE PURPOSE:
The purpose of this module is to enable the participants to explain
and demonstrate the application of real estate accounting packages.
ASSESSMENT CRITERIA:
Case studies and practical demonstration.
COMPETENCY STANDARDS:
1. Prepare formats for preparation and delivery of financial reports.
2. Manage agency disbursements.
GeeDee Support Team
GeeDee Realty Systems
April 2008
Telephone:
(08) 9364 6677
Fax:
i
WA
6153
(08) 9364 7433
WELCOME
Welcome to the GeeDee Realty System and congratulations on your
selection for this specialised Real Estate Trust Accounting and
Property Management System.
GeeDee Realty Systems is the leading developer of Microsoft®
Windows® Trust Accounting and Property Management software in
Western Australia.
At GeeDee we specialise in providing feature
packed, secure, reliable and easy to use software systems for the
Real Estate Industry. We also have excellent in-built Integrity
System Checks and Safe Guards to protect the Licensee from
potential fraudulent behaviour.
GeeDee Realty Systems is a proven system to handle all your
residential property management, trust accounting, strata
management, commercial management and property sales needs.
At GeeDee Realty Systems we have simplified the administration
side of property management for the real estate industry for both
the technical and non-technical users for ease of use.
The objective of this GeeDee Handbook as with all of the GeeDee
guides, is to assist you with the use and correct operation of
GeeDee Realty Systems. The purpose of this Training Handbook is
to transfer this experience to you.
At GeeDee Realty Systems we are always complimented on having
one of the easiest to use, understand and time efficient systems
available for real estate businesses today. Having a user friendly
system, complimented by outstanding software support services is
the driving philosophy of GeeDee Realty Systems.
We hope you enjoy the GeeDee Realty System.
GeeDee Software Copyright © 1984 - 2008
Real Estate Software by Real Estate Professionals
All rights reserved
ii
© Copyright GeeDee Realty Systems PTY LTD 2008 - Unauthorised copying prohibited.
TASK LIST FOR LEARNERS:
You should be able to perform the following tasks to successfully use the system and be
deemed competent in computer accounting.
a. Accounting Reports for Sales and Property Management
b. Enter receipts for purchasers including the investment of the deposit in an interest
bearing account, receipt the initial investment and deposit, forward deposit less the
commission to the settlement agent and remit commission to the agency.
c. Add a new trust account for each sales deposit made together with appropriate details.
d. Accounting Reports for Property Management
e. Add new owners, properties and tenants.
f. Print out the existing owner, tenant and property master reports.
g. Enter receipts for owners, properties, and tenants including new tenants with a bond,
letting fee and stamp duty.
h. Print out a daily banking and close the banking.
i. Carry out a daily backup and restore from a daily backup.
j.
Make property disbursements for maintenance items.
k. Print a Trust Account Trial Balance.
l. Receive and pay out funds from a trust account.
m. View trust account current and history transactions on the trust maintenance and
enquiry screen.
n. Reverse a tenant receipt which is:
in current banking
a dishonoured cheque
a previous day’s receipt to wrong tenant.
o. Make a trust account payment to the Bond Administrator for a bond that has been
receipted.
p. Transfer tenants’ bonds in REBA Trust Bank A/c to the REBA Bond Trust Bank A/c
q. Transfer tenants’ bonds in REBA Tenancy Bond Trust Bank A/c to the REBA Trust
Bank A/c.
r. Print a list of bonds, which have been lodged and deposited with the REBA Tenancy
Bond Trust Account.
s. Complete a bond refund.
t. Enter charges to be recovered from an owner.
u. Hold Funds back from the owner at the end of the month.
v. Make a cheque payment to an individual owner and generate a current statement.
w. Set up Vendor Paid Advertising account
x. Enter and print out Bank Reconciliation.
y. Carry out a complete end of period procedure.
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TABLE OF CONTENTS
FOREWORD & WELCOME
i - ii
TASK LIST FOR LEARNERS: ___________________________________________ III
SECTION 1 INTRODUCTION________________________________ 1-1
1.1
CALENDAR CONVENTION _____________________________________1-1
1.2
TRUST ACCOUNTING _________________________________________1-2
1.2.1
What is trust money?___________________________________________1-2
1.2.2
What is trust accounting? _______________________________________1-2
1.2.3
Trust Account Types ___________________________________________1-3
1.2.4
Titling of trust accounts _________________________________________1-4
1.2.5
Receiving and depositing trust money _____________________________1-5
1.2.6
Trust records to be maintained ___________________________________1-6
1.2.7
Retention of Trust Records ______________________________________1-7
1.2.8
Why records are retained _______________________________________1-7
1.2.9
Payment of commission, fees and expenses ________________________1-7
1.2.10
Action to be taken in event of overdrawn trust account_________________1-8
1.3
COMPUTERISED TRUST ACCOUNTING __________________________1-8
1.3.1
Data entry ___________________________________________________1-9
1.3.2
Data processing_______________________________________________1-9
1.3.3
Data storage _________________________________________________1-9
1.3.4
Output generation _____________________________________________1-9
1.4
COMPUTERS AND SOFTWARE REQUIREMENTS _________________1-10
1.4.1
Computers versus manual systems ______________________________1-10
1.4.2
Financial models and decision-making ____________________________1-10
1.4.3
Rental situation ______________________________________________1-10
1.4.4
Sales and bond situations ______________________________________1-10
1.4.5
Operating systems____________________________________________1-10
1.5
SYSTEM OVERVIEW _________________________________________1-11
1.5.1
Installation procedures ________________________________________1-11
1.6
AN INTRODUCTION TO GEEDEE FOR WINDOWS _________________1-11
1.6.1
The Trust account ____________________________________________1-12
1.6.2
Sales – Trust accounting ______________________________________1-12
iv
1.6.3
Banking ____________________________________________________1-12
1.6.4
Record maintenance __________________________________________1-13
1.6.5
Period end procedure _________________________________________1-13
1.6.6
Particular features of the system _________________________________1-13
1.6.6.1
Lookups on all codes and reference numbers ______________________1-13
1.6.6.2
Automatic letter generation _____________________________________1-13
1.6.6.3
Warnings upon payment of rent _________________________________1-14
1.6.6.4
Disbursement codes __________________________________________1-14
1.6.6.5
Change of ownership__________________________________________1-14
1.6.6.6
Integrity checks ______________________________________________1-15
1.6.6.7
Rent calculator_______________________________________________1-16
1.6.6.8
Mixed payments _____________________________________________1-16
1.6.6.9
Rapid backup and restore ______________________________________1-17
1.6.6.10 On-line processing____________________________________________1-17
1.6.6.11 Audit report generation ________________________________________1-17
1.6.6.12 Management fees as a percentage or a fixed amount ________________1-17
1.6.6.13 Rent and maintenance invoicing _________________________________1-17
1.6.6.14 Standard letterhead printing ____________________________________1-17
1.6.6.15 Special menu________________________________________________1-18
1.6.6.16 Water consumption calculations _________________________________1-18
1.6.6.17 Split payments to joint owners___________________________________1-18
1.6.6.18 Commercial and strata title properties_____________________________1-18
1.6.6.19 Maintenance of transaction history _______________________________1-19
1.6.6.20 Income summary report________________________________________1-19
1.6.6.21 GST on agent’s rent commissions, fees and charges _________________1-19
1.6.6.22 E-mailing a copy of your backup to GeeDee Support _________________1-20
1.6.6.23 Transaction reports ___________________________________________1-20
1.7
HARDWARE AND OPERATING SYSTEMS________________________1-20
1.7.1
ADSL and pcAnywhere ________________________________________1-20
1.7.2
Upgrading to Windows XP?_____________________________________1-21
1.8
STARTING GEEDEE FOR WINDOWS ____________________________1-21
1.8.1
Logging on to the system ______________________________________1-21
1.8.2
The GeeDee Desktop _________________________________________1-22
1.8.3
The pull-down menu system ____________________________________1-22
1.8.4
The Owner, Property, Tenant and Trust account buttons ______________1-23
1.8.5
The navigator bar ____________________________________________1-23
v
1.8.6
The tab system (or notebook) ___________________________________1-24
1.8.7
GST _______________________________________________________1-25
1.8.8
Powerfind button _____________________________________________1-25
1.8.9
Cheque and receipt numbers cannot go backwards __________________1-25
1.8.10
Editable remittance slip ________________________________________1-26
1.8.11
New bank___________________________________________________1-26
1.9
SYSTEM SETUP _____________________________________________1-27
SECTION 2 PROPERTY MANAGEMENT PART 1 _______________ 2-1
2.1
ENTERING NEW OWNERS, PROPERTIES AND TENANTS ___________2-1
2.1.1
Owner ---- > Property ---- > Tenant ________________________________2-1
2.1.2
ABNs for residential owners _____________________________________2-2
2.2
ENTERING TENANT, PROPERTY AND OWNER RECEIPTS___________2-3
2.2.1
Tenant receipts _______________________________________________2-3
2.2.1.1
Tenant credits/accounts in advance and Ledger 32001 ________________2-4
2.2.1.2
Allocate credits button __________________________________________2-4
2.2.1.3
Amounts allocated to Other ______________________________________2-5
2.2.1.4
Other information related to tenant receipts _________________________2-7
2.2.1.5
Direct payment receipts_________________________________________2-7
2.2.1.6
Receipts for odd amounts _______________________________________2-7
2.2.1.7
Tenant direct payments _________________________________________2-7
2.2.1.8
Unidentified deposits ___________________________________________2-8
2.2.2
Owner receipts _______________________________________________2-8
2.2.3
Property receipts ______________________________________________2-9
2.3
REVERSING RECEIPTS ________________________________________2-9
2.3.1
Reversing a receipt in the current banking __________________________2-9
2.3.2
Reversing a receipt from a previous banking _______________________2-10
2.3.3
Rent refund _________________________________________________2-11
2.4
DAILY BANKING_____________________________________________2-11
2.4.1
Daily banking not balanced _____________________________________2-12
2.5
TENANT ACCOUNTS _________________________________________2-12
2.6
TENANT WATER CONSUMPTION_______________________________2-14
2.7
TENANT STAMP DUTY _______________________________________2-15
2.8
BONDS ____________________________________________________2-15
2.8.1
Bonds deposited in a Bond trust account __________________________2-16
2.8.2
Bonds deposited with the Bond Administrator or the old system ________2-16
vi
2.9
BOND TRANSFERS - TO BOND T/A - RECEIVED ONLY BOX ________2-17
2.9.1
Commercial bonds____________________________________________2-17
SECTION 3 PROPERTY MANAGEMENT PART 2 _______________ 3-1
3.1
INDIVIDUAL OWNER PAYMENTS ________________________________3-1
3.2
OWNER STATEMENTS ________________________________________3-2
3.2.1
Current statement _____________________________________________3-2
3.2.2
History statement______________________________________________3-2
3.2.3
Summary statement ___________________________________________3-2
3.3
RENT ARREARS AND OTHER ALERTS ___________________________3-2
3.3.1
Rent arrears control____________________________________________3-3
3.3.2
Leases expiring, Inspections due, Authorities expiring and Rent reviews due3-3
3.3.3
Mail-merge and mailing labels____________________________________3-3
3.4
LETTERS ____________________________________________________3-4
3.4.1
Editing letters in GeeDee for Windows _____________________________3-5
3.5
NOTES, REMINDERS AND CHECK-LISTS _________________________3-5
3.5.1
Notes _______________________________________________________3-5
3.5.2
Reminders/Diary system ________________________________________3-5
3.5.3
Check-lists ___________________________________________________3-5
3.6
WORK ORDERS AND CREDITORS_______________________________3-6
3.6.1
Work orders __________________________________________________3-6
3.6.1.1
To enter a new work order_______________________________________3-6
3.6.1.2
To modify an existing order ______________________________________3-6
3.6.1.3
To print an order ______________________________________________3-6
3.6.1.4
To cancel an order_____________________________________________3-7
3.6.2
Creditors ____________________________________________________3-7
3.6.2.1
Adding new creditors ___________________________________________3-7
3.6.2.2
Adding Creditor accounts _______________________________________3-7
3.7
OWNER CHARGES____________________________________________3-9
3.8
END OF DAY PROCEDURE ____________________________________3-10
3.8.1
Daily backup ________________________________________________3-10
3.8.2
Restore ____________________________________________________3-11
SECTION 4 TRUST ACCOUNTING AND SALES ________________ 4-1
4.1
REVERSING AND REISSUING CHEQUES _________________________4-1
4.2
BANK STATEMENT RECONCILIATION ___________________________4-2
4.2.1
Correction journals ____________________________________________4-3
vii
4.3
THE TRUST ACCOUNT SYSTEM AND TRUST ACCOUNT LEDGERS ___4-3
4.4
SALES TRUST ACCOUNTING ___________________________________4-5
4.4.1
New Sales trust ledgers_________________________________________4-5
4.5
SALE DETAILS _______________________________________________4-6
4.5.1
Dishonoured cheques (Sales deposits)_____________________________4-8
4.6
VENDOR PAID EXPENSES _____________________________________4-9
4.6.1
Vendor advertising receipts ______________________________________4-9
4.6.2
Vendor expense reports _______________________________________4-10
4.7
INTEREST BEARING DEPOSITS________________________________4-11
4.8
TRUST ACCOUNT REPORTS __________________________________4-11
4.9
PERIOD END PROCESSING ___________________________________4-12
4.9.1
Owner processing ____________________________________________4-13
4.9.2
Fees and electronic payments __________________________________4-13
4.9.3
End of month audit reporting requirements _________________________4-14
SECTION 5 TRUST ACCOUNT AUDITS _______________________ 5-1
5.1.1
Annual duties of an agent regarding trust account audits _______________5-1
5.1.2
Appointing an auditor___________________________________________5-1
5.1.3
Responsibilities to the auditor ____________________________________5-1
5.1.4
Duties of an auditor ____________________________________________5-2
5.1.5
How to respond to an auditor’s recommendations ____________________5-3
5.1.6
Changing an auditor ___________________________________________5-3
5.2
CLOSING A REAL ESTATE AGENCY _____________________________5-3
5.3
UNCLAIMED TRUST MONIES ___________________________________5-4
SECTION 6 PREVENTING THEFT AND FRAUD ________________ 6-1
6.1
INDICATORS OF THEFT AND FRAUD ____________________________6-1
6.2
COMPUTER SYSTEMS_________________________________________6-2
6.2.1
Areas to watch: _______________________________________________6-2
6.2.2
Main problems to emerge from some computer based systems__________6-2
6.2.3
Examples of internal controls ____________________________________6-3
6.3
BANK RECONCILIATIONS______________________________________6-3
6.3.1
Transfer journal _______________________________________________6-3
6.3.2
Receipt books ________________________________________________6-3
6.3.3
Agency management___________________________________________6-4
6.3.4
Cash payments or cheque payments ______________________________6-4
6.3.5
Trust account management______________________________________6-4
viii
6.4
FRAUD OR THEFT - PROCEDURE _______________________________6-5
SECTION 7 PRACTICAL EXERCISES ________________________ 7-1
7.1
NEW OWNER, PROPERTY AND TENANT _________________________7-1
7.2
TENANT RECEIPTS ___________________________________________7-1
7.3
OWNER RECEIPTS____________________________________________7-1
7.4
PROPERTY RECEIPTS_________________________________________7-2
7.5
REVERSING RECEIPTS ________________________________________7-2
7.6
DAILY BANKING______________________________________________7-2
7.7
TENANT ACCOUNTS __________________________________________7-2
7.8
TENANT WATER CONSUMPTION________________________________7-2
7.9
TENANT STAMP DUTY ________________________________________7-3
7.10
TENANCY BONDS ____________________________________________7-3
7.11
OWNER STATEMENTS ________________________________________7-3
7.12
RENT ARREARS AND OTHER ALERTS ___________________________7-3
7.13
REMINDERS AND CHECK-LISTS ________________________________7-3
7.14
WORK ORDERS AND CREDITORS_______________________________7-3
7.15
OWNER CHARGES____________________________________________7-4
7.16
END OF DAY PROCEDURE _____________________________________7-4
7.17
REVERSING/REISSUING CHEQUES______________________________7-4
7.18
BANK RECONCILIATION _______________________________________7-4
7.18.1
RESPONSIBILITIES OF A TRUST ACCOUNT MANAGER _____________7-4
7.19
SALES TRUST ACCOUNTING ___________________________________7-4
7.20
SALES DETAILS AND VENDOR PAID ADVERTISING________________7-5
7.21
PERIOD END PROCESSING ____________________________________7-5
SECTION 8 ASSOCIATED SAMPLE DOCUMENTATION _________ 8-1
8.1
STATUTORY AUDIT REPORTS __________________________________8-1
8.2
OTHER DOCUMENTS__________________________________________8-1
ix
SECTION 1
INTRODUCTION
1.1 CALENDAR CONVENTION
It is most important that everyone who uses, or is responsible for the operation of the
GeeDee Realty Systems PTY LTD Property Management and Trust Accounting System,
clearly understands this system’s important calendar convention.
The GeeDee System uses two calendars: the Gregorian calendar and the GeeDee calendar.
We all know the Gregorian calendar which is divided into 12 segments we call months. These
12 months have a set number of days ranging from 28 to 31. They run sequentially from 1 to
12 and then start again at 1 at the beginning of each year.
The GeeDee calendar also has 12 segments, but these are known as periods. Although
these periods are given the same name as the months, they have no set number of days.
The number of days in a period is determined by each individual real estate agency, based
on its requirements and convenience. (Convenience means taking into account who is on
holidays, who is away sick, public holidays, etc.) The periods are numbered sequentially, but
unlike months they are not reset back to 1 at the beginning of a year.
A period can involve transactions which are recorded in just the one month (1 - 31 January,
which would be known as the January period); over two months (31 December – 31 January,
which would also be known as the January period); and over 3 months (31 December – 2
February, which would also be known as the January period). A period could cover from
4 - 25 February, a matter of only three weeks.
There are two very important accounting functions that occur every month and every period.
These functions are controlled by the two calendars referred to previously.
The first function, and the one that agents would consider to be the most important, is period
end processing. This process, which is normally carried out towards the end of a month, can
in fact be undertaken on any day of a month. This period end processing involves the
payments to owners, the payment of your fees, (I said it was the most important), and the
roll-over of your data ready for the next period.
The second function, and the one that the REBA Board and your auditor consider to be the
most important, is the printing of your end of month audit reports. These detailed reports
substantiate the fact that your trust account was in balance as at the end of the month, which
is a requirement under the REBA Act. Under the Act, the end of the month literally means
midnight on the last day of the month.
These two functions produce two separate sets of documents: the end of period documents
and the end of month audit documents. These documents must be filed separately, otherwise
confusion will reign.
It is most important for everyone to understand the calendar convention so that they can
clearly distinguish between the end of period processing (sometimes referred to as end of
month owner processing), and the end of month audit report processing.
Note: Every transaction that is entered in the Geedee System contains the initials of the
operator, the date and time of the entry and the current period number.
1-1
1.2 TRUST ACCOUNTING
1.2.1 What is trust money?
Trust money is money that is received or held by an agent or any member of an agent’s staff
on behalf of another person in relation to a real estate or business sales transaction or
property management transaction. Deposits on sales, tenancy bonds, rents and pre-paid
advertising are all examples of trust money.
REBA requires that money received by a licensed agent in the course of strata management
work should be paid into a trust account. Money held on behalf of property owners for
variable outgoings (eg. repairs and maintenance funds) should also be held in a trust
account.
Money received in the course of other businesses conducted by an agent is not money
received in the course of acting as an agent and is not considered to be trust money under
the Act. Such money does not therefore fall within the trust accounting requirements of the
Act. Funds of this type, however, may be included as part of an agent’s trust account where it
is best practice to do so. REBA strongly recommends that if an agent has any doubts about
how to treat any money, they should err on the side of caution and treat it as trust money.
It is extremely important to have a thorough understanding of exactly what constitutes
trust money. Under no circumstances can trust money be accounted for in
conjunction with general agency funds or personal funds.
An agent’s fiduciary responsibilities in relation to trust account management are very high. It
is essential to remember that the trust account money belongs to other people. The removal
of the money from the trust account for a reason other than a lawful and appropriate purpose
is a very serious matter.
Trust funds must be kept separate from the agent’s general business funds at all
times. A separate set of accounting records must be kept for each trust account.
Refer: Real Estate and Business Agents Act 1978 section 67
1.2.2 What is trust accounting?
Trust accounting is the general term used to cover the accounting records and practices
required under the Act to enable agents to properly account for trust money in their
possession.
Every agent who holds a current Triennial Certificate shall maintain one or more trust
accounts.
All trust money must be held in a trust account in the agent’s name in a prescribed financial
institution. Prescribed financial institutions include all banks, permanent building societies
and credit unions.
Refer: Real Estate and Business Agents Act 1978 section 68
1-2
Special requirements regarding the control of trust money
Agents have a significant position of trust within the community. They also hold large sums of
clients’ money. The trust money accounting system aims to ensure that all trust money held
by agents can be accurately accounted for at all times.
Trust account and auditing requirements increase public confidence in the services of agents.
Interest on trust accounts
Financial institutions which hold agents’ general trust accounts are required under the Act to
pay a portion of the interest on these funds, as prescribed by the Act, to REBA. The interest
earned on trust accounts funds REBA’s services including education, advice, conciliation and
investigations of real estate issues for industry members and consumers.
In the case of tenancy bond trust accounts, financial institutions which hold these accounts
are required under the Residential Tenancies Act 1987 to pay the interest on the funds to the
Rental Accommodation Fund administered by the Bond Administrator at the Department of
Consumer and Employment Protection. Interest earned assists in the administration of the
Residential Tenancies Act 1987 and in providing educational or advisory services to tenants.
1.2.3 Trust Account Types
General Trust Accounts
The Act requires that a licensed agent holding a current Triennial Certificate maintain one or
more trust accounts. All monies held for a person in relation to a real estate or business
transaction, such as sales, property management and strata management, must be paid into
a specially titled REBA Trust Account.
It should be noted that variable outgoings accounts are trust accounts and are required to be
treated as such.
If agents hold tenancy bonds they must be kept in a separate Tenancy Bond Trust Account.
Therefore, agents who handle sales, as well as maintain a rent roll and hold tenancy bonds
are required to have a minimum of 2 trust accounts (i.e. General Trust Account and REBA
Bond Trust Account).
Agents may choose to open separate trust accounts for example one for Sales and one for
Rentals. However, multiple trust accounts may increase bank fees, audit fees and additional
administrative overheads and may lead to a greater potential for errors.
REBA Tenancy Bond Trust Accounts
The Residential Tenancies Act 1987 has specific requirements concerning the payment of
tenancy bonds into trust accounts. Under clause 2 of Part A of Schedule 1, to the Residential
Tenancies Act 1987, a tenancy bond received by an agent must be paid into a specially titled
REBA Tenancy Bond Trust Account or deposited with the Bond Administrator, at the
Department of Consumer and Employment Protection, as soon as practicable after the
agent’s receipt of the bond.
All audit and accounting requirements of the Act and the Regulations apply to trust accounts
opened under the Residential Tenancies Act 1987.
Refer: Residential Tenancies Act 1987 Schedule 1Real Estate and Business Agents Act 1978 section 68
1-3
Interest Bearing Trust Accounts
Section 68A(1) of the Act provides that a person may request that money paid by that
person in respect of a transaction be deposited to the credit of a separate interest bearing
trust account if the following prescribed requirements are met:
• the deposit exceeds $20,000; or
• the transaction will not be settled within 60 days.
Interest earned on interest bearing trust accounts is not payable to REBA but to the person
requesting the account.
Requests from buyers to open an interest bearing trust account must be in writing and agents
are obliged to comply with such requests. The request must be kept by the agent and be
made available to the agent’s auditor.
1.2.4 Titling of trust accounts
The titling of trust accounts enables an easy identification of real estate trust accounts for
agents, auditors, financial institutions and REBA.
Examples of the titling of various categories of trust accounts are provided below.
Titling of General Trust Accounts (Eg. Sales, Rentals)
Agents are required to include the following information in the title of a General Trust
Account:
• business and entity name as recorded on the Triennial Certificate.
• REBA TRUST A/C (the word ‘Account’ can be abbreviated or in full).
• “TC” followed by Triennial Certificate number (up to five digits).
Example GeeDee Realty Pty Ltd (ACN 987666789) T/A ABC Real Estate REBA TRUST
A/C TC 98766
When there is more than one trust account (eg. Sales, Rentals), the account identifier should
appear after the words REBA TRUST A/C.
Examples GeeDee Realty Pty Ltd (ACN 987666789) T/A ABC Real Estate REBA TRUST
A/C Sales TC 98766
GeeDee Realty Pty Ltd (ACN 22930) T/A ABC Real Estate REBA TRUST A/C Rentals TC
98766
1-4
Titling of Interest Bearing Trust Accounts
Agents are required to include the following information in the titling of an interest bearing
trust account:
• business and entity name as recorded on the Triennial Certificate in trust for the
buyer making the request;
• REBA TRUST A/C - IB; and
• “TC” followed by the Triennial Certificate number (up to five digits).
Example GeeDee Realty Pty Ltd (ACN 987666789) T/A ABC Real Estate in trust for
Graham Darcy REBA TRUST A/C - IB TC 98766
Quotation of Tax File Number (TFN)
When opening an interest bearing account in trust for a client, the client’s tax file number
should be recorded to avoid tax being withheld.
Titling of a Tenancy Bond Trust Account
The Tenancy Bond Trust Account must be a separate account.
Agents are required to include the following information when titling Tenancy Bond Trust
Accounts:
• entity name and business name as recorded on the Triennial Certificate;
• REBA TENANCY BOND TRUST A/C; and
• “TC” followed by the Triennial Certificate number.
Example GeeDee Realty Pty Ltd (ACN 987666789) T/A ABC Real Estate REBA
TENANCY BOND TRUST A/C TC 98766
Private landlords are also required to open a Tenancy Bond Account in the names of the
owner(s) and the tenant(s) titled TENANCY BOND A/C which should appear after the
name(s) of the tenant(s).
Example
E Presley (Owner) and P Keating (Tenant) TENANCY BOND A/C
1.2.5 Receiving and depositing trust money
All trust money must be deposited in a trust account in an approved financial institution as
soon as is practicable after it is received. Tenancy bonds must be deposited with either the
bond administrator or an approved financial institution as soon as is practicable after the
agent’s receipt of the bond.
Refer: Real Estate and Business Agents Act 1978 section 68(1) Residential Tenancies Act 1987, Schedule 1
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Opening, closing and amending trust accounts
Whenever a trust account is opened, closed or amended, an agent must advise REBA in
writing as soon as practicable.
The notification should provide the name and number of the trust account and the name and
address of the prescribed financial institution with which the trust account is maintained. The
date on which the change was made should also be included.
The notification requirement applies to general trust accounts, as well as any tenancy bond
trust accounts established. REBA does not need to be advised about the opening, closing or
amending of interest bearing trust accounts.
Refer: Real Estate and Business Agents Act 1978 section 68C
1.2.6 Trust records to be maintained
It is essential that hard copies of the following records can be produced at the request of the
agent’s auditor or a REBA inspector.
Trust documents and records that must be maintained include:
• a record of money received for or on behalf of any other person;
• duplicates of every completed trust account deposit form;
• trust account journals;
• trust ledgers;
• trust cheque books register;
• records of trust money payments;
• statement of trust money;
• register of securities;
• trust account reconciliation statements; and
• any other books, accounts or records kept by an agent relating to trust money.
It is strongly recommended that daily electronic copies of computer trust records are kept
offsite. This measure will ensure that you have access to the records in the event of error,
falsification of records by an employee or physical damage to the system.
Refer: Real Estate and Business Agents Act 1978 section 77(1)
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1.2.7 Retention of Trust Records
When an agent receives money for or on behalf of any other person, an agent must keep a
record of the money received. All trust records and documents are required to be retained for
a minimum period of 6 years from the date on which the money was received. In the case
where an agent acts as trustee for superannuation fund records must be maintained for a
minimum period of 10 years.
Refer: Real Estate and Business Agents Act 1978 section 69(1)(b) and regulation 6H
1.2.8 Why records are retained
Documents and records enable the tracking of trust money held by an agent at any time, to
verify that the money has been dealt with as required under the Act and the Regulations. The
verification takes the form of an annual audit of the records required. As well as the annual
audit, REBA may order an inspection of trust account records or an interim audit of an
agent’s trust accounts.
An audit is an examination of the accounts held by an agent by an independent person.
Unless REBA approves otherwise, the audit must be conducted by a registered company
auditor. An agent must maintain all documents and records relating to a trust account in a
manner that enables them to be conveniently and properly audited by the agency’s auditor.
1.2.9 Payment of commission, fees and expenses
In relation to a sales transaction, the commission can only be drawn after settlement of the
property, or where the failure to settle is the fault of the agent’s principal (the seller).
In addition, an agent is only entitled to a fee if all of the following requirements have been
met:
• the agent is licensed and held a current Triennial Certificate when the services were
provided [section 60(1)(a)];
• the agent has a valid appointment to act in writing signed by the person for whom the
services are being provided [section 60(1)(b)];
• the appointment to act complies with the requirements of section 60(2) and
regulation 6BA; and
• the client is provided with a true copy of the appointment to act immediately after
they sign [section 60(2)(c)].
If all of the above requirements have not been met, then an agent can only obtain the
commission if they have the seller’s authority to do so. If the agent does not have the seller’s
authority, then the dispute is a civil matter between the parties.
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When an agent is requested to transfer the buyer’s deposit to the settlement agent/solicitor,
the agent generally retains a portion of the deposit to cover the commission payable and
other approved costs. The agent may only retain the money if the appointment signed by the
seller allows the agent to deduct commission and approved expenses from the deposit. The
portion of the deposit that comprises the agent’s fee should not be paid out from the trust
account until settlement has taken place.
Refer: Real Estate and Business Agents Act 1978 section 60, section 61.
1.2.10 Action to be taken in event of overdrawn trust account
The Act requires financial institutions to inform REBA whenever a trust account is overdrawn.
The Act also requires an agent to notify REBA immediately on becoming aware that a trust
account is overdrawn, regardless of the amount of the overdraw. The notification must
include the date on which the overdraw occurred, the amount involved, the reason it occurred
and full details of the corrective action being taken.
“Principles of Trust Account Practice”.
Refer: Real Estate and Business Agents Act 1978 section 68C(3)
1.3 COMPUTERISED TRUST ACCOUNTING
The requirements of the Act and the Regulations apply to all trust accounting systems.
It is important that before a contract to purchase or lease a Trust Accounting software
package is entered into, that it is confirmed that the software is capable of producing trust
records that comply with the requirements of the Act and the Regulations as promulgated
under Western Australian legislation.
If an agent is not familiar with computerised systems, and is contemplating the purchase of a
system, the appraisal and selection of the computerised system should be discussed with the
agent’s auditor.
Although in many agencies the day to day upkeep of trust account records is delegated to
office staff, the person in bona fide control of the agency is held responsible under the Act for
all trust account records. For this reason, it is essential that the person in bona fide control of
the agency is fully conversant with the computer software package installed. Full use should
be made of the checks and controls that are integrated into the computerised system. REBA
suggests systems that will automatically generate a daily report so that records are monitored
on a daily basis for discrepancies and errors. The person in bona fide control of the agency
should personally check these daily reports and immediately address any problems.
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1.3.1 Data entry
The benefit of a computerised system is that the data is entered once only and stored in the
computer storage devices.
Entry can be made either manually, through the keyboard and mouse operations, or
automatically, if data is in machine-readable form, by way of a file or on-line input via a
modem.
Data can be:
• Stored on the 'hard drive' inside the computer and then copied onto a floppy or zip
disk, this should be stored off site for safe keeping as a backup.
• Retrieved and displayed visually on the computer screen or a 'hard copy' can be
printed by the on-line printer.
• Produced in a variety of business reports which can be stored for reference or audit
purposes.
Computers have revolutionised accounting in that it is now extremely quick, relevant and
informative. It has enhanced business recording systems and introduced other sub-systems
or sub-routines, which can produce a full range of information with a single click of the
mouse.
1.3.2 Data processing
This is the manipulation of records and data stored in an electronic filing system for
everything from customer records to inventories. It can be sorted into any form desired by
the user. The database can be used to count, calculate and summarise information into
reports which can be organised and analysed to get the total story into a printed or visual
form.
1.3.3 Data storage
The data to be used is stored on the computer’s hard disk.
It is always wise to keep a copy of the data on a separate floppy or zip disk, called the
'backup', in case the computer’s data is damaged or destroyed accidentally.
1.3.4 Output generation
Output from the computer can be gained by simply viewing it on the screen for quick
reference, or a hard copy may be printed for analysis or as a record for the future. The
output can also be transferred electronically via a modem over a telephone line.
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1.4 COMPUTERS AND SOFTWARE REQUIREMENTS
You should:
• Look at your needs for computers and associated hardware.
• Test the software (program) and check on the suitability and reliability with current users
of the proposed system.
1.4.1 Computers versus manual systems
You will see from the following that a source document is still used to input data in a manual
and a computerised system. It must also be processed to obtain an output. However, note
that although the source document is used as input, the processing and storage of data is
much different.
The manual output is obtained by slowly gathering information from a number of books and
various documents, whereas, the computerised method is instantaneous and on call at any
time.
PROCESS
Input
Processing
Output
MANUAL
Source documents
Journals and ledgers
Manual reports
COMPUTERISED
Source documents
Data processing and storage
Visual on-screen or printed reports
1.4.2 Financial models and decision-making
A single entry on the keyboard should result in a number of entries being made, all at the
same time. By giving instructions to the computer to issue a printed receipt, the program
should also enter data simultaneously to the following areas:
1.4.3 Rental situation
•
•
•
Update or credit the owner’s ledger account by recording the receipt.
Record the payment on the tenant’s record file by updating the Paid to date field.
Update or debit the cash at bank account.
• Make provision for the agent’s management fees and charges to be earmarked for
collection at month’s end. This does not transfer the commission, but records the fact
that the commission will be deducted from the current balance.
1.4.4 Sales and bond situations
•
Updates the cash at bank.
• Updates the client on whose behalf the funds are held and money paid out.
1.4.5 Operating systems
Most trust accounting packages are written in a 32-bit Windows language for use in the
Windows operating systems (95/98/2000/ME/XP/NT).
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1.5 SYSTEM OVERVIEW
Real estate management and trust accounting systems are required to cater for:
• Landlords
• Properties
• Tenants
• Bonds
• Sales
• Trust accounting
Other facilities that would be beneficial if used in conjunction with a trust accounting system
are:
• An integrated word processor for producing letters.
• Database to select, organise and group information to create reports and to print
information in different ways for specific purposes.
• Communication module, used through a modem, to connect to on-line information
services to exchange information with other computers.
• General or business accounting module to record the non-trust transactions of the
agency.
1.5.1 Installation procedures
Installation instructions and procedures for the GeeDee Realty System are provided with the
software on a CD-ROM as well as directly from the internet @ http://www.geedee.com.au/.
1.6 AN INTRODUCTION TO GEEDEE FOR WINDOWS
The GeeDee Realty System is a comprehensive ‘Windows based’ system written in a
modern 32-bit Windows language. Simple mouse selections display all relevant information
and achieve complex operations. They eliminate the need for difficult to remember
personalised codes and long training periods to grasp individual functions. Instant search
routines make it simple to find tenants, owners, etc. without reference to complicated code
numbers.
The system is a complete management and documentation entity. Extra clerical work or
facilities outside the system are unnecessary, e.g. typing letters, ledgers, files, calculators
and records. The system handles the issue of receipts, cheques, invoices, statements and
electronic banking transactions.
A job analysis revealed that property management and trust accounting comprise of four
major entities: the owner, the property, the tenant and the trust account ledgers. The
GeeDee Realty System is designed to administer these entities.
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1.6.1 The Trust account
Probably the most consequential aspect of this issue is the overall financial management.
The agent is responsible for the collection, control and disbursement of trust funds relative to
property sales and property management.
Trust funds are controlled by the operation of a Trust account in which all relevant accounts
are updated as transactions are effected. A trial balance, individual ledger accounts and
audit trail reports can be displayed or printed by simply clicking on the relevant button.
In a manual system the reconciling of the Trust account with the Trust bank account can be a
frustrating and tedious exercise. This reconciliation procedure is automated by this system.
The cheque numbers and deposit dates, as recorded on the bank statement, are tagged on
the computer screen using the mouse. When reconciled a printed copy of the balanced
Reconciliation statement is produced. Note that this report should be read and signed by the
licensee.
1.6.2 Sales – Trust accounting
The Trust account system that is used for property management also handles all aspects of
sales trust accounting, thus negating the need to operate two trust bank accounts.
Daily bank deposit slips (original and duplicate) are produced from data that has been
entered during receipting. An easy to use, full bank reconciliation system ensures that the
trust account is readily balanced and maintained for audit purposes. Page balance protection
ensures that the operator cannot continue until the account has been reconciled.
1.6.3 Banking
The practice of maintaining multiple trust accounts can be considered a practice that evolved
before computerised accounting systems and should be avoided at all costs. The GeeDee
Realty System is specifically designed for use with one trust bank account and one bond trust
account.
The reasons for this are:
• Lack of confusion. It means that there is only one set of cheques and only one deposit
book.
• Computer printed cheques can stay in a printer and there is no excuse for handwriting
a cheque.
• Only one set of statements to collect and reconcile.
• Only one set of accounts to audit.
Reconciliation of the account can be carried out as soon as the statement is received.
Management may believe that some specialist staff should do it, which can result in delays and
postponements until the systems become an enormous mess. It is good policy to have an
independent controller, who may check the printouts periodically. The more regularly and
frequently reconciliations are done, the sooner errors are found and can be corrected. With the
advent of on-line banking software these reconciliations are now normally performed daily.
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1.6.4 Record maintenance
As well as the recording of the property management and trust account activities there is a
need to have readily accessible supporting information. This maintains the required level of
operational efficiency.
1.6.5 Period end procedure
This involves the monthly pay out to landlords, together with the balancing of all accounts
and the production of the relevant reports, tax invoices and statements. This is a very simple
process which only involves the sequential selection of the buttons contained in the Period
end processing screen. This is a separate program that is accessed from the Period end icon
on the Windows desktop.
1.6.6 Particular features of the system
1.6.6.1 Lookups on all codes and reference numbers
It is not necessary to memorise codes for
finding a tenant, owner, property or trust
account. Instant access is available via the
Search function on either a name or an
address. There is no need to refer to printed
lists.
1.6.6.2 Automatic letter generation
From within the system, the user can automatically generate standard letters to tenants,
landlords, vendors or purchasers on any subject matter related to property management or
sales. These sent letters are stored in the database and can be viewed or reprinted at any
time. When printing letters the number of copies will always default to 1. When printing
documents such as breaches or terminations the default number will be 2. These two default
settings can be increased or decreased at the time of printing from within the printing dialog
box.
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1.6.6.3 Warnings upon payment of rent
When a Tenant receipt for Rent is entered, the system checks for and warns of:
• Overdue rent payment.
• Outstanding tenant accounts.
• Outstanding tenant water accounts.
• A User entered warning to cover other circumstances.
1.6.6.4 Disbursement codes
We have noticed that many clients have a number of disbursement codes in their systems
that are quite unnecessary. Codes should be in generalised categories such as ‘Plumbing
maintenance’, with further information such as ‘unblock drains’ inserted in the Details section
when the account is entered into creditors. Please remember that the system allows for only
99 residential disbursement codes and once they are used the items cannot be changed.
When entering Creditor accounts, Tenant accounts and Standing accounts, the disbursement
code name will be entered in the Comments field by default. The comments can then be
amended as required.
1.6.6.5 Change of ownership
This function is found in the Property drop-down menu and is used when an existing property
that belongs to one owner is sold to another owner and you will still be managing the
property. The tenant remains in the property and is also transferred to the new owner.
Steps for carrying out the transfer procedure are as follows:
• Create the new owner record.
• Using the Search button, find the property you wish to transfer. The existing owner
will be displayed.
• Then, using the second Search button, find the new owner for the property.
• Enter the transfer date. If this is before the Paid to date of the tenant, and there are
sufficient funds available, transfer this amount to the new owner. This figure can be
overridden to any value that is less than the current balance.
Note: Available funds only include current rent, not brought forward balances.
Two equal transactions are created, one debiting the old owner, and one crediting the new
owner.
This creates a new property record with a new unique ID number attached to the new owner.
The old property ID remains connected to the old owner. It appends the word Transferred to
the first line of its address. The current tenant is connected to the new property.
Owner statements can be printed for both the new and the old owners.
Note that this procedure is NOT reversible. Ensure that the owners, properties and amounts
are correct before confirmation. More importantly, confirm that settlement has actually
taken place before proceeding. It can be a good precaution to make a backup of the
database beforehand.
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When a change of ownership is made for a property without a tenant, a warning will appear
on the screen.
As per Section 6.6 of the ‘Joint Form of General Conditions’, GeeDee will calculate rent due
to the new owner from and including the date of settlement entered.
It is not possible to carry out a change of ownership for properties that are entered as Holiday
type.
Note: DO NOT process a change of ownership until you have been officially notified
that settlement has taken place.
1.6.6.6 Integrity checks
The integrity check automatically runs when the first user logs on each day. The data in the
system is contained in many separate files and under normal operation the integrity of the
data in the system will normally pass the check.
When a transaction is posted, several files in the database are updated. Power cuts, network
errors and other seemingly insignificant things can cause an interruption in this process and
sometimes produce an inconsistent set of data and therefore an integrity error.
The daily integrity check is an important feature of the program and all staff in your office
should be aware of this. Whoever is first to start up the system each day should allow the
check to run. Do not say ‘NO’ when the system asks if you wish to run the integrity
check as a problem may go unnoticed for some time making it much more difficult to
resolve.
An automatic integrity check will be run as part of the backup when End of period (EOP)
processing is commenced. Should an error be found, the operator will have the option to
either abort EOP (GeeDee support staff should be called to fix the error for you), or ignore
the error and proceed. If the operator chooses to ignore the error he/she must still contact
GeeDee support staff who will, at their discretion issue a Proceed code. Note: A Proceed
code will only be issued where the error will not compromise the running of EOP.
After roll-over and prior to the completion of EOP, an integrity check will be run automatically.
This will ensure that any problems that may have occurred in the EOP process are
discovered and can be attended to before commencing any transactions in the new period.
Finally, remember that no other user should be operating GeeDee while the integrity check
runs as this may produce a false error.
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1.6.6.7 Rent calculator
The Rent calculator shown on the right is
available in the Tenant receipt screen and is
accessed by clicking on the Rent calculator
button.
Three different calculations can be
performed:
• Rent up to end date - the amount due
between two dates selected by the
operator.
• Rent up to vacate date - the amount due
up to the vacate date, which will appear if
entered on the system.
• End date for rent credit…- the date that
the paid to date will be, based on the
amount paid, plus any rent credits.
Additionally, where there is a rent increase
(New rent and To start after are both
specified) in the period between the old and
the end dates, it will be included in the
selected calculation.
1.6.6.8 Mixed payments
Rental and other payments
may be receipted by a
combination of cash and/or
cheques on a single
receipt. The printed receipt
will show the total cash
and/or cheque value of a
payment.
Receipt
transactions can also be
generated for all direct
electronic payments.
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1.6.6.9 Rapid backup and restore
Using compression techniques, a backup of all data can be made on a floppy or Zip disk.
Within minutes, data can be restored from these disks to the point at which the backup was
made. These daily and monthly disk backups must be made even if the whole system is
backed up daily onto a tape drive. For security purposes, these backup disks should be
stored off site to enable restoration of data in the case of theft, fire or some other calamity.
1.6.6.10
On-line processing
The system is an on-line accounting system, which automatically updates and recalculates all
relevant files with each input of information, e.g. a computer generated rent receipt
automatically updates all relevant files including the Tenant file, the Property file, the Owner
file, the related trust accounts, the Trust transaction file, the Bank deposit file, the Bank
reconciliation file and the Tenant receipt history file.
1.6.6.11
Audit report generation
All End of month and December 31st audit reports are automatically generated by the system.
All reports in the system are designed to meet the auditing requirements of the Act.
1.6.6.12
Management fees as a percentage or a fixed amount
The fees are set up and
entered for each landlord.
Management fees may be
fixed or on a percentage
basis. They may be based on
all, or rent-only transactions.
Additional fees and charges
can be set for sundries,
cheques issued, GST and
BAD tax.
1.6.6.13
Rent and maintenance invoicing
For commercial and strata title managements, the system will print out standard invoices, tax
invoices and standing invoices.
1.6.6.14
Standard letterhead printing
All letters, statements, invoices, etc., are formatted so that they can be printed on either your
standard pre-printed letterhead or onto plain paper with a computer generated logo and
letterhead. This option saves in printing costs. All these printed documents are also
formatted for window envelopes.
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1.6.6.15
Special menu
Right-clicking on your GeeDee desktop will display a drop-down menu of the most commonly
used procedures.
1.6.6.16
Water consumption calculations
The database stores the scales of water
consumption charges.
It is the
responsibility of the user to ensure that
these scales are updated from the
information provided by the relevant
water authorities. By entering the date
and meter reading, the system will
automatically calculate and post the water
charges and generate a tenant invoice
and charge sheet.
1.6.6.17
Split payments to joint owners
When
more
than
one
company or individual owns a
property, the Owner record
can contain the details of a
second payee to whom
payment can be made.
Payment may be by cheque
or electronic bank transfer.
1.6.6.18
Commercial and strata title properties
The system supports the management of commercial and strata properties. These additions
are included as part of the standard package, not as an optional module/extra.
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1.6.6.19
Maintenance of transaction history
The History file maintains a
record of every transaction for
a nominated period, normally
36 months. These details can
be displayed or printed at any
time.
1.6.6.20
Income summary report
This feature allows you to see, at a glance, the income for each property manager for the
past 12 months. It can be found as an option under the Trust account drop-down menu.
1.6.6.21
GST on agent’s rent commissions, fees and charges
When the GeeDee program was updated to accommodate the introduction of GST, two
options were provided for Non-commercial type properties.
The first option was to increase the commission rates, sundries, cheque charges and the
inspection fees by 10% and to make all owner charges GST inclusive. The owner’s monthly
statement would then contain the following statement: ‘Where applicable, all fees, charges
and sundries are inclusive of GST.’
The second option was to tick the Add GST box on the Owner screen. This action calculated
the GST on each relevant transaction as an accumulated separate amount. This amount,
which was recorded on the owner’s monthly statement, was credited as a fee type income in
the BAD/GST collection Trust account.
Many agents chose the second option, due to its ease of implementation. However, this
second option confused, and continues to confuse, many agents and owners.
If this situation applies to you, then it is recommended that you change to option one.
GeeDee has written a program that will automatically convert your records from option two to
option one. This program is available free of charge from GeeDee Realty Systems PTY LTD.
This conversion program must be processed immediately after the completion of End
of period processing for June so that transactions in the new financial year are carried
out using the new method.
Please note that all new Owner charges must then be entered as GST inclusive amounts.
The file can be saved to any folder and onto any computer on your network. Once the
download is complete, double-click on the file ‘FixGST.exe’, then click on Continue and then
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Convert. A log file is generated and if you wish to see the changes made by the program you
can print this out.
1.6.6.22
E-mailing a copy of your backup to GeeDee Support
Some time ago the option to send an e-mail to GeeDee Support and attach a copy of your
data as a backup file was introduced into the program. It is probably not something you
would need to do very often, and generally it would be at our request.
However, if you do send us an e-mail copy of your data for any reason; please be sure to
include a short message detailing the exact nature of the problem. It would also be useful to
note the name of the contact person in your office that we should speak to when we call
back.
1.6.6.23
Transaction reports
Transaction reports for owners, properties, tenants and trust account ledgers give users a
choice of what transactions the report will contain. Reports can be printed to include current
transactions only, transactions between certain dates or transactions for selected periods.
Reports can also be printed in three formats: either compact portrait style, a more detailed
landscape style or landscape including running balances.
1.7 HARDWARE AND OPERATING SYSTEMS
Configuration of your network and software installation is a job for your
computer/hardware technical support person. Ensure that your technician is familiar
with the requirements for setting permissions, (especially those related to the Borland
Database Engine) when updating or installing Windows XP or Windows 2000. Please
note that we have received advice that only Windows XP Professional should be used
in a business network situation. Due to certain limitations, Windows XP Home edition
should not be used on your business network.
BEFORE PROCEEDING it is imperative that your technician has a copy of our latest
installation instructions. These must be carefully followed and if you do not have a current
copy of these instructions, then your technician should call our office to obtain a copy before
commencing any work. These instructions can also be down-loaded from our web site by
following the links from the software page.
If you are re-installing GeeDee from one of our CDs, it is important that the disk is
current. If in doubt, please contact our office for clarification. New CDs are available
from GeeDee Realty Systems PTY LTD.
1.7.1 ADSL and pcAnywhere
Does your office now have internet access via a high-speed ADSL connection? If so, please
contact our office, as your pcAnywhere connection speed may be able to be improved greatly
by using this facility.
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1.7.2 Upgrading to Windows XP?
Please note that if you are upgrading your operating system to Windows XP you should also
upgrade your version of pcAnywhere. We have been advised that only pcAnywhere
Version 10.5 is completely compatible with Windows XP and this is what should be used if
you are upgrading.
Note: If required, pcAnywhere version 10.5 is available from GeeDee Realty Systems PTY
LTD at a cost of $170.00, plus postage and handling.
1.8 STARTING GEEDEE FOR WINDOWS
When the computer is switched on, the
GeeDee for Windows icon will be displayed
on-screen on your computer’s desktop.
To open the system and launch the program,
simply double-click your left mouse button on
the GeeDee for Windows icon.
1.8.1 Logging on to the system
When the system is started the logon screen will be displayed. This
initial screen also shows the
following:
• The current date and time.
• The date and time of the last
backup.
• The name (month and year) of
the current processing period.
Enter your initials into the box and
click on the OK button to launch the
main program.
Note:
There is no password control on the log-on and any three initials may be entered.
These initials together with the date and time are stamped onto each transaction
that is entered.
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1.8.2 The GeeDee Desktop
After logging onto the system, the GeeDee Desktop is displayed. This is the main screen
and the central operating point of the whole system.
The main features and work
areas of the desktop are as
follows:
• The pull-down or dropdown menu system.
• The Owner, Property,
Tenant and Trust account
buttons located below the
menus.
• The navigator bar.
• The tab system which
changes the display of
information on the
desktop.
1.8.3 The pull-down menu system
The pull-down menu system at the top of the GeeDee Desktop is used to access all of the
other features and program windows. The items are categorised into the topics shown along
the top of the screen.
The pull-down menus available are:
File
Owner
Property
Tenant
Trust account
Creditors
Bonds
Banking
Commercial
Help
items such as letters, reminders and backups
items related to owners
items related to properties
items related to tenants
items related to trust account ledgers
items related to creditors
items related to bond transactions
items related to banking
items related to the Commercial system (not covered here)
the Help system and other miscellaneous items
Click on the category heading and the pull-down menu will be displayed. Then click on the
item you wish to access.
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1.8.4 The Owner, Property, Tenant and Trust account buttons
There are four main sections in the GeeDee System: Owner, Property, Tenant and Trust
Account ledgers. The GeeDee Desktop is set up as a tabbed notebook. For example, when
the Owner button has been selected, the Details and other tabs for the owner are shown.
When switching between the Owner, Property and Tenant buttons, connected records are
displayed. Moving from Owner to Property, the first property of the owner will be displayed
and when moving from Property to Tenant, the current tenant of the property is displayed.
If there is no property for an owner, or no tenant for a property, while changing buttons, the
user will be asked if a new record is required, and the system will automatically open to the
New property or the New tenant Form.
1.8.5 The navigator bar
When the user chooses one of the navigator buttons, the appropriate action occurs in the
record that is currently displayed on the screen. The function of each button from left to right
is described below:
Search (lookup) is the first button and it is used as follows:
• Click on the button. A scrolling lookup list of names (or addresses) will appear.
• Find the record you are looking for in the list.
• The record you have chosen will be highlighted.
• Click on the OK button and the details of the chosen record will appear on the screen.
Searches are normally performed on records in alphabetical order (name or address). To
search by other indexes such as ID number or name, click on the drop-down arrow and make
your choice from the list shown.
The other buttons on the navigator bar are used for moving through and making changes to
the data. Their uses are as follows:
First:
Prior:
Next:
Last:
Edit:
Post:
Cancel:
This button moves the display back to the first record in the dataset.
This button moves the display back to the previous record in the dataset.
This button moves the display forward to the next record in the dataset.
This button moves the display forward to the last record in the dataset.
This button puts the dataset into Edit mode so that the current record can be
modified.
This button saves the changes you have made to the current record.
This button cancels any changes you have made and restores the record.
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This button refreshes the screen to reflect any changes that have been
made.
Bookmark: This button ‘bookmarks’ the current record so it can be easily located later.
This button returns the display to the record set in the bookmark function.
Go To:
Refresh:
1.8.6 The tab system (or notebook)
The notebook pages display various data, arranged for quick and easy access.
The main buttons on the GeeDee Desktop control the notebook. Depending on the button
selected (Owner, Property, Tenant or Trust account), a number of notebook pages can be
seen along the bottom of the desktop. These notebook pages are shown as tabs.
The various tabs (notebook pages) are as follows:
Details
This page displays the main details of the currently selected record.
Transactions
This page displays the transactions that have been entered for the
record. A radio button allows you to view either current or history
transactions.
Notes
This page displays text based notes that have been entered for the
selected record. When a letter or breach notice is generated and printed
by the system, a note is automatically appended and will contain the
reference and date the letter was sent.
Letters
This page displays any letters that have been generated by the system
for the currently selected item. Here you can issue a new letter or view
and reprint letters previously sent.
Reminders/
Diary system
This page displays reminders that have been posted for the currently
selected record. Reminders can be attached to any record to remind the
user of an event due to occur in the future. They may be viewed in the
calendar system (accessed from the File menu).
Properties
(owners only)
This page displays all the properties that are attached to the owner that
is currently displayed.
Payment
(owners only)
This page displays end of period payment details for the currently
selected owner. Here you can enter the receiver’s name for the cheque,
the bank account details, and the form of payment to the owner. An
owner may be paid by cheque, bank transfer, or as part of a bulk banking
cheque. Alternatively, part or all of the owner’s funds may be held in the
Trust account. The details of payments to a second payee are also kept
on this form. Note that the second payee must have the same form of
payment.
Accounts
(owners/tenants)
This page displays the details of unpaid creditors’ accounts and charges
held against the currently selected owner. If a tenant is currently selected
any unpaid accounts that have been invoiced will be shown.
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Work orders
(property only)
This page displays a history and details of all work orders that have been
entered for the currently selected property.
Bond
(tenants only)
This page displays details of the tenancy bond held for the currently
selected tenant. Details are automatically updated as they are receipted,
and transferred.
Check-lists
This page displays a list of items to be done without having to resort to
many pieces of paper. Reports of all check-lists can be printed as a hard
copy reference.
Sale details
This page will only appear if the currently selected record is a Sale type
Trust account ledger. Here you can enter details of the vendor, the
purchaser, conjunctional agent, settlement agent and other information
relevant to the sale of the selected property.
Commercial
This page will only appear on the screen where the currently selected
record is a commercial owner, property or tenant. The page will contain
details that are only pertinent to the Commercial system.
Holiday
This page will only appear on the screen where the currently selected
owner has a property that has been set up for holiday lettings.
1.8.7 GST
The system is compatible and compliant with current GST legislation. The Goods and
Services Tax on fees and charges is automatically calculated by the system and shown on
monthly owner statements. GST charged on creditor payments is also shown if entered; and
where required the system will generate tax invoices for strata companies and commercial
owners.
1.8.8 Powerfind button
Powerfind allows you to quickly locate any owner, property, tenant, trust account, creditor or
disbursement code by simply entering the name or part name of the item. There is an option
that allows you to include archived records in your search. Details of cheques, receipts and
journals can also be located by entering the reference number in question. History records
can also be included in your search. This facility also includes electronic payments. The use
of this feature requires the payment number and the exact amount of a particular payment.
Any records found using Powerfind can be better viewed if you click on the Spectacles. If a
number of records have been found then you can use the navigator bar in the Spectacles
option. Disbursement code details are now included where relevant.
1.8.9 Cheque and receipt numbers cannot go backwards
In order to avoid potential problems, and to comply with the requirements of the REBA Act,
the system prevents cheque and receipt numbers from being altered and re-set back to an
earlier number.
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1.8.10 Editable remittance slip
The remittance slip information that is printed at the bottom of tenant statements and all
invoices can be edited to suit your own preferences. The file that contains this information
can be found in C:\Program Files\GeeDee\Proman\Trust\Slip.txt (server) or G:\Program
Files\GeeDee\Proman\Trust\Slip.txt (workstation). If you have a system that runs more
than one set of data, the slip.txt file will be in the related Data Alias folder for each.
Slip Details to Print on Tenant Accounts
If you open the file in Windows Notepad it 1: Bottom Margin=1.000
will display similar information to that shown 2: Left Margin =1.000
3: Line1 Left
=Please Make Payment to:
on the right.
4:
5:
6:
7:
8:
9:
Margins are specified in inches and should A:
B:
You may change the wording of the text
and/or alter other settings to the right of the
= signs but text to the left of the = signs will
not be printed and must stay intact.
be sensible or a print failure may result.
Line1
Line2
Line2
Line3
Line3
Line4
Line4
Ref=1
Center
Left
Center
Left
Center
Left
Center
=GeeDee Realty Systems
=BSB No: 000-111
=801 Canning Highway
=Acc No: 123456789
=Applecross WA 6153
=Ref No:
=
The last line assigns the method that will be used to generate the reference number.
• If Ref=0 is specified, then the Tenant ID will be used.
• If Ref=1 is specified then the tenant’s Bank ID will be used. (If the tenant does not have a
Bank ID the reference will be the tenant ID prefixed by a ‘T’.)
• If Ref=2 is specified then no reference number will be printed.
1.8.11 New bank
Each owner record can be connected to a bank. As installed, there is a database of
commonly used Australian banks, with their abbreviated initials. It can happen that it is
necessary to create a new bank, which is not included in the database.
From the Banking drop-down menu, select New bank. This program item then displays the
list of existing banks in a grid.
To create a new bank, click the Append button and enter the bank’s initials (three uppercase
characters) and full name.
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1.9 SYSTEM SETUP
All users must exit from the normal GeeDee System before opening the System Setup. The
System Setup is a separate icon on the main desktop.
There are twelve different areas of system information relating to your particular company.
These areas are shown as tabs at the top of the System Setup screen (seen on the right).
Each area should be viewed so that you are aware of the contents.
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SECTION 2
PROPERTY MANAGEMENT PART 1
SECTION OUTLINE
In this section we will look at common functions of the Owner, Property, Tenant and Banking
menus of the GeeDee Desktop.
Emphasis will be placed on the following ‘everyday’ situations:
• Entering a new owner, property and tenant
• Entering receipts for tenant, property and owner payments
• Reversing receipts
• Daily banking
• Tenant accounts
• Tenant water consumption
• Tenant stamp duty
• Transferring bonds
• Distributing bonds
• Bond refund cheques
2.1 ENTERING NEW OWNERS, PROPERTIES AND TENANTS
As with most computer systems and accounting programs, record keeping follows a logical
sequence. In the case of property management when you acquire a new property to manage,
the relevant information needs to be entered into the system in the following order.
2.1.1 Owner ---- > Property ---- > Tenant
From the Owner pull-down menu, select New. A New owner form will pop up for completion.
After the owner’s details have been entered and posted, the system will then ask if you wish
to enter a property for this owner. Once the Property details have been entered and posted,
the system will then ask if you wish to create a tenant for this property. You may enter New
tenant details for the property at this time if the property has been let, or, select ‘No’ and
choose to enter the details once they become available.
Enter the data into the fields on the form. Read the hints or press the Help button if more
information is needed. Click on the Post button and the record will be saved in the database.
Note: When entering names, e.g. owners or tenants, be sure that the surname is entered
first (with a comma after the surname). This will ensure that names will be listed
alphabetically by surname. When the program uses the name in a letter or a statement, the
name will be transposed back to its correct position.
To cancel the creation of a new record, close the form before posting.
As this form only contains minimum information, you are required to input additional
information, e.g. emergency contact, maintenance requirements, etc. into the other fields of
the desktop once you have set up the new records.
Additional useful information should be entered into the Notes, Reminders and Check-list
tabs.
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To set up a block of Stratas, proceed as follows:
• Create a record for a new owner with the name of the strata company as the name of the
owner, e.g. ‘Murray Mews, The Owners of’. Set the Type to Strata.
• Create a record for a new property connected to the owner for each unit in the strata. The
levy amount and period are entered.
• Create one additional master property named something like ‘Murray Mews – Master’.
Set the management fee against this property. All other properties are set at zero
management fees.
• Create a record for the tenant connected to each property, with the name of the unit
owner as the name of the tenant. In some cases, the address may be that of the
managing rental agent for the property.
If a unit is also being managed as a rental property, then this is handled as a separate entity
to collect the rent.
Levies are receipted as rent on the Tenant receipt. Owner levy statements are generated as
Tenant statements. Interest on overdue amounts will be automatically charged. The
Summary and History statements for the owner are designed as financial statements for the
strata company.
To be able to differentiate between rental and strata properties, it can be useful to prefix the
name with a full stop, e.g. ‘.1/Murray Mews’. In this way, there is less room for confusion if
properties are being handled as rentals as well as stratas. In this case, there can be two
property records with the same address.
Note: The penalty interest rate for late payment of strata levies is 15% by default. Should
you wish to change or delete this, go into GeeDee System Setup and across to the Misc. tab.
The % rate can then be edited in the bottom left hand corner. At the time of generating
invoices the user is given the option to amend the interest rate for an individual strata.
2.1.2 ABNs for residential owners
Owners are not able to claim GST credits on residential properties. Therefore, even if an
owner has an ABN you should not enter it onto GeeDee if the property under management is
residential. Entering these details onto the system when not required may result in
misleading and/or confusing information appearing on the owner’s statement. If your
residential owner does have an ABN and you wish to record it, we recommend storing it in
the owner’s Notes tab.
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2.2 ENTERING TENANT, PROPERTY AND OWNER
RECEIPTS
NOTE:
When entering receipts you must TAB through every field on the form.
2.2.1 Tenant receipts
•
•
•
•
•
Find the property record using the Search or Navigator buttons. The current tenant for
the property will be displayed. If the tenant for the receipt is not the current tenant, then
use the Tenant search button.
The Acct credit field shows the total of any/all amounts/credits (towards accounts) paid in
advance. Account credits only apply to Residential type properties. The Acct credit button
is used to refresh/recalculate the total if/when changes are made.
The Accounts field shows the balance of all outstanding tenant accounts that have been
raised.
There are two small edit buttons - one above the Pays to field and one above the Rent
credit field. Clicking on either of these buttons will ask the operator to enter their
password. Once this is done the operator will then be able to edit the Paid to date that
will apply and/or the amount of any rent credits shown.
Enter the total amount being receipted then enter the amount being receipted as rent.
When the cursor exits the rent field, the Paid to date is automatically calculated.
Normally, the amount will be an even rent amount and the Paid to date will be advanced
by the rent period.
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•
•
•
•
Enter any other amount applicable. This may be bond, letting fee, stamp duty, water, or
other amounts due. For more details see Amounts allocated to Other (2.2.1.3).
Enter the amount you wish to allocate to a trust account into the Direct to a trust account
field (if applicable). Amounts transferred directly to their own special trust accounts do not
appear on the Owner statement. It can be useful to be able to receipt other amounts to
special trust accounts for various purposes. If an amount is entered in this field, then
another grid will appear containing all the credit and fee accounts in the trust system.
Check on the appropriate Pay by method, which may be cash, cheque, cash/cheque, or
direct credit. If payment is to be made by cheque, then a grid will appear for the cheque
details and amount to be entered.
Once the receipt has been completed and all funds have been allocated, the message,
Select Payment Method and Tab to Activate OK Button will appear.
2.2.1.1 Tenant credits/accounts in advance and Ledger 32001
In order to streamline the handling of amounts paid in advance by tenants against future
accounts, a new system was introduced. In the past, amounts paid as ‘credits’ for a
particular disbursement would be paid out to the owner immediately. Now, when a tenant
pays an amount in addition to rent, where there is no account raised, the system will raise a
‘general credit’ and the funds will be posted to Ledger 32001 (the kitty). This system will stop
multiple credits from being raised for different disbursement codes, thereby complicating the
receipting process. The ‘general credit’ funds stored in the kitty can be put towards any
account that may be raised in the future. Funds stored in Ledger 32001 are not credited to
the owner until they have been allocated against an account.
A new report is now included in the Statutory Audit Reports detailing the amounts held as
credits on behalf of tenants. The total shown on this report will substantiate the total of
Ledger 32001 as shown on the Trust account trial balance report.
Please note: Where a tenant has an existing ‘credit’ account that has been previously
created and the amount has been credited to the owner, then action will be required to retire
these negative accounts. The Tenant outstanding accounts report will show any credits that
have been receipted under the old system and therefore require attention. The options would
be as follows: (1) If the account has been created in the current period and the owner has
sufficient funds then reverse the receipt and re-enter the amount under the new system, or
(2) If there are insufficient funds or the credit was created in a previous period, then accounts
will need to be manually adjusted, or a property disbursement made against the original
disbursement code. The cheque from this payment is to be receipted to the tenant and
allocated as a credit under the new system.
2.2.1.2 Allocate credits button
This function is used when an account is raised and you wish to pay the account using the
‘general credit’ funds held in the kitty (Ledger 32001). This works in a similar manner to
distribute bond funds, in that you are using existing funds held (Ledger 32001) to clear an
account and pay the funds to the owner. Go into the Tenant receipt screen, and ensure that
the total amount received shows $0.00. Click on the Allocate credits button and a report
showing the Statement of credits for tenant will be displayed. Close the report and you will
then be asked if you wish to allocate the credits.
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Note: Ledger 32001 is a ‘system’ type account, which means that trust account receipts
and/or payments cannot be processed directly from the ledger (as with the bond and stamp
duty ledgers).
2.2.1.3 Amounts allocated to Other
The Other screen is divided into two sections. The top section shows the property address
and tenant details, as well as the total of any credits held in the kitty (Ledger 32001) and the
total of any outstanding accounts. As on the main receipt screen, the Acct Credit button is
used to refresh/recalculate the total if/when changes are made.
When the amount paid is less than or equal to any accounts that have been
raised using Tenant accounts system, the displayed window will look like this:
Any outstanding account is displayed
with its current Due amount. The Pay
amount can be entered either
manually or by selecting the Allocate
button. If Allocate is selected then the
system will automatically allocate the
funds to the oldest. Should you wish
to change the allocation of funds,
simply edit the amounts as required.
Once Pay amounts have been
allocated, it is simply a matter of
clicking the Accept allocation button in
the bottom right hand corner. You will
then be returned to the main receipt
window to complete the transaction.
When no account has been raised, but the tenant is paying an amount other
than rent for a Residential type property the displayed window will look like this.
This window will look similar to the
one opposite and show the amount to
be allocated. The operator must then
decide whether to create an Instant
account (funds are allocated and
posted) or Make credit (funds are
allocated to the kitty – Ledger
32001).
Except for stamp duty,
instant payments can only be created
for Non-commercial type tenants, ie,
Residential tenants. Commercial type
tenants are those where the owner or
strata company has an ABN entered,
regardless of whether there is a GST
on rent from date.
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If Instant payment is selected, a disbursement
window will open, allowing the operator to
select/enter the funds as required. There is no
need to scroll through a list of all disbursements.
Simply begin typing the name of the appropriate
category (e.g. ‘W’ for Water consumption, ‘B’ for
Bond, ‘S’ for Stamp duty) and then tab through the
remaining fields, completing the required details. If
the funds are to be allocated to more than one
category, simply repeat the procedure. Once all
funds have been allocated, click the Accept
allocation and continue button in the bottom right
hand corner. You will then be returned to the main
Receipt window to complete the transaction. When
an amount has been entered and processed as an
Instant account, then the details in the transaction
field will be prefixed with ‘IA’ to denote that it has
been processed as an Instant account.
Note: Except for stamp duty, Instant payment accounts cannot be raised for Commercial
type tenants (where the owner has an ABN entered in the system).
Where do I see the amount a tenant has in credit (Ledger 32001)?
The Accounts/Credits fields on the tenant’s Details and Accounts screens show the total of
credits held and the total of any outstanding accounts. The Calc button next to these field is
used to recalculate/refresh the amount shown if required.
Note: Clicking on the red question mark will display the message box, shown opposite, which
has details on how the receipting system operates.
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2.2.1.4 Other information related to tenant receipts
•
•
•
•
•
When amounts are entered in the Direct to a trust account field then the Details field in
the Transaction table will be prefixed with DTT to denote it as being Direct to trust.
Amounts entered as Other. Make credit and Instant accounts can only be created from
within the Tenant receipt module for Non-commercial type tenants, i.e., residential
tenants. Commercial type tenants are those where the owner or strata company has an
ABN entered, regardless of whether there is a GST on rent from date entered or not. If a
Non-residential tenant pays an amount for a non-invoiced account then you must exit the
Tenant receipt module and raise the required invoice before returning to the Tenant
receipt module. The tenant will require the tax invoice for his records, regardless of
whether the owner is registered for GST or not.
All Tenant invoices, including invoices for electricity and gas consumption, will only show
a GST amount where the owner has an ABN entered and the related property has a GST
on rent from date entered.
Receipts can be re-printed, regardless of the transaction date. The limit will normally be 3
years, or the time-limit set in your System Setup.
GeeDee will automatically calculate the correct rent amount due where a rent change has
occurred mid-period.
2.2.1.5 Direct payment receipts
When receipting money that the tenant paid directly
into the bank (DEFT) a pop-up window will ask you
to enter the day and month date of the transaction
(in the format: dd/mm) as shown on the bank
statement. The date of processing is not the same
as the date the payment was actually made and by
requiring this input, the program will note the actual
payment date on the Transaction details screen.
This will help to avoid potential problems should a dispute arise over payment dates.
2.2.1.6 Receipts for odd amounts
A selection box will be displayed when dealing with a
receipt that is for an odd rent amount. All you need to do
is choose which option you prefer and click OK. You
should choose the Treat extra funds as rent credit
option, unless there is a special reason for wanting to
modify the rent cycle dates.
2.2.1.7 Tenant direct payments
If your tenants pay their rent electronically it is important that you read the following
information as changes have been made in the GeeDee System.
Users of the DEFT (Direct Electronic Funds Transfer) numbering system:
(This means that your tenants pay their rent electronically through BPAY, Quickrent,
Rentcard, etc.)
• If your bank issues the DEFT numbers then NOTHING has changed.
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•
The number still has to be entered manually into the Bank ID field on the Tenant screen.
This number will now show on the Tenant DEFT Report and override the numbers that
would be generated by the system as described below.
2.2.1.8 Unidentified deposits
Credits may appear on your bank statement without sufficient information to identify the
person who made the payment. A Credit type Trust ledger should be created titled
‘Unidentified deposits’. If these payments occur frequently it is recommended that you create
a new Ledger account for each month or each quarter.
Receipt these amounts as a Trust receipt and record the bank statement date together with
any other information that was provided. Additional relevant information can be recorded on
the Notes tab for the Ledger account.
When the source of the funds has been identified, make a DEFT Trust account payment from
the Trust ledger and then issue a Tenant receipt as a DEFT amount. It is not necessary to
actually transfer these transactions through your bank as the two items in the Bank
reconciliation system can be flagged one against the other.
A set of reports is available from the Tenant menu that will give the operator a listing of
Tenant payment methods (how each tenant pays his rent). The reports are as follows: (1)
Tenant direct depositors. (2) Other payment types (e.g. cash/cheque). Note: In order to use
this report it will be necessary to include an asterisk at the start of the Bank ID field on the
Tenant screen (e.g. *CASH). (3) Tenant direct debit rents. The How field at the end of each
report denotes the method of the tenant’s last payment. The codes are as follows:
C = Cash, Q = Cheque, B = Both (cash and cheque) and D = DEFT.
2.2.2 Owner receipts
•
•
Owner receipts are issued when funds are
received directly from an owner. The most
frequent case is when an owner is providing
funds so that maintenance can be done and
there are insufficient funds in the account.
• Use the Search button to locate the
owner’s record.
• Enter the amount of the receipt.
• Select the form of payment.
• Edit the Comments field and enter a
description. These details will appear on
the statement.
• If the payment is made by cheque, enter
the cheque details. These will appear on
the Daily banking and Daily transaction
list.
If the payment has been received directly into the Trust bank account, then the amount
will not appear in the Daily banking and a record will be inserted directly into the Bank
reconciliation system.
Once all the details above have been entered, press Enter, or click on the OK button.
2-8
2.2.3 Property receipts
Property receipts are used when funds are received from a third party for an owner. The
most frequent use is to receipt funds from an insurance claim.
• Using the Search button, locate the property for the receipt.
• Enter the receipt amount.
• Nominate whether the funds receipted are cheque, cash or a direct credit.
• The dissection categories will appear in the grid. Enter the amount against the
appropriate category (-ies).
• Enter the Drawer/Paid by name.
• If the funds have been received by cheque, enter the bank’s name and branch. These will
appear in the Daily banking.
• If the funds have been received directly into the Trust bank account, then the amount will
not appear in the Daily banking. A record will be inserted directly into the Bank
reconciliation system.
• Once all the details above have been entered, press Enter, or click on the OK button.
2.3 REVERSING RECEIPTS
If a receipt has been issued incorrectly, the error can be corrected by reversing the receipt. A
receipt can be reversed provided the receipt is in the current period and the owner has
not been paid the funds. Once the funds have been paid to the owner, you cannot reverse
the receipt.
2.3.1 Reversing a receipt in the current banking
If the receipt is in the current banking, it can be reversed easily.
• From the Banking pull-down menu, select Reverse receipt.
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•
•
•
Enter a descriptive reason why the receipt is being reversed. There is a pull-down list of
reasons that can be used, but any other text may be entered.
The receipt numbers from the current period that can be reversed are displayed in the
scroll box. Select the receipt number from the box.
Press the Reverse button and the receipt will be removed from the current banking.
2.3.2 Reversing a receipt from a previous banking
Receipt reversals
When reversing a receipt that is not in the current
banking you will be presented with a message
asking you to choose between Negative cash in
Daily banking or Treat as dishonoured cheque.
Remember that if you reverse a receipt as
negative cash, it must be re-receipted as cash,
for the same amount, in the current banking.
Treat the reversal as a dishonoured payment
This will treat the reversal as a dishonoured payment. The receipt will be reversed and a
dishonoured payment entry will be placed in the Bank reconciliation. The dishonoured
payment must appear on the Bank statement at some date to reconcile the amount.
Reversing a dishonoured cheque from a previous period
At some stage, the funds must be received to cover the dishonoured cheque. The tenant
may pay with a new cheque or a cash payment. When this payment is received, proceed as
follows:
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•
•
•
Do not receipt the cheque payment into the computer. It is a good idea to place a
warning note on the tenant’s record to ensure this does not happen again.
Make out a separate manual deposit for the cheque and bank it as a separate deposit.
On your Bank statement, you will have a debit for the dishonoured cheque and a credit for
the direct deposit. As these two entries will cancel each other out, no further action is
necessary. If they appear on different pages of the statement, you may need to use a
correction journal in order to make each page balance.
2.3.3 Rent refund
If ever you have a tenant that has paid beyond their vacating date, you will need to do a rent
refund.
These are the steps required to produce the correct result:
Step 1
Step 2
Step 3
Calculate the amount of rent to be refunded. You will need to calculate this on a
daily basis.
Using the Creditor pull-down menu, process a Property disbursement for rent
refund. (If necessary, first go into System Setup codes and create (insert) the Rent
refund category.)
Refund the owner the management fee on the extra rent using a negative owner
charge.
2.4 DAILY BANKING
All cheque and cash receipt details are automatically added to the Daily banking file. The
contents of the file can be printed or viewed at any time to check on the funds that are
available for banking. When the file is closed, an entry will be posted in the Bank
reconciliation that must correspond to an entry on the statement. The funds can then be
taken to the bank with the printed deposit slip.
In the Trust account, there is a Trust account ledger (2) called Daily banking that is debited
when all cash or cheque receipts are saved in the database. The balance of this account is
equal to the current daily banking amount. When the banking is closed, a transaction is
generated and the balance returns to zero.
The form shows the total
amount of cash and cheques
that are currently in the Daily
banking.
Previous bankings
may be viewed and printed by
changing the banking number
in the top right corner of the
form.
To close the banking, click the
Close banking button.
It is possible, if necessary, to
make some changes to the
banking regarding the form of a
receipt.
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The cheque column indicates which items are cheques. The receipt can be changed from
cash to cheque and vice versa by clicking on this check-box. The drawer’s name, bank, and
branch can also be amended. The amount of the receipt cannot be changed, so if there is an
error in a receipt amount, the whole receipt must be reversed.
For a copy of a previous banking, change the banking number in the top right corner and
press Print banking.
2.4.1 Daily banking not balanced
Problems can occur with a bank reconciliation where the amount shown for a Daily banking
deposit differs from the amount shown in GeeDee. The main reason this occurs is that the
Daily banking was closed despite the fact that it did not balance correctly with the
cash/cheques actually held.
The Daily banking deposit sheets should be printed off before the banking is closed. The
cash and cheques should be checked to ensure that everything balances with the printout.
Closing the banking if it does not balance will cause a bank reconciliation error that may be
difficult to correct further down the track. If there is a problem balancing the banking it should
be investigated and solved before proceeding. If necessary, make a manual deposit into the
bank, but NEVER CLOSE THE BANKING IF IT DOESN’T ACTUALLY BALANCE with the
funds that are held.
If your bank requires you to allocate the DEFT numbers
The numbers generated by the Tenant DEFT report have been changed recently to
accommodate banks that require at least 6-digit numbers (including the check digit). Adding
10,000 to the GeeDee Tenant ID number and then adding the check digit at the end now
generates the numbers.
When you applied for your BPAY Biller Code, you probably had to state the number of digits
(including the check digit) that would be used. Please ensure that your bank will also accept
the new 6-digit number. The banks will only accept this instruction directly from you, their
customers, and may take more than a month to implement it. If you tell them that it is only
the acceptance of another length of number and not of the formula by which the check digit is
calculated, the period may be reduced to 4 days in some cases.
Even though the old numbers might still work for some time, you should advise your tenants
of the new number as soon as you have ensured that your bank accepts it.
2.5 TENANT ACCOUNTS
The GeeDee System has the facility for issuing, invoicing and receipting payment for various
tenant accounts. Generally tenant accounts would be raised for items such as maintenance,
cleaning costs, gardening, etc. Items such as water consumption and electricity consumption
are handled and calculated by GeeDee in their own sections, however, the amount due is still
posted to the outstanding Tenant accounts section of the program.
The Tenant accounts facility is accessed from the Tenant pull-down menu. This form shows
a list of tenant account items. Here new items can be added and outstanding items can be
edited, or cancelled. There are no invoice or statement numbers in the system. Invoices can
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be raised for individual accounts and a statement can be issued to show all outstanding
items. The statement will always produce an up-to-date list of unpaid account items. The
payment of tenant accounts is made through the Tenant receipt. Once paid, the details are
retained, but they are no longer printed on the statement or outstanding accounts list.
When entering Creditor, Tenant and Standing accounts the disbursement code name will be
entered in the Comments field by default. The comments can then be amended as required.
GST can only be included in Tenant and Standing accounts where the owner has an ABN
entered and the related property has a GST on rent start date entered.
All tenant invoices, including invoices for electricity and gas consumption will only show a
GST amount where the owner has an ABN entered and the related property has a GST on
rent from date entered.
NOTE: A date in the GST on rent from field indicates that the owner is registered for
GST. If the owner is registered for GST, and the property is not residential, then a date
must be entered in the GST on rent from field on the Property screen. This should be
the date when the tenant becomes liable for GST on rent.
Water consumption, electricity and gas
All of the above functions operate in a slightly different manner in the new version of the
program. Details of the changes are noted below:
Water
The Post button will not be available until all fields have been completed.
Please note that the Charge date must be greater than, or equal to the
current date, and greater than, or equal to the To reading date.
Electricity
The grid and all the buttons along the bottom of the form will not be available
until all items have been completed along the top of the form.
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Gas
The grid will not appear on the screen until all items have been completed
along the top of the form. The Invoice button will not be available until the
Calculate function has been performed.
2.6 TENANT WATER CONSUMPTION
The Water Corporation as a
rule,
charges
water
consumption to the owner of
a property and not the
tenant. Therefore, it is the
responsibility of the owner
to pay the account. Water
consumption accounts for
the owner should be
entered into and paid using
the Creditor system. The
funds will then be debited
from the owner’s account
and
appear
on
his
statement. Depending on
the lease agreement, an
owner, via the real estate
agent, can then recover funds from the tenant for water consumed.
Unfortunately, due to the way in which the Water Corporation charges for water, the charge
to a tenant who is paying for 100% of water consumption is not necessarily the same amount
as on the bill. The GeeDee System’s water consumption calculator follows the method of
calculation as set out by the Ministry of Fair Trading. This method allows for consumption to
be charged to the tenant based on a usage by period basis.
The Tenant water calculation facility can be accessed from the Tenant pull-down menu.
It is the responsibility of the user to ensure that the current consumption rates are maintained
in the GeeDee System.
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2.7 TENANT STAMP DUTY
The initial receipt of stamp duty is
processed as a Tenant receipt item.
The funds are received from the tenant
and are credited to Trust account 9
(Stamp duty) where they are held until
they
are
deposited
with
the
Commissioner of State Revenue.
To pay out stamp duty to the
Commissioner of State Revenue,
proceed as follows:
• Select Stamp duty from the Tenant
pull-down menu.
• The grid shows the tenants you are
currently holding stamp duty for.
Click on the Select column to select
which tenant’s stamp duty you wish to pay.
• Click on the Cheque button to print the Stamp duty assessment form and cheque.
This item can also be used to return stamp duty to a tenant that has decided not to go
through with a lease. Use the same procedure as above, but change the name in the
payment box to the tenant’s name.
2.8 BONDS
The GeeDee System maintains a complete record of tenancy bonds from initial collection
from the tenant to final disbursement upon vacating. There are two systems of retaining
bonds. The licensee can elect to deposit it either in the Bond trust account or with the Bond
Administrator. Bonds held under the old system of having separate accounts with the bank
for each tenant are treated in the same manner as those with the Bond Administrator.
The Tenant bond details
page shows the location
and amount of bond funds
for the currently selected
tenant.
The amount held in the
Trust account will appear
when the bond is receipted
through the Tenant receipt
and indicates that the
amount has not yet been
transferred.
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2.8.1 Bonds deposited in a Bond trust account
Tenant receipt
Bond to bond T/A
Bond from bond T/A
Bond refund cheque
Distribute bonds
Tenant bond statement
The bond is initially receipted from the tenant. The receipt will go
into the Daily banking and will be deposited into the main Trust
account.
The bond is transferred to the Bond trust account. A fax will be
generated and sent to the bank requesting the funds be
transferred. GeeDee will place a debit journal into the bank
reconciliation, which will correspond with the transfer on your
bank statement.
When the tenant vacates, a fax will be generated requesting that
the funds be transferred back to the main Trust account. GeeDee
will place a credit journal in the bank reconciliation, which will
correspond with the transfer on your bank statement.
When the tenant vacates, use this function to draw a refund
cheque for the tenant. This function can also be used to make
out a cheque to a contractor for work carried out, however, it is
preferable to use the Distribute bond function.
This function is a variation of the normal Tenant receipt, with the
receipt amount being drawn from the tenant’s bond funds. The
receipt does not appear in the banking as GeeDee makes all the
necessary journals. Use this function when rent is to be paid
from the bond and to transfer funds for damages, carpet
cleaning, etc. The accounts must then be paid out of the owner
funds using the Creditor system or the Property disbursement
item.
This function prints a statement showing when and how funds
were receipted, transferred, and disbursed and can be forwarded
with the bond refund cheque.
2.8.2 Bonds deposited with the Bond Administrator or the old system
Tenant receipt
Bond to Administrator
The tenant vacates
Receipt the cheque
The bond is initially receipted from the tenant. The receipt will go
into the Daily banking and will be deposited into the main Trust
account.
A cheque is drawn for the amount, and sent to the Administrator,
together with the necessary forms. It is no longer the liability of
the Trust account. When the account or reference number is
received, enter it into the Tenant bond page.
Generally the Bond Administrator will provide two cheques, or
will forward the refund cheque directly to the tenant. If there are
any deductions the Bond Administrator will forward a second
cheque for the owner’s portion.
Forward the tenant’s cheque directly, together with all the
documentation. Update the Tenant bond page with the bond
return date and delete the amount shown as with Administrator.
Receipt the cheque received as a Tenant receipt for bond and
then proceed as above to distribute the bond and issue a bond
statement.
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2.9 BOND TRANSFERS - TO BOND T/A - RECEIVED ONLY BOX
Normally, only new bonds that have been receipted, but not yet deposited, are displayed. To
view any additional amounts and/or bonds that may have been received or returned to the
Trust account, uncheck the Received only check-box in the lower left corner of the form.
2.9.1 Commercial bonds
If you have a new Commercial tenant and they will be paying a bond, follow the steps below
to ensure that it is set up correctly in GeeDee.
• For each new commercial tenant that will be paying a bond, set up a new Credit type
Trust account, e.g. ‘ABC Pty Ltd Bond’.
• Receipt the bond as part of a Tenant receipt and allocate/direct it to the newly created
Trust account.
• Add a note to the Tenant file detailing the name of the Trust account.
• Commercial bonds are not handled in the same way as residential bonds and are not to
be sent to the Bond Administrator or lodged in the Bond trust account.
• Please note that the details of commercial bonds will not appear on the Bond listing report
or show on the Tenant bond details screen as these areas only apply to residential bonds.
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SECTION 3
PROPERTY MANAGEMENT PART 2
SECTION OUTLINE
In this section we will look at the following procedures and how they are carried out.
• Individual owner payments
• Owner statements
• Rent arrears and other alerts
• Letters
• Notes, reminders and check-lists
• Work orders and creditors
• Owner charges
• End of day procedure (Daily backup and restore)
3.1 INDIVIDUAL OWNER PAYMENTS
Payments to owners are
normally made at the end of
the period using the Period end
program. However, there may
be an instance when an owner
requires payment during the
period.
A payment can be made to an
owner from any funds being
held at any time during the
period. It allows a cheque to
be issued and printed or the
funds paid by direct transfer.
To draw off an individual owner
payment proceed as follows:
•
•
•
•
•
From the Owner pull-down menu select Payment. Locate the owner using the Search
button. The owner’s current balance and value of outstanding accounts are displayed.
The accounts due amount includes creditors’ accounts due and not yet paid on the
property, and any owner charges (inspections, etc.) which have been entered in the
current period.
Enter the amount of the payment. By default, this will appear as the account balance less
outstanding accounts. The operator may change this amount, but it may never be greater
than the owner’s balance. Owner balances must never fall into debit.
Enter any details of the payment. This text will appear on the Owner statement.
Select the method of payment and enter the payee’s name for the cheque. Enter the
remittance details. These will be printed on the remittance section of the cheque.
Click on the OK button or press the Enter key to process the cheque. If you choose the
option to make payment by direct credit then an item will be placed in the Direct payment
file.
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3.2 OWNER STATEMENTS
An Owner statement can be printed or viewed at any time. Three types of Owner statements
can be produced: Current, History and Summary statements.
3.2.1 Current statement
Accessed via the Owner pull-down menu, the owner’s Current statement can be printed or
viewed at any time. It will contain data and transactions for the current period of processing.
This statement should be printed and forwarded if an owner requests an individual one-off
payment.
3.2.2 History statement
The main purpose of this item is to be able to reproduce a copy of a previous statement of
the owner. For this purpose, the start and end periods will be the same period, and a copy of
the required period’s statement will be printed. As the date range can include as many
processing periods as required, it may also be used to produce a detailed Summary
statement, e.g. financial year.
3.2.3 Summary statement
The most frequent use of a Summary statement is as an End of financial year statement for
residential properties, as it does not contains details of individual transactions, but
summarises them for accounting purposes.
3.3 RENT ARREARS AND OTHER ALERTS
The Alerts function is accessed from the File pull-down menu. This
section of the program is used to assist the user in controlling rent
arrears and for producing letters and reports in relation to other important
date dependent events. The tabbed sections of the Alerts menu are:
• Overdue rents.
• Leases due to expire.
• Routine inspections due within a period.
• Management authorities due to expire.
• Rent Reviews due within a period.
• Mail-merge letters and mailing labels to owners and tenants.
Let’s take a brief look at the various tasks that can be performed within the Alerts section.
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3.3.1 Rent arrears control
From within Alerts, click on the Overdue rent tab; then click on Select area. Enter the number
of days overdue and click on the Tenant type you wish to produce the report for. The grid
within the notebook will then display the records that fall within your selection. Select the
tenant(s) that you wish to send letters, breaches or terminations to by clicking in the checkbox. You may then choose the option to suit the action you wish to perform.
The options available allow you to produce the following:
Report
Print letter
Breach
Terminate
Print/preview a Rent arrears report tailored to your specifications.
Print a standard Overdue warning letter.
Print a standard Form 21 Breach notice.
Print a standard Form 1A or 1B Termination notice.
GeeDee will automatically attach Notes and Reminders to each tenant you have selected so
that you have a record of when the letters were sent and when the Breach or Termination
notice is due to expire.
3.3.2 Leases expiring, Inspections due, Authorities expiring and Rent
reviews due
Each of these options is available to you in the Alerts system and each task is essentially
performed in the same manner.
From within Alerts select the function you wish to perform by clicking on the appropriate tab.
Select the area, the number of days ahead you wish to cover and the type of tenant/owner
you wish to produce the report for. The grid within the notebook will then display the records
that fall within your selection. Select the tenants/owners that you wish to send letters to by
clicking in the check-box.
You may then print/preview the chosen report and send letters to the tenants/owners
selected. GeeDee will automatically attach Notes to each tenant/owner you have selected so
that you have a record of when the letters were sent. Letters sent can be reprinted and
previewed at any time from the main Notebook tabs under Owners, Properties and Tenants.
The Inspections due report includes a field for a vacating date (where one has been entered
onto the system), which gives the operator the choice whether to carry out the inspection or
not.
NOTE: All tenants who have a vacate date will appear on the Inspections due report
until such time as they are made inactive or they are archived. Once a tenant vacates
they should be made inactive, and then once the bond and all other transactions are
finalized, they should be archived.
3.3.3 Mail-merge and mailing labels
Merged letters are letters where parts of the text of the letter are retrieved from various fields
within the database, e.g. the name and address of a tenant. It is a very efficient method of
sending letters. There are almost 100 standard letters that are provided in the GeeDee
3-3
System that can be mail-merged to owners and tenants that have been selected in the Alerts
system.
Select the owners/tenants you wish to send a merged letter to by clicking the check-box.
Next click Print letter. This will open up a Search box so that you can select the letter you
wish to send from the list of standard letters. Finally, choose Print/Preview to produce your
letters.
GeeDee will automatically attach Notes to each tenant/owner you have selected so that you
have a record of when the letters were sent. Letters sent can be reprinted and previewed at
any time from the main Notebook tabs under Owners, Properties and Tenants.
Mailing labels are generated in the same manner. Simply select the
owners/tenants you wish to print labels for by clicking the check-box and then
click Labels.
3.4 LETTERS
As well as the many standard letters that come with the GeeDee System, the program also
features an integrated word processor. This feature is accessed from the File pull-down
menu and allows the user to edit the standard system letters or create his own.
The Edit letters form contains the following functions:
Search
Type
Name/Description
Editing box
New
Delete
Preview
Merge fields
Formatting
Used to locate existing letters in the database.
Select the radio button for the type of letter.
Each letter must have a unique name and a description.
Allows the user to create a letter of any length.
Allows the user to create a new letter. The operator must fill in the
name, description and the type of letter.
Deletes the current record containing the text of a letter.
Shows a preview of the letter as it will be printed on an A4 page.
Double-click the left mouse button at the location in the text where you
require one (or more) data merge fields, and a scrolling list of all the
available merge fields will appear. Click on the required field and it will
automatically be added.
Right-click and a box for formatting the text appears, e.g. cut, bold,
font.
Each letter has a Type, which determines the name and address that is printed on the top of
the page. These types are:
Owner
Tenant
Vendor
Purchaser
Vendor settlement agent
Purchaser settlement agent
Conjunctional agent
Document
The owner’s name and address (Property management).
The tenant’s name and address (Property management).
The vendor’s name and address (Sales).
The purchaser’s name and address (Sales).
The name and address of the vendor’s agent (Sales).
The name and address of the purchaser’s agent (Sales).
The name and address of the conjunctional agent (Sales).
These are printed on plain paper with no letterhead.
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3.4.1 Editing letters in GeeDee for Windows
When editing/creating a new letter in GeeDee it is important to check that you have given the
letter a Name and a Description. Furthermore, be sure that the name you choose is unique
and not already in use for an existing letter. Failing to give letters a unique name and a
description may generate a Key violation and/or an Access violation and could result in your
system locking up.
3.5 NOTES, REMINDERS AND CHECK-LISTS
3.5.1 Notes
Notes can be attached to any Owner, Property, Tenant or Trust account. The Notes pages
are located on the lower tabs of the main screen. There are three types of information that
can be stored on these pages:
• Additional details, such as owner information that cannot be stored anywhere else.
• Date-stamped notes.
• Automatically generated notes which are added whenever a letter or document is
generated.
3.5.2 Reminders/Diary system
On the desktop, there are Reminder tags connected to the Owner, Property,
Tenant and Trust account pages. The page contains a grid showing all the
reminders that are attached to the particular record (Owner, Property, Tenant
or Trust account ledger).
New reminders may be added and the data in the grid may be edited and changed.
To review and manage reminders, use the Reminder item accessed from the File pull-down
menu.
The grid shows the reminders that fall within the date shown on the calendar and the number
of days indicated. Clicking the mouse on the appropriate position on the calendar will change
the calendar date. Click on any date in the month, or use the large up and down arrows to
change the month. The up and down arrows on the keyboard can also be used.
For a hard copy of the reminders that occur during the period, click on the Report button.
3.5.3 Check-lists
This feature is used to assist property managers by producing lists of items to be checked
and completed, without having to resort to many sheets of paper. The Check-lists are
different to the Reminder system in that they provide a standard list of tasks that need to be
done when certain events occur.
For example, when a tenant vacates a property the Check-list provides a list of tasks to be
done. These items are different to Reminders, in that they may not have a particular date by
which they are due, but they must be completed nevertheless.
Check-lists may be attached to any of the following database records:
• Owners
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•
•
Tenants
Sales of properties
• Vendor advertising accounts
3.6 WORK ORDERS AND CREDITORS
3.6.1 Work orders
Work orders are documents that
authorise and document the
work to be done on a property.
The Work order system can be
accessed from the Creditor pulldown menu.
Here you can
enter the details of work to be
carried out on a property.
A document may then be
printed out and sent to the
contractor. A history of orders
for a property can be previewed
from the Work order tab under
each property record.
Note: The contractor must exist as a creditor in the system.
3.6.1.1 To enter a new work order
•
•
•
•
•
•
Click on the New order button and select the appropriate property and creditor.
Enter the price in the Price field.
Select Estimated, Quoted, or Maximum as the Price type.
Normally the Status of the order will start of as Entered. Once printed, it will be changed
automatically to Ordered. You may change the status of the order if required.
In the Work details field you can enter a description of the work to be carried out.
Click on the Post button.
3.6.1.2 To modify an existing order
•
•
Locate the order using the Search button.
Change the details in the required field. The creditor or property may not be changed.
3.6.1.3 To print an order
•
•
•
If necessary, locate the order using the Search button.
Click the Print order button.
Confirm that the order has printed and the status will be changed from Entered to
Ordered.
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3.6.1.4 To cancel an order
•
•
•
Locate the order using the Search button.
Click on the Cancelled radio button.
Once a work order has been paid, using the Creditors system, the status of the order will
automatically be changed to Paid.
3.6.2 Creditors
Creditors are parties to whom payment is made for services rendered, e.g. plumbers,
electricians and maintenance contractors. They can also be service providers such as
shires, councils, water authorities and insurance companies.
3.6.2.1 Adding new creditors
To add a new creditor to the system, select
Maintain from the Creditor pull-down menu.
Here you can add, delete and edit Creditor
details. A history of transactions for individual
creditors can also be printed. The screen on the
right lists the creditor details that can be stored.
For the Pay by transfer facility to work, it is
necessary that the correct BSB and account
numbers for the creditor are entered and also
that the main program is set up to allow for
electronic payments.
3.6.2.2 Adding Creditor accounts
This section allows the user to enter and store details of Creditor accounts even if there are
insufficient funds in the owner’s account. The amounts are not immediately withdrawn from
the owner’s account. The Creditor payment program can be run periodically and will make
payments whenever sufficient funds are available.
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The
system
allows
for
payments to be made by
cheque or electronic transfer.
Refunds (Credit notes) are
entered as negative account
amounts. Refunds can only be
processed against positive
accounts from the same
creditor. These refunds can
only be processed via the
Creditor accounts from owner
funds screen.
To add, delete, or amend accounts in the system, select Accounts from owner funds from the
Creditor pull-down menu. Locate the creditor using the Search button.
The Append button adds a new account record to the creditor’s accounts. Complete the
details:
• The invoice or reference number and
the date of the invoice.
• Locate the property.
• Locate the disbursement code.
• Enter any additional details, which will
be printed on the Owner statement.
• If there are any unpaid Work orders for
the selected property, for this creditor,
they will appear in the pull-down list.
• Enter the amount inclusive of GST. If a
work order has been selected, the
estimated price will appear by default. If
this invoice amount differs significantly,
then it may be necessary to query the
difference.
• Enter the GST amount.
• Priority is set to 5 by default. If there are no funds, the account will be held for payment.
If it is required that an invoice has priority for payment over other owner accounts, then
set it at a lower number. You may also choose to hold payment of the account until a
specific date.
The Delete button will delete the currently indicated account item.
The Pay button will pay the current creditor for items where there are sufficient owner funds.
Normally payments are made in a batch using the Pay creditors item, but this can be useful
when a single creditor needs to be paid.
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Pay Creditor accounts
•
•
•
•
The Creditors accounts outstanding report
gives the user the option of printing the report
in two ways. The first lists accounts that can
be/will be paid first (in creditor order),
followed by a listing of those that cannot
be/will not be paid (also in creditor order).
The second option displays accounts in
creditor order and shows all accounts
paid/held/not paid interspersed.
A check-box gives the option of automatically
printing remittance advices.
Creditors cannot be deleted once there has
been an account entered for them.
A progress bar shows the status of the
printing/payment process.
Remittance advice for Creditors
The Direct banking screen gives you the option to select the
number of days since the transaction was processed in order
to print the remittance slip. Where you make and send your
electronic payment files on the same day, this function will
not apply. However, small offices that allow payments to
accumulate during the month before making the file, may
need to increase the number of days to above ten.
Creditor payment details
When Creditor accounts are processed, details of the transaction are prefixed with an
asterisk *. This notation is an indicator that a remittance advice slip can be printed for this
payment.
3.7 OWNER CHARGES
Owner charges are a way of debiting the owner’s account for irregular expenses and
charges. Regular expenses such as management fees, sundries, cheque charges and GST
are automatically charged. Charges can also be refunded to an owner by entering negative
amounts. This may be necessary if an owner has been incorrectly charged for a lease fee
that should have been charged to another owner. Refunds are processed individually from
the Owner charges screen.
Charges such as leasing fees, annual statement fees, fax expenses, etc., are debited from
the owner’s account and credited to a nominated Fees type Trust ledger. During Period end
processing these funds will automatically be included in the payment to the business.
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Advertising expenses should be charged to the owner as an account with your agency
entered as a creditor. This is especially so if the owner’s record has the Add GST box ticked.
As with the Creditors system, these charges can be entered, even though the owner may not
have sufficient funds to cover them at the time. When the charges are processed the
program will journal all charges where there are sufficient funds in the owner’s account.
Where there are insufficient funds, the charges will be held on file until funds are available.
Owner charges may be either inclusive or exclusive of GST. If the Add GST check-box on
the Owner page has been checked, 10% GST will automatically be added.
3.8 END OF DAY PROCEDURE
3.8.1 Daily backup
The importance of carrying out a daily backup cannot be stressed enough. Suppose your
office was unfortunate to suffer a fire, or a burglary and the daily backup had not been made.
Without a backup copy of your data the consequences could be catastrophic for the
business.
GeeDee for Windows provides a fast and efficient way to ensure that you always have a copy
of your current data in the form of the daily backup. Your set of backup disks should include
separate disks for every trading day, i.e. Monday–Saturday, as well as a disk for each month
January–December. Furthermore, each disk should be reformatted regularly to ensure that it
is not corrupted and is in good working order.
Backups must be carried out at the end of every day. Most systems will not take more than
one diskette, and the entire process will take less than two minutes.
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The End of day procedure is accessed from the File pull-down menu. By selecting End of
day, the program will first produce a report of the day’s transactions and then display the
Backup and restore screen. The screen will indicate if there are any other users logged onto
the system and will not allow you to proceed if this is the case. A backup can only be made
once all other users are logged out of GeeDee. Insert a diskette into your floppy drive and
click the Backup button.
GeeDee will then proceed to backup a copy of all your data files onto your disk. A second
‘insurance’ copy will then be written to the hard drive of your computer. Finally, the system
will carry out a re-indexing of all data files and then confirm that the backup has been
successful.
3.8.2 Restore
You will rarely be required to carry out a Restore procedure, as this should not be done
without a valid reason. A data restore should only be necessary in the case of severe
corruption of your data or if your backup disk was faulty or corrupt.
From the File pull-down menu select the Restore from backup, etc. item. A screen similar to
that of the End of day backup will be shown. With your backup disk in the drive, press the
Restore button. The date and time of the backup will appear on the screen, you will prompted
to confirm that you really wish to restore and will be asked to confirm your request.
Once the data has been restored successfully, the system will automatically re-index and you
may then proceed.
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SECTION 4
TRUST ACCOUNTING AND SALES
SECTION OUTLINE
In this section we will look at procedures that may not necessarily be the task of the property
manager. It is nevertheless important that all operators have at least a basic understanding
of these procedures.
• Reversing and reissuing cheques
• Bank statement reconciliation
• The Trust account system and Trust account ledgers
• Sales trust accounting
• Sale details
• Vendor paid expenses
• Interest bearing deposits
• Trust account reports
• Period end processing
4.1 REVERSING AND REISSUING CHEQUES
Both facilities can be found in the Cheque toolbox, which is accessed from the Banking pulldown menu. The Cheque toolbox lists all cheques that are currently unpresented.
DO NOT REVERSE A CHEQUE JUST BECAUSE IT DID NOT PRINT. The Reverse button
reverses the currently selected cheque. Only cheques issued in the current period can be
reversed, and any cheque, which has already been reconciled, cannot be reversed. After the
reversal, a reverse transaction will appear together with the original cheque transaction. The
transactions will not appear on Owner statements.
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DO NOT REISSUE A CHEQUE JUST BECAUSE IT DID NOT PRINT. The Reissue button
cancels the original cheque in the system, replaces it, and prints another with a new cheque
number. This can be useful for cheques that have been lost. The original cheque is
cancelled in the Bank reconciliation and the operator must place a stop payment on it at the
bank. Cheques that have been reconciled cannot be reissued.
SYSTEM PRINTS ON WRONG CHEQUE. If the cheque printer has the wrong cheque
loaded and as a result the cheque number in GeeDee is different to the printed cheque then
the cheque number can be incremented or decremented by using the buttons
at the bottom of the Cheque toolbox screen.
4.2 BANK STATEMENT RECONCILIATION
Each time a cheque, deposit, or journal is made in the system that affects the bank account,
a record is placed in the Bank reconciliation system. This program allows the operator to
check off the items appearing on the bank statements as they are received from the bank.
For a statement balance to close, the opening balance plus all the credits less all the debits
must equal the closing balance. It is not possible to start the reconciliation of the next page
until the current page has been reconciled.
The Bank statement reconciliation program is accessed from the Banking pull-down menu.
The amount and the date of the opening balance of the statement will be on the top of the
screen. These are the closing values that were previous reconciled. Once a statement is
balanced, the closing balance becomes the opening balance for the next statement.
To reconcile a statement balance, use one page at a time and then:
• Enter the date of the closing balance.
• Enter the amount of the closing balance.
• For each debit that appears on the statement, click on the check-box in the grid. Once all
the debits on the statement have been flagged, then the total of the debits displayed at
the bottom of the form must equal the total of the debits on the statement.
• Click on the Credits radio button and the grid will show all the outstanding credits.
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•
•
•
•
For each credit that appears on the statement, click on the check-box in the grid. Once all
the credits on the statement have been flagged, then the total of the credits displayed at
the bottom of the form must equal the total of the credits on the statement.
Once the total credits and debits equal those on the statement, the To reconcile field will
be zero, and a message will appear on the screen advising that the page balances.
Press the print button for a reconciliation report and all the items that have been flagged
will then be retired, and will not appear in the grid again.
The closing date, balance and any flagged transactions remain stored in the reconciliation
even if it is exited prior to being rolled over.
If an item is dated after the closing statement date is flagged, a warning will be given and
the operator will be given the option of whether or not to flag the item.
4.2.1 Correction journals
It can happen that there are items on the Bank statement, which do not appear in the
reconciliation grid. These can be items such as bank fees incorrectly charged to the Trust
account and dishonoured cheques. A Correction journal can temporarily overcome the
problem of a statement that will not balance because there is an item on the statement that
does not match the reconciliation. Note that the Correction button is located at the bottom of
the Bank statement reconciliation screen as displayed above.
A Correction journal will create both a debit and a credit. Do not use this just to make
the statement balance. There must be a valid reason.
• From the Statement reconciliation form, click the Correction button.
• Enter the amount and the reason for the journal.
• Enter the password and press the OK button.
After this has been completed, either a credit or a debit item will be outstanding on the
reconciliation. This is the other half of the correction journal that has been created. On a
future statement, an entry must appear which can be reconciled against the outstanding item.
4.3 THE TRUST ACCOUNT SYSTEM AND TRUST ACCOUNT LEDGERS
When the main Trust account button is selected the screen displays all the Trust account
ledgers. The ledgers work on the principle of a double entry accounting system. Every
transaction in the system involves a credit and a debit account. When any transaction is
processed, one account is credited with the value of the transaction and the other is debited.
Certain account numbers are reserved by the system for the internal processing. For most
receipts, payments, etc. the Trust account ledger system works behind the scenes,
automatically updating its ledgers. For example, a Tenant receipt for rent and bond will
generate two receipt transactions, one for the rent and the other for the bond.
There are seven types of accounts in the system.
System These accounts are required for transaction processing within the property
management system. System accounts cannot be edited or changed by operators.
These accounts are designated for the accumulation of various property
Fees
management fees. During the Period end processing, any funds in these accounts
are paid to the business account, and the balance returns to zero.
These accounts are for funds that are held externally for various purposes. The
Debit
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Credit
Sales
Vendor
VO
balance can never be in credit.
These accounts are used to hold funds for various purposes.
never be in debit.
These accounts are specialised Credit accounts that are used
sales deposits.
Vendor paid advertising.
variable outgoings if the Commercial system is used.
Searching for a Trust account
Trust account ledgers can be
searched for by either their name
or ID number.
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The balance can
to hold funds for
to hold funds for
to hold funds for
4.4 SALES TRUST ACCOUNTING
The Trust account system that is used for property management, also handles all aspects of
Sales trust accounting. Using this system, all trust accounting is carried out under the
umbrella of one set of accounts. The combining of the two accounts reduces the workload
and confusion associated with receipting, banking, bank reconciliations and auditing
requirements.
Accounting for sales in the GeeDee System is carried out through
the Trust account button and the Trust account pull-down menu.
Sales ledgers are automatically allocated an account/ledger
number in the 10,000 range to separate them from non-sale type
accounts.
4.4.1 New Sales trust ledgers
There are two ways to create a new Sales trust ledger.
To set up the ledger prior to receiving a deposit (file/documents only)
• From the Trust account pull-down menu select New.
• From the drop-down list select the type as Sale.
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•
•
•
•
•
GeeDee will allocate the next
available account ID number
(10000 and upwards).
Enter the property address and
the name of the vendor.
Enter the name of the
purchaser, if known.
Click on the Post button and the
new Sales trust ledger will be
created.
Enter all relevant information
into the Sale details page.
To set up the ledger when a deposit has been received (with the file/document)
• From the Trust account pull-down
menu select Property sale deposit.
• Enter the property address and the
name of the vendor.
• Enter the name and address of the
purchaser.
• Enter the amount of the deposit and
then payment details.
• Click on the Post button and the new
Sales trust ledger will be created.
• Click on the Yes button when the
system offers to process the receipt.
• Enter all relevant information into the
Sale details page.
Once you have created the account/ledger for a property sale, you may process receipts and
payments for the sale.
4.5 SALE DETAILS
Select the relevant Trust account ledger and click on the Sale details tab.
Input all the relevant details and then generate letters to the parties concerned. These will be
recorded on the ledger for that sale. The due dates for deposit, finance and settlement will
also be recorded in the Reminders file.
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These details also form part of the reports that can be generated for Property sales.
Select the Trust account button. All trust accounts can be viewed. The ID number for Sales
trust ledgers will be 10,000 and higher. You can use the scroll bar to the right of the desktop
to locate a file, or alternatively use the Search T/A button on the navigator bar where you can
search for a ledger by their name or ID number.
Note that A/C 1 (the Trust bank account) has a positive balance (debit balance). The credit
balances (negatives) are the amounts you are holding in trust and for which you are
responsible. The debit balances show where those amounts are held.
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4.5.1 Dishonoured cheques (Sales deposits)
If a sales deposit cheque deposited in the Trust account is dishonoured, follow the receipt
reversal procedure. Refer to the Banking drop-down menu.
A Bank reconciliation journal will be posted and balanced with the dishonoured entry that will
appear on the bank statement.
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Click on the lower tab named Transactions. Current and History transactions are displayed
for the selected trust ledger.
Note: The opening balance plus the sum of all the month’s transactions equals the current
balance.
4.6 VENDOR PAID EXPENSES
As an agent, you may be required to hold funds in your trust account for vendors who wish to
pre-pay selling expenses on a property. The system allows you to set up accounts for these
funds, administer them, and give the vendor a statement of account. Expenses may be paid
from your business account and then reimbursed by using the facilities in the Vendor paid
expenses menu.
It is essential to be able to enter the initial estimates of expenses before receiving the final
accounts. In this way, it is possible to keep track of the balance of an account, so that the
limit available is not exceeded.
There are a number of programs associated with this function available from the Trust
account drop-down menu.
4.6.1 Vendor advertising receipts
Use this function to receipt funds
from a vendor and create a
separate Trust account ledger
for the funds. The ledger will be
automatically numbered by the
system, starting at 50000. The
account type created is Vendor.
•
•
•
Enter the details in the fields
as indicated.
Press the Post button.
Depending on the method of
payment, the funds may
appear in the Daily banking,
or as a credit journal in the
Bank reconciliation if they
have been receipted directly
into the trust bank account.
After the initial deposit, use the Trust account receipt to deposit additional funds into a
Vendor account.
Entering expenses
Expenses are entered into this section in two stages.
• When the expense is created.
• When the Creditors invoice or statement is received.
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In this system, expenses are not paid directly to the creditor. It is assumed that they are
initially paid out of the business account, and then funds are transferred back to the business
account in batches.
Expenses are entered against creditors, so there is a small database of creditors used for
Vendor expenses. This is independent of that used for the Property management system.
To add or modify creditor details, press the Add or modify Creditor details button on the
Vendor accounts screen and a small dialog box will appear which will enable you to modify or
add Creditor details.
• Identify the creditor for the expense from the top scroll list. If the creditor does not exist,
use the Add or modify Creditor details button to create one.
• When the expense is made, enter it into the system using the Add button. Enter the
amount of the expense as Estimated at this stage.
• When the invoice is received, identify the item that has been entered as an estimate, and
enter its Actual expense.
Note: The system will not make payment against an estimated amount. It holds payment
until the actual amount is entered from the invoice.
The Report item will print out a report of all unpaid invoices in the system.
The Delete button will delete the current expense line in the grid.
After an expense item has been paid the line will disappear from the grid.
To directly pay funds out of a Vendor account to
the business (your general account) use the Trust
account payment item from the Trust account
drop-down menu.
4.6.2 Vendor expense reports
These reports are for use by the sales staff so that they have an accurate assessment of the
funds that have been spent and are available for Vendor paid accounts. If this report is
printed regularly, they will know exactly how much has been spent, and how much remains
on these accounts.
The report can be in either detailed or outline format. The Detailed report lists all the creditor
transactions on the account and the Outline report only shows the balance of each account.
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4.7 INTEREST BEARING DEPOSITS
For large deposits that are to be held for some time, a purchaser may request that the funds
be placed in an Interest bearing account. The GeeDee System has the facility to handle and
account for such a situation.
The example below illustrates the procedure to follow when the deposit is
received.
•
•
•
•
•
•
•
•
•
•
Assume that a deposit of $30,000 is received.
Open a Sales ledger as usual, e.g. Trust account ledger 10046.
From the Trust account pull-down menu select Trust account receipt.
Select the type as IBA deposit and receipt the deposit.
From the Trust account pull-down menu select Trust account payment.
Issue a Trust account payment from Trust account ledger 15.
Make the cheque payable to the bank.
Trust account 10046 will still show a credit of $30,000.
Trust account 15 will show $30,000 as a Debit account.
The bank balance (Trust account 1) will be reduced by $30,000.
When the deposit plus interest earned is returned from the bank.
•
•
•
•
•
From the Trust account pull-down menu select Trust account receipt.
Receipt $30,000, being the principal amount to T/A 15.
And for example $150.00 interest to the relevant Sales ledger (10046).
Disburse the $30,000 as required (deposit less commission, etc.).
Draw a cheque for the interest to the purchaser.
4.8 TRUST ACCOUNT REPORTS
The GeeDee System is able to produce many useful reports. It is suggested that all
operators make themselves familiar with these reports by either printing or at least
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previewing them. The transaction reports listed below are among the most important as they
are required for audit purposes.
• Trust account ledgers report
• Cash book journal (Bank trust account)
• Trust account trial balance
• Owner trial balance
• Bonds held report
• Bank reconciliation report
4.9 PERIOD END PROCESSING
This is the once a month procedure when all
accounts are processed, fees are deducted,
owners are paid their amounts due and the
system is rolled over ready for a new month of
transactions. This process is usually carried
out at the end of a month, although this is not a
requirement as it is possible to carry out this
process on any day of the month that suits your
requirements.
DO
NOT
CONFUSE
PERIOD
END
PROCESSING WITH END OF MONTH AUDIT
REPORTING REQUIREMENTS.
Month-end or Period end processing is not
accessed from the main GeeDee Desktop. It
has a separate program icon that appears as a
pile of gold coins.
Before commencing this procedure, it is
necessary to complete certain functions in
the main GeeDee System.
These
functions are detailed below:
•
•
•
•
•
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Complete a balanced Bank
reconciliation report.
Process all Owner charges.
Process all Creditor accounts.
Close the Daily banking.
Print Owner tax invoices.
Once these steps have been
completed, close the GeeDee
System and enter the Period end
processing program, confirm that the
items have been completed and then
print the EOP preview report.
Completing this procedure is a
simple process carried out by a
number
of
steps
that
are
automatically performed one at a
time by clicking the sequenced
buttons.
The program screen is set out with
three groups of buttons. Each button
in each group accesses a separate
program item which must be carried
out in the order on the screen.
4.9.1 Owner processing
Before commencing, all other users must exit the GeeDee System. No further processing can
be carried out until the period-end process is complete.
• Backup data to disk
Backs up the data to diskette.
• Owner trial balance
Prints a list of owner balances and fees, etc.
• Print final statements
Prints a final copy of the Owner statements.
• Print owner cheques
Prints all owners’ cheques.
4.9.2 Fees and electronic payments
This group processes all the management fees, etc, and makes a final payment to the
business account for all outstanding fees for the period.
• Process management fees Calculates fees and produces a summary report.
• Payment to business
Produces a cheque for all fees, etc. collected.
• Direct payments file
If using electronic payments, this will make the file.
• Audit reports
Prints all reports as required for audit purposes.
• Roll-over
Sets up the system to be ready for the next period.
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4.9.3 End of month audit reporting requirements
It is a requirement under the Real Estate and Business Agents Act to close and balance the
accounts of all your Trust accounts as at the end of each month. The definition of the ‘end of
each month’ is literally midnight on the last day of each month.
The GeeDee System recognises when it has
been opened in a new month for the first time
and will prompt the operator to print a list of all
the required reports. Additionally, it will prompt
the operator to make a separate backup of the
data at that point in time. The backup disk(s)
should be filed with the printed reports,
separate from the Period end processing
reports.
The following end of month Audit reports printing screen will be displayed:
The following is the automatic Backup screen prompt:
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SECTION 5
TRUST ACCOUNT AUDITS
5.1.1 Annual duties of an agent regarding trust account audits
Agents who hold a current triennial certificate must cause the trust accounts to be audited by
the approved auditor and the audit report lodged with REBA (section 70(1)). If the agent has
not held any trust funds during the year, then the agent is not required to have an audit and
must instead lodge a statutory
declaration to this effect (section 86).
All audit reports or statutory declarations (as appropriate) are required to be lodged within 3
months of the end of each calendar year. It is the auditor’s responsibility to deliver the audit
report to REBA.
5.1.2 Appointing an auditor
Before an agent can receive or hold any trust money the agent must appoint an auditor.
To comply with section 72(3) of the Act, an agent must disclose to REBA any relationship by
blood or marriage, or any business dealing, with their nominated auditor. REBA will consider
each instance of disclosure on a case-by-case basis.
Where an auditor has a relationship to an agent by blood or marriage there is a clear conflict
of interest that could endanger the auditor’s independence. Where an auditor has business
dealings with an agent, REBA will consider the facts in each case, however, generally REBA
will disqualify an auditor where that auditor also acts as the agent’s general accountant.
In certain circumstances, for example in rural areas, a suitably qualified auditor may not be
available. In such cases REBA may notify the agent of its intention to disqualify the auditor
and the agent is then given the opportunity to outline the reasons why the auditor should be
retained.
To audit an agent’s trust account, a person must be a registered company auditor, under Part
9.2 of Corporations Law. In regional areas where no qualified company auditors are
available, REBA may approve another person with appropriate qualifications as an auditor.
5.1.3 Responsibilities to the auditor
As part of the audit process, the agent is required to prepare a statement for the auditor. This
statement should show details of all money held, as well as deposit receipts and negotiable
or bearer securities that are held in the name of the agent and represent monies in the
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agent’s trust account. The statement made by the agent must be verified by statutory
declaration.
In the statement to the auditor, the agent is required to provide full details of the trust
accounts held, including:
• details of the name/s, account number/s and financial institution name and branch
name where the trust account/s are maintained (this reporting requirement also
applies to clients’ separate interest bearing trust accounts and tenancy bond trust
accounts); and
• the balance held in each trust account as at the audit date.
After examining this statement, the auditor will return the statement to the agent together with
the audit report.
A copy of the agent’s declaration and statement of balance for each trust account is required
to be attached to the audit report and submitted to REBA.
All trust account records must be made available to the auditor at every audit or when the
auditor reasonably requests.
The agent is required to provide to the auditor an annual statement and the previous year’s
statement, verified by statutory declaration.
Refer: Real Estate and Business Agents Act 1978 section 80, section 81
5.1.4 Duties of an auditor
An auditor must audit trust accounts in accordance with accepted auditing practice, including
selective testing when the auditor considers it appropriate. The auditor must also be satisfied
that the trust records are kept in accordance with the requirements of the Act and the
Regulations. The audit of an agent’s trust account/s is a compliance audit and materiality
does not apply.
On completion of an audit the auditor is required to deliver the original audit report to REBA.
Generally, the audit report must be delivered to REBA by 31 March each year. That is, within
3 months of the end of the audit period, which is from 1 January to 31 December.
If the auditor identifies any relevant issues, it is their duty to report them to REBA. The auditor
is also required to provide copies of any management letters issued to the agent and attach
these to the audit report.
The REBA publication “Guidelines for Auditors” can assist auditors and agents in
understanding the requirements for an audit of an agent’s trust account.
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5.1.5 How to respond to an auditor’s recommendations
An agent must promptly implement any recommendations made by the auditor where the
recommendations arise from a breach of the Act or the Regulations.
REBA looks upon any breaches of the trust account provisions very seriously.
If an agent considers the recommendations to be unfair or unreasonable, the agent may write
to REBA stating the objections and requesting REBA’s consideration.
5.1.6 Changing an auditor
An agent must continue to employ the statutory appointed auditor unless REBA approves a
change in the appointment.
Agents seeking to change their statutory appointed auditor must lodge an application with
REBA not later than 1 month after the end of the year to be audited. For example, where the
audit period expires on 31 December 2003, an application must be received by REBA by 31
January 2004. Applications for a change of auditor will not be accepted after this time due to
the proximity with the due date for provision of the annual audit.
All agents seeking to change their statutory appointed auditor must provide to REBA:
1. A written request from the agent requesting the change of the appointed auditor,
together with reasons for the change.
2. A letter from the current auditor relinquishing statutory responsibility and either
including a statement to the effect that “there is nothing that they are aware of that
should be brought to REBA’s attention,” or describing any impediments placed upon
the conduct or scope of the audit.
3. A letter of acceptance of appointment from the proposed replacement auditor.
REBA does not consider that delays caused by a change in the appointment of auditors is an
acceptable reason for granting an extension in time for the submission of the audit report.
5.2 CLOSING A REAL ESTATE AGENCY
The closing of a real estate agency can be a complex matter. Some guidelines are provided
below but it is recommended that you seek legal and accounting advice to address all of the
issues involved.
If the business is licensed as a partnership or body corporate, written notification must be
given to REBA of the date of closure and surrender of the licence and triennial certificate of
the business.
If the business is being conducted by a sole trader, written notification must be given to
REBA of the cessation of use of the business name. The agent’s triennial certificate should
also be returned to REBA for endorsement.
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As well as advising REBA, the nominated auditor of the business must also be advised of the
closure of the business and all clients of the business should be notified.
In addition:
• where the property management portfolio of the agency is being transferred or
purchased by another agency/entity, the incoming agency must obtain a new written
authority from the registered proprietor or authorised person of each property under
management before any monies can be transferred to the new agent’s trust account;
• where there is a change to the entity which owns the business, and/or transfer or
closure of a business, a termination audit of the agency which is ceasing to carry on
business must be carried out within 3 months
of the change occurring (the auditor must deliver a termination audit report to REBA
within 2 months after the end of the 3 month period);
• if funds held in the trust account cannot be disbursed within 3 months following the
closure of the agency, they may be disbursed to another agent or solicitor’s trust
account upon written agreement by the parties who own the funds;
• if unclaimed monies remain in the trust account they may be disbursed in accordance
with the provisions of the Unclaimed Monies Act 1990
(see below); and
• all accounting records must be kept for not less than 6 years from the date on which
the money was received.
5.3 UNCLAIMED TRUST MONIES
Unclaimed monies that are held in any one account for a period of not less than 6 years as at
31 December must be notified to the Western Australian State Treasurer (the Treasurer).
Under the provisions of section 8 of the Unclaimed Monies Act 1990, these monies are to be
notified to the Treasurer not later than 31 January in the succeeding year.
Agents should contact the Treasurer if they wish to transfer funds under the Unclaimed
Monies Act 1990 before the 6 year time period.
There are separate provisions under the Residential Tenancies Regulations 1989 for the
disposal of unclaimed security bonds (regulation 15). If 6 months has elapsed since the
termination of a residential tenancy agreement and the bond has not been disposed of in
accordance with schedule 1 of the Residential
Tenancies Act 1989, then the bond holder must give notice in writing to the owner and the
tenant in whose names the security bond is held. If after 60 days from the date of the notice
the security bond is still in the hands of the bond holder then the bond holder should pay the
amount to the Unclaimed Security Bond Account. This is an account in the Rental
Accommodation Fund. Agents who require further information on this should contact the
Bond Administrator at the Department of Consumer and Employment Protection.
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5-6
SECTION 6
PREVENTING THEFT AND FRAUD
6.1 INDICATORS OF THEFT AND FRAUD
Unfortunately, as in any other business, thefts and fraud can occur from within a real estate
agency. In the majority of cases these acts are committed by an employee of an agency and
often the person in charge of the agency is not aware of the activities of that person.
Commercial criminals are likely to identify and target organisations perceived as being “soft”
targets. A proactive approach to prevention is essential and there are certain tools and
techniques available to make an agency a “hard target” (eg. Advise staff on induction that it is
agency policy to refer all criminal issues to the police).
Further, it is in the interests of the agency and in particular the person in bona fide control to
ensure that proper control and supervision of staff takes place since they have strong legal
responsibilities in relation to the protection of trust account money. The agent could even be
responsible for reimbursing money misappropriated by employees.
The person in bona fide control can do much to limit the possibility of theft and fraud of trust
funds, and other money, by putting in place some internal controls and early indicators. If one
or more of the following seems familiar, the agency could have a problem:
• original supporting documents for transactions are missing;
• documents have been altered;
• outstanding or incomplete account reconciliations;
• high level of debtor write-offs;
• large volume of credit notes, or unexplained credit notes;
• deteriorating financial position; or
• auditor’s access to people or information is restricted.
Agents cannot rely solely on statutory appointed auditors to identify theft and fraud in their
agency. The misappropriation can be effected well before an annual audit is performed. The
auditor also relies on the accounting work within the agency, which may have been falsified
by the perpetrator. It is recommended that agents discuss internal control mechanisms with
their statutory appointed auditor. Some common problem areas can be addressed by the
person in bona fide control:
• making periodic checks of the work of employees;
• involving themselves in bank reconciliations;
• maintaining control over cheque books and receipt books; and
• understanding and operating the computer system.
6-1
An independently managed whistle-blowing facility (telephone, fax or e-mail) can also be an
effective and relatively cheap way in which to encourage honest employees to report
suspicions of theft or fraud to their superiors.
6.2 COMPUTER SYSTEMS
Acts of theft and fraud also occur in agencies where computer systems are used. This can
occur when the agent is not conversant with the system in use or does not monitor staff that
has access to the system.
6.2.1 Areas to watch:
• the creation of new ledger accounts;
• the use and authorisation of transfer journals;
• the procedures in place for dispatch of cheques;
• the validity and payment of tradesmen or other expenses; and
• that cheques are being drawn only when there are sufficient funds.
6.2.2 Main problems to emerge from some computer based systems
• Use of pre-coded receipts (or potential receipts) are produced by the computer for
every transaction prior to the receipt of money. Upon receipt of payment, the
processing of the transaction automatically generates a new advance receipt. The
main problem with this system is that while receipts are generated sequentially, they
are not issued and accounted for sequentially.
•The order that transactions are printed within the ledger. It is possible for a debit
balance to appear in the ledger that is not a “true debit balance”. This occurs where a
payment and receipt relating to a particular trust ledger account occur on the same
day, and the computer prints the payment before the receipt. There are several major
systems available that prevent a payment being processed if the client ledger does
not have sufficient funds to cover the payment.
6-2
6.2.3 Examples of internal controls
• The person in bona fide control should be conversant with all computer systems
used to maintain records and accounting systems for trust funds and not rely on 1 or 2
staff members.
• Maintain backup copies of computer records and store off-site as these records are
invaluable, particularly if there is a theft or fire at the agency’s premises.
6.3 BANK RECONCILIATIONS
The trust account is required to be balanced correctly and the accounting records held within
the agency should balance with the reconciled balance held by the bank at least at the close
of business each month. Incorrect balances from the bank statement have been used to
falsify monthly reconciliations and effect a reconciliation between the cash book, bank
account and client trust ledger balances.
The person in bona fide control should examine daily receipts against daily bankings to
detect short bankings in which cash received today is used to cover up money
misappropriated yesterday.
The person in bona fide control should make periodical checks of the banking and the
procedure for correctly balancing the accounts.
The person in bona fide control should check for false invoices by ensuring that the font and
other aspects of the invoices are consistent.
Any warnings provided by the computer system should be followed up immediately.
6.3.1 Transfer journal
All adjustments and variations between the cash book and bank statement should be verified.
6.3.2 Receipt books
Maintain strict control of all receipt books, particularly with those not currently in use. This will
make it as difficult as possible for any person to issue a receipt improperly and embezzle a
client’s money. Sequence check deposits against receipts each month and establish receipt
cancellation procedures.
6-3
6.3.3 Agency management
The employee who manages the accounts should not be responsible for banking the money.
In larger offices, duties should be rotated between employees so that their activities are
monitored by others in the agency. Ensure that employees take holidays and that other staff
take over their duties whilst they are away. Periodically review work of an employee who has
sole responsibility for the computer system. Where possible the person receiving trust funds
and issuing receipts should not be the person charged with the preparation and banking of
trust funds. Prohibit the use of IOUs by personnel.
Establish procedures for the follow up of outstanding monies, with attention to the division of
duties between personnel handling queries from clients and those involved in the cash
transactions.
As part of the policies of the agency, make it clear to new employees that misappropriated
funds will be reported to the police immediately and that internal control systems, including
obtaining copies of cheques that have been presented to the bank, are in place.
6.3.4 Cash payments or cheque payments
All payments from the trust account should be by cheque or authorised electronic transfer. All
cheques that are drawn should have a supporting invoice or documentation. Ensure that
cheques are crossed “Account Payee only – Not Negotiable” or replace “bearer only” with
“order”.
The person in bona fide control should be a compulsory signatory to the trust account, or a
system should be put in place to review cheques that are issued on the trust account.
Restrict access to the trust account cheque book. Ask for a printout of the cheques and make
sure that the cheque numbers are consecutive (sometimes theft occurs when an employee
issues or takes cheques from the bottom of the cheque book).
If the agency operates more than one trust account and therefore more than one cheque
book, each cheque book should be readily identifiable to the account to which it relates.
Periodically obtain copies of presented cheques from the bank to check for forged cheques.
6.3.5 Trust account management
Trust accounts must not be treated as the agency’s general bank account. Trust funds must
be paid out to the rightful owner as soon as possible after the completion of a transaction.
Commissions on sales should be paid into the agency’s general account as soon as
settlement has occurred. Disbursements should not be made from the trust account
containing unclaimed commissions. Agents should draw commissions from the trust account
after settlement and pay them into the agency’s account from which disbursements can be
made.
6-4
Where landlords are overseas or interstate, arrangements should be made to transfer any
funds owed to the landlord’s bank account. If large amounts of money are allowed to accrue
in a trust account, the risk of theft and the scale of the potential theft is increased.
Transaction payments and receipts should be checked daily. Trust cheques should not be
used to pay general agency costs.
6.4 FRAUD OR THEFT - PROCEDURE
If an agent becomes aware that money has been stolen from the trust account, the agent
should:
• notify REBA, advising the date on which the theft occurred, the amount involved, the
reason for it and any action taken to correct it;
• contact the auditor to conduct a special trust audit to attempt to quantify the amount of
the misappropriation and possibly identify the culprit;
• contact the Commercial Agents Squad or Fraud Squad and advise them of the
misappropriation of trust monies and that a special audit is being conducted;
• if possible, replace the misappropriated amount immediately;
• alert your professional indemnity insurer; and
• if you operate under a franchise agreement, inform the franchisor.
6-5
6-6
SECTION 7
PRACTICAL EXERCISES
By using the demonstration data, this section provides students the opportunity to ‘try-out’ the
system by carrying out transactions that will occur on a regular basis.
7.1 NEW OWNER, PROPERTY AND TENANT
•
•
•
•
Using your family or friends’ details input the information required for a new owner and a
new property. Use your own details for the tenant.
The lease taken is for 12 months from 1 January 2000 and the rent is $180.00 per week.
After the first six months the rent will increase to $190.00 per week.
Create a new owner and a new property for Mr N. Vestor. He owns a rental property at
51 Grubb Street, Como.
The property has been let to Harry Housefly for 6 months at $250.00 per week.
7.2 TENANT RECEIPTS
•
Using the information of the new tenant you created in 5.1, enter and process a Tenant
receipt for the ‘moving-in’ costs. The new tenant paid the following amounts:
Two weeks’ rent
$360.00
Letting fee
$180.00
Bond
$720.00
Stamp duty
$ 33.50
•
Using Harry Housefly from 5.1, enter and process a Tenant receipt for the ‘moving-in’
costs. Harry Housefly paid the following amounts:
Two weeks’ rent
$500.00
Letting fee
$250.00
Bond
$1000.00
Stamp duty
60.25
•
Mrs Redburg, the tenant from 51a Murdock Avenue comes in to pay her rent. She pays
$220.00 for 2 weeks’ rent by personal cheque from the ANZ Perth.
•
Mrs S Prance, the tenant at 12 Gibson Street pays one month’s rent in advance. She
pays with $500.00 in cash and $583.33 by personal cheque from the NAB Maylands.
7.3 OWNER RECEIPTS
•
Mr and Mrs Boggins, the owners of 10 Downing Street are expecting
accounts for painting carried out at the property. The rent will not be
sufficient to cover the cost, so they have sent in a cheque. Enter and
process an Owner receipt for $1000.00.
7-1
•
Randy and Pickles Difficult, the owners of 78 Hilton Terrace have instructed you to have
the roof replaced on the property. As the rent received will not be sufficient to cover the
cost of the job they have sent you a cheque so that you may pay the account. Enter and
process an Owner receipt for $2750.00.
7.4 PROPERTY RECEIPTS
•
•
After processing a claim, you receive a cheque from ABC Insurance for glass breakage at
12 Gibson Street. Enter and process a Property receipt for $350.00.
Last month you paid $775.00 to Pete’s Plumbing Service for work carried out on 95B
Tuart Street. The plumber miscalculated the total cost and has sent you a refund cheque
for the difference. Enter and process a Property receipt for $145.00.
7.5 REVERSING RECEIPTS
•
•
•
Before closing the Daily banking, you notice that Mrs Redburg has not signed her $220.00
cheque. You are unable to contact her so that she can come in and sign the cheque.
Therefore, you must reverse the receipt.
After closing the Daily banking, you realise that the $290.00 on receipt number 15031 has
been allocated to the wrong tenant. The $290.00 was receipted to Mrs Junior, when in
fact it should have been receipted to Mr and Mrs McAlpine. Reverse the receipt as
negative cash and re-receipt the funds to the correct tenant.
You receive notice from the bank that the last cheque received from O’Grady & Melsom
for $100.00 has been dishonoured. Reverse the receipt as a dishonoured cheque.
GeeDee will automatically place a debit journal in the Bank reconciliation so that you will
have a transaction to match the entry when it appears on your statement.
7.6 DAILY BANKING
•
Preview the printout and close the Daily banking.
7.7 TENANT ACCOUNTS
•
•
After an inspection of the property at 37 Silly Street, you arranged for the carpets to be
cleaned at the tenant’s expense. Enter and process a Tenant account for Mr Gibbons
and then print/preview the invoice.
Mr Cash, the tenant at 66 Tricky Court agreed to pay for the cost of rubbish removal from
the property. Enter and process a Tenant account for Mr Cash and then print/preview the
Tenant statement.
7.8 TENANT WATER CONSUMPTION
•
Using the account from the Water Company in the associated documentation supplied,
enter and process a Water consumption account for Mrs D Junior of 47 Holloway Street.
7-2
7.9 TENANT STAMP DUTY
•
Process a payment to the Commissioner of State Tax for all stamp duty currently being
held and print/preview the assessment form.
7.10 TENANCY BONDS
•
•
•
•
Transfer the bond being held for Harry Housefly to the Bond trust account.
Transfer the bond being held for O’Grady & Melsom to the Bond Administrator.
Transfer the bond being held for Mrs F Brown back from the Bond trust account.
Distribute Mrs Brown’s bond as follows:
Rent
$120.00
Carpet cleaning
$ 80.00
Water consumption $ 30.00
•
Process a Bond refund for $100.00 for Mrs Brown and print/preview a Bond statement.
7.11 OWNER STATEMENTS
•
•
Print/preview a preliminary Monthly statement for Mr N Vestor.
Print/preview a History statement and a Summary statement for the financial year to date
for Mr and Mrs Piston.
7.12 RENT ARREARS AND OTHER ALERTS
•
Print/preview the various reports and letters available in this area so that you become
familiar with the functions that are available from within Alerts.
7.13 REMINDERS AND CHECK-LISTS
•
Using the demonstration data, try setting various Reminders and see how they appear in
the calendar/diary. You should also make yourself familiar with the various Check-list
items.
7.14 WORK ORDERS AND CREDITORS
•
•
•
•
•
Enter and process a new Work order for 5 Millers Way. You have requested Kangaroo
Carpet Cleaning to contact the tenant and carry out the job as soon as possible. You
estimate that the work will cost $150.00.
You receive the account from Kangaroo Carpet Cleaning for $150.00. Change the status
of the order to Invoiced and enter the account into the Creditors system.
Process a Creditor payment to Kangaroo Carpet Cleaning for the account.
Print/preview the Pay creditors report.
You receive an account from Larry’s Loppers for tree lopping at 36 Gibson Street. You
may not use Larry’s services again. Pay this account as a Property disbursement.
7-3
7.15 OWNER CHARGES
•
•
•
•
Enter and process Inspection charges for 13 First Avenue and 36 Gibson Street.
Enter a charge of $25.00 for fax expenses for Miss Bashful the owner of 95B Tuart Street.
Enter a charge of $150.00 for leasing fees for Mr Chance the owner of 1 Seaside Drive.
Print/preview the Process owner charges report.
7.16 END OF DAY PROCEDURE
•
•
Print/preview the Daily transaction report.
Backup your data to floppy disk.
7.17 REVERSING/REISSUING CHEQUES
•
Kent’s Plumbing call to advise you that they have lost the cheque you sent in payment for
work carried out. Call the bank and place a stop on cheque 2730 and reissue a new
cheque in its place.
7.18 BANK RECONCILIATION
•
Using the statement in the associated documentation supplied, enter and process the
Bank reconciliation. If necessary, you may be required to create Correction journals.
Once reconciled, print/preview the Reconciliation report.
7.18.1 RESPONSIBILITIES OF A TRUST ACCOUNT MANAGER
Using the relevant Act references summarise the responsibilities of a Trust Account
Manager.
7.19 SALES TRUST ACCOUNTING
•
•
•
Create a new Sales ledger and input the following information. Use your own details as
vendor with the purchasers being Jack and Jill Hill of 27 Rhyme Road, Dianella. No
deposit has been received at this time.
Create a new Sales ledger and input the following information. Use your own details as
Vendor with the purchasers being Dick and Dora Primary of 43 School Road, Beldon.
The deposit of $10,000 is with the file and settlement is due in 42 days.
Create a new Sales ledger and input the following details.
VENDOR:
ADDRESS:
PURCHASER
ADDRESS:
DEPOSIT:
SETTLEMENT:
Tom Brown
21 Politic Street, Como (Sale Property)
James & Mary Smith
3 Knox Street, Duncraig
$25,000 – paid
65 days
7-4
•
•
•
The purchaser has supplied a written request that the deposit be transferred to an Interest
bearing account (IBA).
Jack and Jill Hill have sent a cheque for the deposit on 27 Rhyme Road, enter and
process the Trust account receipt.
Your agency has successfully negotiated the sale of 27 Dalton Road on behalf of Mr
Cheating to Mrs Lucky. Proceed as follows:
o Create a new Trust ledger.
o Receipt part deposit of $5000 received from Mrs Lucky. The deposit consists of:
¾ A cheque from Mr G. Lucky (ANZ Bank, Como) for $3700.
¾ A cheque from Mrs V Lucky (BankWest, Fremantle) for $1300.
o Select Banking from the drop-down menu and click on Daily banking deposit.
Confirm that the deposit has been entered correctly by viewing the Daily banking.
o Print/preview the Trust account trial balance and note the changes. Note the new
Ledger details and the increase in the Bank trust account balance.
o The balance of the deposit, being $2500, is received in the mail from Mrs Lucky
(BankWest, Fremantle).
o The settlement agent has advised that settlement will take place shortly and has
requested the deposit held, less your commission, be forwarded. Return to the
Trust Account drop-down menu and select Trust payment. Process a Trust account
payment for the sum of $1800 to Prudential Settlements.
o Advice is received that settlement of the dealing Cheating to Lucky has been
finalised. Process a Trust payment to your agency’s General account for the
amount of the commission $5700.
o From the Trust account drop-down menu select Ledger reports. Click on selected
account followed by Start. Select Ledger 27 Dalton Road – Cheating and click on
OK then OK to print/preview.
7.20 SALES DETAILS AND VENDOR PAID ADVERTISING
As this course has been designed with property managers in mind, additional features
specific to Sales trust accounting have not been covered in detail. However, it is
recommended that all staff using the GeeDee System take time to make themselves familiar
with all aspects of the program.
7.21 PERIOD END PROCESSING
Using the tutorial supplied on the CD and the demonstration data, it is recommended that all
staff using the GeeDee System make themselves familiar with the Period end processing
procedure.
7-5
7-6
© Copyright GeeDee Realty Systems 2003 - Unauthorised copying prohibited.
SECTION 8
ASSOCIATED SAMPLE DOCUMENTATION
8.1 STATUTORY AUDIT REPORTS
•
•
•
•
•
•
•
•
•
•
Trust Account Trial Balance ..................................................................... A - 1
Bank Reconciliation Report (1) ................................................................. A - 2
Bank Reconciliation Report (2) ................................................................. A - 3
Cash Book
................................................................................. A - 4
Daily Banking Deposit Slip ....................................................................... A - 5
Owner Ledgers
................................................................................. A - 6
Owner Non Zero Balances ....................................................................... A - 7
Bond Listing …………………………………………………………………… A – 8
Trust Account Ledgers …………………………..…………………………… A - 9
Tenant Funds Held Against Future Accounts ........................................... A - 10
8.2 OTHER DOCUMENTS
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Bank Statement for Practical Exercises ................................................... A -11
Trust Trial Balance after IBA deposit and Daily Banking .......................... A -12
Bonds To Administrator Summary............................................................ A -13
Bond Transfer To Bond Trust Account Fax Form ..................................... A -14
Bond Transfer To Trust Account Fax Form .............................................. A -15
Tenant Bond Statement............................................................................ A -16
Check List Reports (4) ............................................................................. A -17
Creditor History Reports ........................................................................... A -18
Daily Transaction Report .......................................................................... A -19
DEFT File Report ................................................................................. A - 20
Tenant Direct Depositors.......................................................................... A - 21
Tenant - Manual Payments ...................................................................... A - 22
Direct Debit Report ................................................................................. A - 23
End Of Period Preview Report ................................................................. A - 24
Income Summary Report.......................................................................... A - 25
Owner Banking report............................................................................... A - 26
Owner Current Statement......................................................................... A - 27
Owner History Statement ......................................................................... A - 28
Owner Summary Statement ..................................................................... A - 29
Owner Tax Invoice ................................................................................. A - 30
Owner Master Report ............................................................................... A - 31
8-1
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Owner Properties ................................................................................. A - 32
Owner Charges
................................................................................. A - 33
Creditors Accounts Outstanding ............................................................... A - 34
Property Key ID Report ............................................................................ A - 35
Property Master Report ............................................................................ A - 36
Property Master Report by Suburb ........................................................... A - 37
Rent Roll Valuation Report ....................................................................... A - 38
Tenant Master Report............................................................................... A - 39
Inactive Tenants
................................................................................. A - 40
Electricity Invoice ................................................................................. A - 41
Gas Invoice
................................................................................. A - 42
Tenant Invoice
................................................................................. A - 43
Tenant Statement ................................................................................. A - 44
Tenants Accounts Outstanding ................................................................ A - 45
Water Invoice
................................................................................. A - 46
Water Calculation Sheet........................................................................... A - 47
Vacancy List (2)
................................................................................. A - 48
Reminder Listing
................................................................................. A - 49
Stamp Duty Assessment .......................................................................... A - 50
Work Order
................................................................................. A - 51
Strata Roll
................................................................................. A - 52
Sale Commission Report.......................................................................... A - 53
Vendor Paid Advertising Reports (5) ....................................................... A - 54
Owner Trial Balance Report .................................................................... A - 55
8-2
GeeDee - Real Estate
Trust Account Trial Balance
Dat e: 11/03/2003
Time: 3:35:51 PM
Primary Accounts
A/C No
Type
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
83
92
94
10036
10037
10038
32001
50000
99001
Debit
Debit
System
Fees
System
Fees
System
Fees
System
Fees
Fees
Fees
Debit
Debit
Debit
Fees
Credit
Fees
Fees
Credit
Fees
Sale
Sale
Sale
System
Vendor
V/O
Account Name
Opening DR Opening CR
Trust Bank Account
Daily Banking
Landlord Funds
BAD/GST Collections
Direct Banking
Rent Commission
Bonds Received
Advertising
Stamp Duty
Letting Fees
Routine Inspection Fees
P.C.R. Inspection Fees
IBA Company Bonds
Bonds Held External
Deposits Held External
Commercial Management Fees
Strata Company Commission
Sundry Charges
Barlor Advertising
Jordan Pty Ltd
Dickson Advertising
35 Belmont Parade, Kenwick
35 Bollig Street, Kenwick
55 Plane Street
Tenant Account Credits Held
35 Belmont Parade Kenwick
The Penny Arcade
14418.41
875.00
Totals
15833.41
5997.60
Current DR
18580.57
3986.85
35.50
V 2.4.0 (Build 10)
9100.06
112.20
2.50
2040.00
1340.00
540.00
Current CR
72.35
360.00
285.00
50.00
640.00
300.00
300.00
5000.00
5000.00
1000.00
2160.31
2500.00
225.00
1000.00
2160.31
15833.41
23207.42
23207.42
Page 1
A-1
Bank Reconciliation
25/02/2003
Dat e: 11/03/2003
Time: 4:20:46 PM
Opening Bank Statement Balance
40037.67
Plus Cleared Deposits
Date
Reference Details
20/02/2003
21/02/2003
24/02/2003
25/02/2003
26/02/2003
05/02/2003
452
453
454
455
456
457
Debit
Banking
Banking
Banking
Banking
Banking
Banking
Total Debits and Credits
$
Credit
Balance
6335.00
1955.00
2124.30
2607.04
6222.01
2391.61
46372.67
48327.67
50451.97
53059.01
59281.02
61672.63
0.00 $ 21634.96
Minus Cleared Cheques
Date
Reference Details
30/10/2002
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
17/02/2003
21/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
1801
1810
1814
1815
1821
1822
1824
1825
1826
1827
1829
1836
1839
1841
1843
1844
1845
1846
1847
Debit
Fred's Mowing
Mr L Baker
Mrs M Chesson
Mrs M & Mr C Dawson
Fred Stone
Tom King
George Prince
Mr M Martin
Ms J Chalmers
Mr Simon Harries
Margaret Jones
Kings Plumbing & Gas
Ms K & Mr A Honda
Control Air Conditioning
BMJ Fencing
BMW Tree Services
Bryan's Pest Control
City Roofing
City Waste
Credit
115.00
463.31
159.03
381.94
438.25
245.03
772.00
469.77
254.02
447.05
808.85
156.00
280.00
600.00
285.00
699.00
220.00
189.00
229.00
Balance
61557.63
61094.32
60935.29
60553.35
60115.10
59870.07
59098.07
58628.30
58374.28
57927.23
57118.38
56962.38
56682.38
56082.38
55797.38
55098.38
54878.38
54689.38
54460.38
$ 7212.25 $ 21634.96
Plus/Minus Cleared Journals
Date
Reference Details
29/01/2003
30/01/2003
24/02/2003
3648
3649
3653
Debit
Badley, Ms M E
Jetson, Ms J K
Dainty, Ms C M
01/03/2003
Credit
Balance
140.00
125.00
100.00
54600.38
54725.38
54825.38
$ 7212.25 $ 21999.96
Closing Bank Statement Balance
54825.38
Plus Outstanding Deposits
Date
Reference Details
03/03/2003
04/03/2003
05/03/2003
11/03/2003
458
459
460
461
Debit
Banking
Banking
Banking
Banking
V 2.4.0 (Build 10)
Page 1
A-2.1
Credit
Balance
2100.00
1365.51
1483.65
3986.85
56925.38
58290.89
59774.54
63761.39
Bank Reconciliation
Date: 11/03/2003
Time: 4:20:46 PM
Minus Outstanding Cheques
Date
Reference Details
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
30/01/2003
17/02/2003
21/02/2003
21/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
04/03/2003
04/03/2003
05/03/2003
05/03/2003
05/03/2003
1808
1812
1817
1819
1820
1823
1831
1833
1837
1838
1840
1842
1848
1849
1850
1851
1852
1853
1854
1855
1856
1857
1858
1859
1860
1861
1862
1863
1864
1865
1866
1867
1868
1869
1870
Debit
CHU Insurance
Kevin Reilly
Mr M Kennedy
G Mason
Mrs G John
Hazel Harrison
Martin McComish
Weston Glass
GJD Property Services
Ms J K Jetson
Ms J L Monty
Antique Glass
EMD Building Insurance
Fred's Mowing
George Bush
Mick's Plumbing & Gas
Nifty Carpet Cleaning
Pool Masters
Will's Locksmith
Williams Electrical
Badger, Mrs P & Mr K
Brown, Mr A
Conway, Mr A
Fish, Mrs G
Hawthorn, Mrs K & Mr H
Hiller, Mrs J I & Mr W K
McGregor, Mr Patrick
Pitt, Mrs P & Mr C
Rainam, Mr N
Antique Glass
Fred's Mowing
Credit
281.40
437.68
398.16
774.46
404.40
470.80
960.98
139.00
90.00
60.00
85.00
85.00
775.00
112.00
136.00
465.00
90.00
125.00
480.00
490.00
658.57
274.93
701.74
560.13
250.72
796.69
17.46
189.92
470.52
3844.58
85.00
100.00
155.00
197.00
150.00
Balance
63479.99
63042.31
62644.15
61869.69
61465.29
60994.49
60033.51
59894.51
59804.51
59744.51
59659.51
59574.51
58799.51
58687.51
58551.51
58086.51
57996.51
57871.51
57391.51
56901.51
56242.94
55968.01
55266.27
54706.14
54455.42
53658.73
53641.27
53451.35
52980.83
49136.25
49051.25
48951.25
48796.25
48599.25
48449.25
Plus/Minus Outstanding Journals
Date
Reference Details
10/02/2003
23/02/2003
24/02/2003
28/02/2003
05/03/2003
840
1
2
3
853
Debit
Bond Trust Transfer
Direct Payment Transfer
Bond Trust Transfer
540.00
1003.68
695.00
23543.15
100.00
V 2.4.0 (Build 10)
Credit
Balance
47909.25
46905.57
46210.57
22667.42
22567.42
Page 2
A-2.2
Bank Reconciliation
11/03/2003
11/03/2003
Dat e: 11/03/2003
Time: 4:20:46 PM
Calculated Final Balance
Trust Account Ledger No 1 Balance
22567.42
22567.42
OPERATOR..........................:___/___/___ LICENSEE..........................:___/___/___
V 2.4.0 (Build 10)
Page 3
A-2.3
Bank Reconciliation
Date: 11/03/2003
Time: 4:21:06 PM
01/03/2003
Opening Bank Statement Balance
54825.38
11/03/2003
Closing Bank Statement Balance
54825.38
Plus Outstanding Deposits
Date
Reference Details
03/03/2003
04/03/2003
05/03/2003
11/03/2003
458
459
460
461
Debit
Banking
Banking
Banking
Banking
Credit
Balance
2100.00
1365.51
1483.65
3986.85
56925.38
58290.89
59774.54
63761.39
Credit
Balance
Minus Outstanding Cheques
Date
Reference Details
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
28/01/2003
30/01/2003
17/02/2003
21/02/2003
21/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
26/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
04/03/2003
04/03/2003
05/03/2003
05/03/2003
05/03/2003
1808
1812
1817
1819
1820
1823
1831
1833
1837
1838
1840
1842
1848
1849
1850
1851
1852
1853
1854
1855
1856
1857
1858
1859
1860
1861
1862
1863
1864
1865
1866
1867
1868
1869
1870
Debit
CHU Insurance
Kevin Reilly
Mr M Kennedy
G Mason
Mrs G John
Hazel Harrison
Martin McComish
Weston Glass
Ms J K Jetson
Ms J L Monty
Antique Glass
Fred's Mowing
George Bush
Pool Masters
Will's Locksmith
Williams Electrical
Brown, Mr A
Conway, Mr A
Fish, Mrs G
Pitt, Mrs P & Mr C
Rainam, Mr N
Antique Glass
Fred's Mowing
281.40
437.68
398.16
774.46
404.40
470.80
960.98
139.00
90.00
60.00
85.00
85.00
775.00
112.00
136.00
465.00
90.00
125.00
480.00
490.00
658.57
274.93
701.74
560.13
250.72
796.69
17.46
189.92
470.52
3844.58
85.00
100.00
155.00
197.00
150.00
V 2.4.0 (Build 10)
63479.99
63042.31
62644.15
61869.69
61465.29
60994.49
60033.51
59894.51
59804.51
59744.51
59659.51
59574.51
58799.51
58687.51
58551.51
58086.51
57996.51
57871.51
57391.51
56901.51
56242.94
55968.01
55266.27
54706.14
54455.42
53658.73
53641.27
53451.35
52980.83
49136.25
49051.25
48951.25
48796.25
48599.25
48449.25
Page 1
A-3.1
Bank Reconciliation
Date: 11/03/2003
Time: 4:21:06 PM
Plus/Minus Outstanding Journals
Date
Reference Details
10/02/2003
23/02/2003
24/02/2003
28/02/2003
05/03/2003
11/03/2003
11/03/2003
840
1
2
3
853
Debit
Bond Trust Transfer
Bond Trust Transfer
540.00
1003.68
695.00
23543.15
100.00
Calculated Final Balance
Trust Account Ledger No 1 Balance
Credit
Balance
47909.25
46905.57
46210.57
22667.42
22567.42
22567.42
22567.42
V 2.4.0 (Build 10)
Page 2
A-3.2
CashBook
Date
Type Ref No Details
...
Dat e: 11/03/2003
Time: 4:29:24 PM
Amt
Debit
Opening Balance
03/03/2003
04/03/2003
04/03/2003
D
D
C
458
459
1866
04/03/2003
C
1867
05/03/2003
J
853
05/03/2003
C
1868
05/03/2003
C
1869
05/03/2003
C
1870
05/03/2003
11/03/2003
D
D
460
461
Banking
Banking
Antique Glass
repair to back window
Summer service
Summer service
Bond Trust Transfer
Bond Deposited in Bond T/A
Landlord insurance
Fred's Mowing
Initial mow-Reinvoice 30/4/01
Lawnmowing Front and Back
Monthly Cut
Lawnmowing
Lawnmowing
Lawnmowing
Lawnmowing
Gas leak common area
Banking
Banking
85.00
94 Fundly Pass
64 Bluebird Road
50.00
50.00
Dainty, Ms C M
100.00
178 Ninth Avenue
155.00
23 Point Court
11 Blackswell Road
3 Dura Court
64 Bluebird Road
23 Walls Place
66 Vaude Avenue
81 Papper Close
30.00
25.00
30.00
28.00
32.00
19.00
33.00
.Master Lilliput Lane
150.00
Closing Balance
TA Current Balance
2 1 0 0 .0 0
1 3 6 5 .5 1
8 5 .0 0
1 6 5 1 8 .4 1
1 7 8 8 3 .9 2
1 7 7 9 8 .9 2
1 0 0 .0 0
1 7 6 9 8 .9 2
1 0 0 .0 0
1 7 5 9 8 .9 2
1 5 5 .0 0
1 7 4 4 3 .9 2
1 9 7 .0 0
1 7 2 4 6 .9 2
1 5 0 .0 0
1 7 0 9 6 .9 2
1 4 8 3 .6 5
3 9 8 6 .8 5
1 8 5 8 0 .5 7
2 2 5 6 7 .4 2
22567.42
22567.42
Page 1
A-4
Balance
14418.41
3 Dura Court
V 2.4.0 (Build 10)
Credit
Demonstration - Real Estate: Head Office
Date: 11/03/2003
Time: 3:41:48 PM
Bank Deposit No: 461 On: 11/03/2003
Deposits With: National Australia Bank, Applecross
Account No: 123-456123456789
Receipt No
3676
Brian Hawkins
3678
Roys Records
Drawer
Bank
NAB
Branch
PERTH
Amount
2500.00
100.00
Total of 2 Cheques
Total Cash
TOTAL BANKING
2600.00
1386.85
3986.85
Cash Receipt Details
3675
3677
3679
3680
Ramsay, Mona
Tolliver, Michael
Mort, Mr M E Jones & Mr C H
Hinder, Ms K Pleth & Mr J
1261.85
50.00
35.00
40.00
Closed
by: ___________________
__/__/____
Deposited
by: ___________________
__/__/____
V 2.4.0 (Build 10)
Page 1
A-5
Trust Account Ledgers
Date: 11/03/2003
Time: 3:41:11 PM
Owner Accounts - Residential South
Date
Time
Type From/T Ref No Date From
37
Bad, Mrs R & Mr M
44
05/03/2003 4:15:58 P R
T
3670 01/03/2003
05/03/2003 4:17:27 P
J
P
850
42
Balloon, Mrs K F & Mr R
04/03/2003 4:10:31 P
J
P
848
04/03/2003 4:11:05 P R
T
3664 28/02/2003
05/03/2003 4:17:25 P
J
P
849
25
Brown, Mr A
05/03/2003 4:18:59 P C
P
1869
32
Conway, Mr A
47
Fiddock, Mr M
1
Fish, Mrs G
04/03/2003 4:10:24 P
J
P
845
05/03/2003 4:16:55 P R
T
3673 28/02/2003
17
Fletcher, Mr G
04/03/2003 4:11:29 P R
T
3666 28/02/2003
27
Ford, Mr B A
05/03/2003 4:26:48 P R
T
3675 05/03/2003
05/03/2003 4:26:48 P R
T
3675
3
Fraser, Mr D S & Mrs J W
05/03/2003 4:16:18 P R
T
3671 27/02/2003
05/03/2003 4:16:18 P R
T
3671 26/02/2002
05/03/2003 4:16:18 P R
T
3671
5
Gray, Mr F P
04/03/2003 4:12:22 P R
T
3667 01/03/2003
04/03/2003 4:12:22 P R
T
3667 04/12/2002
05/03/2003 4:18:59 P C
P
1869
28
04/03/2003 4:10:25 P
J
P
847
26
04/03/2003 4:10:19 P
J
P
842
04/03/2003 4:10:22 P
J
P
843
04/03/2003 4:10:23 P
J
P
844
05/03/2003 4:15:37 P R
T
3669 03/03/2003
05/03/2003 4:15:37 P R
T
3669 19/08/2002
05/03/2003 4:18:49 P C
P
1868
05/03/2003 4:18:59 P C
P
1869
31
Howard, Mr K
05/03/2003 4:17:11 P R
T
3674 04/03/2003
6
James Mrs S P
36
Kelly, Mrs M & Mr C
21
Kerr, Mr G
11
Lanky, Mr G
05/03/2003 4:17:29 P
J
P
851
18
Large, Mrs M E
04/03/2003 4:10:24 P
J
P
846
04/03/2003 4:14:10 P C
P
1867
33
03/03/2003 4:07:27 P R
T
3661 12/03/2003
04/03/2003 4:13:45 P C
P
1866
05/03/2003 4:18:59 P C
P
1869
46
Midland, Mr S & Mrs L Rogers, Mr
04/03/2003 4:13:05 P R
T
3668 01/03/2003
04/03/2003 4:14:00 P
J
P
-51
04/03/2003 4:14:11 P C
P
1867
05/03/2003 4:18:59 P C
P
1869
50
Padbury, Ms C M
05/03/2003 4:16:39 P R
T
3672 21/02/2003
05/03/2003 4:18:59 P C
P
1869
39
Pitt, Mrs P & Mr C
51
Rainam, Mr N
05/03/2003 4:18:59 P C
P
1869
2
Salmon, Mr D B
03/03/2003 4:07:55 P R
T
3663 28/02/2003
05/03/2003 4:17:45 P
J
P
852
Date To
Details
14/03/200 Sutton, Mr A C
Property Inspection
Inventory Fee
13/03/200 Plerk, Ms S
Final Inspection Fee
Lawnmowing
Property Inspection
13/03/200 Villa, Mrs L
13/03/200 Zimer, Ms C Fergie & Mr M
18/03/200 Ramsay, Mona
Letting Fee to Owner.
12/03/200 Old, Mrs E M And Mr G
10/10/200 Water Consumption-Remainder
Required after inspection
07/03/200 Turley, Ms I
02/02/200 Electricity
Lawnmowing
Property Inspection
Property Inspection
Property Inspection
Property Inspection
09/03/200 Quick, Ms K L
18/02/200 Water Consumption
Landlord insurance
Lawnmowing
10/03/200 Judge, Mrs N & Mr S
Property Inspection
Property Inspection
Summer service
18/03/200 Harry, Mr J A
Monthly Cut
14/03/200 Bell, Smith Ms S D & Mr A M
Termite inspection and report
Summer service
Lawnmowing
06/03/200 Simmy, Ms E J
06/03/200 Poole, Ms M Snooke & Mr N
Leasing Fee
V 2.4.0 (Build 10)
Debit Credit
No Transactions
Opening Balance
260.00
30.00
Opening Balance
50.00
280.00
45.00
Opening Balance
33.00
No Transactions
No Transactions
Opening Balance
30.00
260.00
Opening Balance
260.00
Opening Balance
350.00
175.00
Opening Balance
290.00
39.95
90.00
Opening Balance
180.00
53.01
19.00
Opening Balance
30.00
Opening Balance
30.00
30.00
30.00
115.00
38.70
155.00
32.00
Opening Balance
140.00
No Transactions
No Transactions
No Transactions
Opening Balance
30.00
Opening Balance
30.00
50.00
Opening Balance
145.00
85.00
30.00
Opening Balance
290.00
112.20
50.00
28.00
Opening Balance
250.00
25.00
No Transactions
Opening Balance
30.00
Opening Balance
180.00
360.00
Balance
1830.24
33.00
293.00
263.00
361.34
311.34
591.34
546.34
66.30
33.30
0.00
175.88
265.25
235.25
495.25
76.80
336.80
0.00
350.00
525.00
210.70
500.70
540.65
630.65
19.00
199.00
252.01
233.01
33.00
3.00
372.30
342.30
312.30
282.30
397.30
436.00
281.00
249.00
0.00
140.00
0.00
126.91
0.00
400.45
370.45
283.76
253.76
203.76
400.60
545.60
460.60
430.60
4.89
294.89
182.69
132.69
104.69
249.88
499.88
474.88
148.70
30.30
0.30
631.00
811.00
451.00
Page 1
A-6.1
Date: 11/03/2003
Time: 3:41:12 PM
Owner Accounts - Residential South
Date
Time
Type From/T
24
Williams, Mrs M
04/03/2003 4:11:17 P R
T
Ref No Date From Date To
Details
3665 28/02/2003 13/03/200 Underwood, Ms K Faul & Mr G
V 2.4.0 (Build 10)
Debit Credit
Opening Balance
300.00
Balance
0.00
300.00
Page 2
A-6.2
Date: 11/03/2003
Time: 3:41:12 PM
Owner Accounts - Stratas
Date
Time
Type From/T Ref No Date From Date To
52
The Owners Of Lilliput Lane
03/03/2003 4:07:07 P R
T
3660 31/03/2003 30/06/200
03/03/2003 4:07:47 P R
T
3662 31/03/2003 30/06/200
05/03/2003 4:19:17 P C
P
1870
Details
Bond, Mr J
Moneypenny, Ms M
V 2.4.0 (Build 10)
Debit Credit
Opening Balance
450.00
450.00
150.00
Balance
277.30
727.30
1177.30
1027.30
Page 3
A-6.3
Date: 11/03/2003
Time: 3:41:13 PM
Owner Accounts - Commercial
Date
53
Time
Type From/T
Lotsaloot, Mr Louie
Details
Total Opening Balances: 5997.60
Debit Credit
No Transactions
Balance
0.00
Total Closing Balances: 9100.06
V 2.4.0 (Build 10)
Page 4
A-6.4
Owner Balances
Date: 11/03/2003
Time: 3:39:08 PM
Non-Zero Accounts
Name
ID
Opening Bal.
Bad, Mrs R & Mr M
37
1830.24
44
33.00
42
361.34
Brown, Mr A
25
66.30
Fiddock, Mr M
47
175.88
Fish, Mrs G
1
265.25
Fletcher, Mr G
17
76.80
Ford, Mr B A
27
0.00
3
210.70
Gray, Mr F P
5
19.00
28
33.00
26
372.30
Howard, Mr K
31
0.00
Kelly, Mrs M & Mr C
36
126.91
Lanky, Mr G
11
400.45
Large, Mrs M E
18
283.76
33
400.60
Midland, Mr S & Mrs L Rogers,
46
4.89
Padbury, Ms C M
50
249.88
Pitt, Mrs P & Mr C
39
148.70
Rainam, Mr N
51
30.30
Salmon, Mr D B
2
631.00
Williams, Mrs M
24
0.00
52
277.30
TOTALS
5997.60
Closing Balance + Holiday Rents Held = 9100.06
V 2.4.0 (Build 10)
Closing Bal.
1830.24
263.00
546.34
33.30
175.88
495.25
336.80
525.00
630.65
233.01
3.00
249.00
140.00
126.91
370.45
203.76
430.60
104.69
474.88
148.70
0.30
451.00
300.00
1027.30
9100.06
Holiday Hold
0.00
Page 1
A-7
Bond Listing
Date: 11/03/2003
Time: 3:39:32 PM
All Residential Tenants
Tenant Name
Badley, Ms M E
Bell, Smith Ms S D & Mr A M
Blarney, Ms L Doog & Ms BC
Botham, Mr B
Budge, Mr DC
Dainty, Ms C M
Eve, Mrs S F & Mr D A
Harris, Mrs L J
Harry, Mr J A
Harvey, Ms A Kirkwood & Mr P
Head, Ms J
Honda, Ms K & Mr A
Jetson, Ms J K
Judge, Mrs N & Mr S
June, Mr D Blooms & Ms S
Lamb, Mr G & Mrs T
Lessy, Mr H A
Main, Ms D N
Monty, Ms J L
Old, Mrs E M And Mr G
Pillow, Mr J
Plerk, Ms S
Poole, Ms M Snooke & Mr N
Quick, Ms K L
Rafter, Ms L B Davies & Mr D
Ramsay, Mona
Simmy, Ms E J
Sinclair, Mr C
Staple, Miss V
Sutton, Mr A C
Tolliver, Michael
Towing, Mrs J B
Turley, Ms I
Underwood, Ms K Faul & Mr G
Villa, Mrs L
Willis, Mrs J & Mr K
Young, Ms K G
Zimer, Ms C Fergie & Mr M
Property
324 Durham Drive
64 Bluebird Road
94 Fundly Pass
10 Scroll Pass
178 Ninth Avenue
81 Papper Close
99 Bunford Street
993 Trainly Way
3 Dura Court
77 Smith Court
73 Buckley Road
88 Plain Pass
779 Bitter Road
62 Boradleaf Drive
324 Durham Drive
334 Bluebottom Rise
23 Point Court
21 Bucks Road
41 Nini Street
24 Norma Street
24 Norma Street
77 Jilly Way
77 Walls Place
10 Scroll Pass
99 Bunford Street
178 Ninth Avenue
9/778 Bypass Road
12 High Street
11 Blackswell Road
94 Fundly Pass
23 Walls Place
13B Swans Drive
55 Simmons Street
54B Wren Place
66 Vaude Avenue
24 Norma Street
3 Smithwell Drive
667 Rapestery Way
994 Clore Way
56 Staple Way
Rent
Lease Date
$140.00/Week
12/07/2001
$145.00/Week
13/07/2002
$135.00/Week
01/02/2003
$140.00/Week
10/08/2001
$115.00/Week
03/08/2001
$140.00/Week
08/07/2000
$135.00/Week
13/01/2000
$145.00/Week
04/05/2001
$145.00/Week
24/04/2002
$115.00/Week
19/11/2002
$140.00/Week
09/08/2000
$155.00/Week
25/11/2002
$125.00/Week
06/10/2000
$115.00/Week
02/08/2002
$140.00/Week
11/04/2002
$155.00/Week
28/07/2002
$145.00/Week
05/11/2002
$140.00/Week
05/03/2001
$155.00/Week
13/06/2002
$145.00/Week
09/03/2001
$150.00/Week
15/12/2001
$145.00/Week
19/06/2000
$110.00/Week
07/03/2001
$140.00/Week
10/01/2003
$180.00/Week
20/12/2002
$115.00/Week
19/08/2002
$190.00/Week
10/06/2000
$175.00/Week
05/03/2003
$125.00/Week
27/09/2002
$135.00/Week
23/10/2002
$220.00/Fortnight 02/09/2000
$130.00/Week
15/12/2001
$150.00/Week
29/01/2003
$110.00/Week
05/07/2002
$180.00/Week
02/11/2002
$150.00/Week
07/01/2003
$130.00/Week
28/05/1999
$140.00/Week
10/04/2001
$606.66/Week
06/04/2001
$130.00/Week
23/03/2001
Received
16/07/2001
13/07/2002
06/03/2003
09/08/2001
09/08/2001
05/03/2003
07/05/2001
25/04/2002
04/12/2002
15/08/2000
27/11/2002
03/11/2000
04/04/2002
25/07/2002
05/11/2002
06/03/2001
17/07/2002
19/03/2001
17/12/2001
19/06/2000
07/09/2000
10/01/2003
25/12/2002
30/08/2002
12/06/2000
07/10/2002
27/11/2002
19/09/2000
17/12/2001
Vacated
31/03/2002
30/12/2002
08/06/2002
In Bond T/A
100.00
540.00
100.00
16/01/2001
05/01/2003
15/01/2003
700.00
31/01/2003
600.00
Totals
700.00
580.00
440.00
560.00
720.00
460.00
760.00
3272/99
3271/99
Bref 888/97
Bref 394/49
25178/88
28293/99
12577/93
5606/88
15433/93
9878/88
Bref 715/29
24609/99
23474/84
17337/93
18920/88
1073/93
18486/88
11929/99
22281/86
5649/88
14016/93
10930/93
6388/93
25648/86
480.00
640.00
440.00
520.00
9433/93
17339/93
6088/88
11921/99
540.00
720.00
600.00
480.00
660.00
560.00
520.00
17820.00
1990/93
17493/93
14260/93
27595/84
23491/88
27753/88
5608/88
460.00
560.00
680.00
680.00
560.00
720.00
06/12/2001
26/11/2002
04/11/2002
In Admin A/ Admin Bond A/C
Bref 217/66
680.00
1361/93
680.00
680.00
460.00
660.00
620.00
06/11/2002
11/07/2002
14/11/2002
09/01/2003
28/06/1999
12/04/2001
19/04/2001
15/08/2000
V 2.4.0 (Build 10)
Not Deposite
1400.00
640.00
Page 1
A-8.1
Bond Listing
Date: 11/03/2003
Time: 3:39:32 PM
All Residential Tenants
Tenant Name
Property
Rent
Lease Date
Received
Vacated
Not Deposite
In Bond T/A
In Admin A/ Admin Bond A/C
Summary of Bond Account Status on 11/03/2003
Bonds Not Deposited
Bonds In Bond T/A
TOTAL Tenant Bonds
$1400.00
$640.00
$2040.00
Bonds Held External T/A
Bonds Received T/A
$640.00
$2040.00
Enter Bond Trust Statement Balance $_____________________._____
Certified that Bond Trust Statement Balance was Reconciled with the Bonds Held External T/A
V 2.4.0 (Build 10)
Page 2
A-8.2
Date: 11/03/2003
Time: 3:40:51 PM
Primary Accounts
Date
Type
Ref No A/C No Contra A/C Name
2
Daily Banking 03/03/2003
R
3660
3
The Owners Of Lilliput Lan
03/03/2003
R
3661
3
03/03/2003
R
3662
3
The Owners Of Lilliput Lan
03/03/2003
R
3663
3
Salmon, Mr D B
03/03/2003
B
458
1
Trust Bank Account
04/03/2003
R
3664
3
04/03/2003
R
3665
3
Williams, Mrs M
04/03/2003
R
3666
3
Fletcher, Mr G
04/03/2003
R
3667
3
Gray, Mr F P
04/03/2003
R
3667
3
Gray, Mr F P
04/03/2003
R
3667
6
Rent Commission
04/03/2003
R
3668
3
Midland, Mr S & Mrs L Rog
04/03/2003
B
459
1
Trust Bank Account
05/03/2003
R
3669
3
05/03/2003
R
3669
3
05/03/2003
R
3670
3
05/03/2003
R
3671
3
05/03/2003
R
3671
3
05/03/2003
R
3671
3
05/03/2003
R
3672
3
Padbury, Ms C M
05/03/2003
R
3673
3
Fish, Mrs G
05/03/2003
R
3674
3
Howard, Mr K
05/03/2003
B
460
1
Trust Bank Account
05/03/2003
R
3675
3
Ford, Mr B A
05/03/2003
R
3675
7
Bonds Received
05/03/2003
R
3675
9
Stamp Duty
05/03/2003
R
3675
3
Ford, Mr B A
05/03/2003
R
3676 10038 55 Plane Street
11/03/2003
R
3677 32001 Tenant Account Credits He
11/03/2003
R
11/03/2003
R
11/03/2003
R
4
BAD/GST Collections 5
Direct Banking 04/03/2003
J
-51
3
Midland, Mr S & Mrs L Rog
6
Rent Commission 04/03/2003
R
3667
2
Daily Banking
7
Bonds Received 05/03/2003
R
3675
2
Daily Banking
8
Advertising 9
Stamp Duty 05/03/2003
R
3675
2
Daily Banking
10
Letting Fees 05/03/2003
J
852
3
Salmon, Mr D B
11
Routine Inspection Fees 04/03/2003
J
842
3
04/03/2003
J
843
3
04/03/2003
J
844
3
04/03/2003
J
845
3
Fish, Mrs G
04/03/2003
J
846
3
Large, Mrs M E
04/03/2003
J
847
3
05/03/2003
J
849
3
05/03/2003
J
850
3
05/03/2003
J
851
3
Lanky, Mr G
12
P.C.R. Inspection Fees 04/03/2003
J
848
3
13
IBA Company Bonds 14
Bonds Held External 05/03/2003
J
853
1
Trust Bank Account
15
Deposits Held External 16
Commercial Management Fees 17
Strata Company Commission 18
Sundry Charges 83
Barlor Advertising -
Details
Bond, Mr J
Harry, Mr J A
Moneypenny, Ms M
Poole, Ms M Snooke & Mr
Daily Banking
Plerk, Ms S
Underwood, Ms K Faul &
Turley, Ms I
Electricity
Electricity
Bell, Smith Ms S D & Mr A
Daily Banking
Quick, Ms K L
Water Consumption
Sutton, Mr A C
Water Consumption-Remai
Simmy, Ms E J
Villa, Mrs L
Judge, Mrs N & Mr S
Daily Banking
Ramsay, Mona
Bond from Tenant.
Stamp Duty from Tenant.
Deposit on Sale
Tenant Account Credit Pay
Termite inspection and rep
Electricity
Bond from Tenant.
Stamp Duty from Tenant.
Leasing Fee
Property Inspection
Property Inspection
Property Inspection
Property Inspection
Property Inspection
Property Inspection
Property Inspection
Property Inspection
Inventory Fee
Bond Deposited in Bond T/
V 2.4.0 (Build 10)
Property/Tenant
Debit Credit
Opening Balance
Bond, Mr J
450.00
Harry, Mr J A
145.00
Moneypenny, Ms
450.00
Poole, Ms M Snook
180.00
2100.00
Plerk, Ms S
280.00
Underwood, Ms K
300.00
Zimer, Ms C Fergie
260.00
Turley, Ms I
180.00
Turley, Ms I
53.01
Turley, Ms I
2.50
Bell, Smith Ms S D
290.00
1365.51
Quick, Ms K L
115.00
Quick, Ms K L
38.70
Sutton, Mr A C
260.00
Old, Mrs E M And
290.00
Old, Mrs E M And
39.95
Old, Mrs E M And
90.00
Simmy, Ms E J
250.00
Villa, Mrs L
260.00
Judge, Mrs N & Mr
140.00
1483.65
Ramsay, Mona
350.00
Ramsay, Mona
700.00
Ramsay, Mona
36.85
Ramsay, Mona
175.00
2500.00
Tolliver, Michael
50.00
Roys Records
100.00
Mort, Mr M E Jones
35.00
Hinder, Ms K Pleth
40.00
No Transactions
No Transactions
64 Bluebird Road
112.20
No Transactions
Turley, Ms I
2.50
No Transactions
Ramsay, Mona
700.00
No Transactions
No Transactions
Ramsay, Mona
36.85
No Transactions
99 Bunford Street
360.00
No Transactions
23 Walls Place
30.00
77 Walls Place
30.00
62 Boradleaf Drive
30.00
3 Smithwell Drive
30.00
94 Fundly Pass
30.00
41 Nini Street
30.00
10 Scroll Pass
45.00
13B Swans Drive
30.00
334 Bluebottom Ris
30.00
No Transactions
10 Scroll Pass
50.00
No Transactions
No Transactions
Dainty, Ms C M
100.00
No Transactions
No Transactions
No Transactions
No Transactions
No Transactions
Balance
875.00DR
1325.00DR
1470.00DR
1920.00DR
2100.00DR
0.00CR
280.00DR
580.00DR
840.00DR
1020.00DR
1073.01DR
1075.51DR
1365.51DR
0.00CR
115.00DR
153.70DR
413.70DR
703.70DR
743.65DR
833.65DR
1083.65DR
1343.65DR
1483.65DR
0.00CR
350.00DR
1050.00DR
1086.85DR
1261.85DR
3761.85DR
3811.85DR
3911.85DR
3946.85DR
3986.85DR
0.00CR
0.00CR
112.20CR
0.00CR
2.50CR
1340.00CR
2040.00CR
0.00CR
35.50CR
72.35CR
0.00CR
360.00CR
0.00CR
30.00CR
60.00CR
90.00CR
120.00CR
150.00CR
180.00CR
225.00CR
255.00CR
285.00CR
0.00CR
50.00CR
0.00CR
540.00DR
640.00DR
0.00CR
0.00CR
0.00CR
0.00CR
0.00CR
Page 1
A-9.1
Date
Type
Ref No A/C No Contra A/C Name
Details
Property/Tenant
Debit Credit
92
Jordan Pty Ltd No Transactions
94
Dickson Advertising No Transactions
10036 35 Belmont Parade, Kenwick - Bail
No Transactions
10037 35 Bollig Street, Kenwick - Simpso
No Transactions
10038 55 Plane Street - Brian Hawkins
No Transactions
05/03/2003
R
3676
2
Daily Banking
Deposit on Sale
2500.00
32001 Tenant Account Credits Held - Te
No Transactions
11/03/2003
R
3677
2
Daily Banking
Tenant Account Credit Pay Tolliver, Michael
50.00
11/03/2003
R
3678
2
Daily Banking
Tenant Account Credit Pay Roys Records
100.00
11/03/2003
R
3679
2
Daily Banking
Tenant Account Credit Pay Mort, Mr M E Jones
35.00
11/03/2003
R
3680
2
Daily Banking
Tenant Account Credit Pay Hinder, Ms K Pleth
40.00
50000 35 Belmont Parade Kenwick - Char
No Transactions
99001 The Penny Arcade - Lotsaloot, Mr
No Transactions
Accounts 1 & 3 (Bank & Landlord Funds) have separate detailed ledgers.
V 2.4.0 (Build 10)
Balance
300.00CR
0.00CR
5000.00CR
0.00CR
0.00CR
2500.00CR
0.00CR
50.00CR
150.00CR
185.00CR
225.00CR
1000.00CR
2160.31CR
Page 2
A-9.2
Tenant Funds Held Against Future Accounts
Date: 11/03/2003
Time: 3:34:42 PM
As at 11 March 2003
Tenant Name
Roys Records
Tolliver, Michael
ID No
116
92
126
130
Amount
40.00
35.00
100.00
50.00
Total Credits Held on behalf of tenants = $225.00
V 2.4.0 (Build 10)
Page 1
A-10
NOTIONAL AUSTRALIA BANK
WEST FREMANTLE WA
Account Statement
THE MANAGER
GEEDEE – REAL ESTATE
801 CANNING HIGHWAY
APPLECROSS WA 6153
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------GEEDEE - REAL ESTATE REBA TRUST ACCOUNT TC 12345
Account No: 386-136 435645359
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Particulars
Debit
Brought
CASH AND/OR CHEQUES
281.40
1812
437.68
1825
469.77
1826
254.02
1820
404.40
1814
159.03
DEPOSIT ID98424
40,037.67 CR
140.00
DISHONOUR FEE
20.00
398.16
DEPOSIT ID 29704
125.00
1822
245.03
1833
139.00
1821
438.25
TOTALS THIS PAGE
Forward
Balance
2391.61
1808
1817
Credit
3246.74
Issued Today – Page number 001
2656.61
Final Balance
A-11
39,447.54 CR
Trust Account Trial Balance
Date: 11/03/2003
Time: 5:10:37 PM
Primary Accounts
A/C No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
83
92
94
10036
10037
10038
32001
50000
99001
Type
Debit
Debit
System
Fees
System
Fees
System
Fees
System
Fees
Fees
Fees
Debit
Debit
Debit
Fees
Credit
Fees
Fees
Credit
Fees
Sale
Sale
Sale
System
Vendor
V/O
Account Name
Trust Bank Account
Daily Banking
Landlord Funds
BAD/GST Collections
Direct Banking
Rent Commission
Bonds Received
Advertising
Stamp Duty
Letting Fees
Routine Inspection Fees
P.C.R. Inspection Fees
IBA Company Bonds
Bonds Held External
Deposits Held External
Commercial Management Fees
Strata Company Commission
Sundry Charges
Barlor Advertising
Jordan Pty Ltd
Dickson Advertising
35 Bollig Street, Kenwick
55 Plane Street
Tenant Account Credits Held
The Penny Arcade
Totals
Opening DR Opening CR
14418.41
875.00
5997.60
Current DR
17567.42
9100.06
112.20
2.50
2040.00
1340.00
35.50
540.00
15833.41
V 2.4.0 (Build 10)
Current CR
72.35
360.00
285.00
50.00
640.00
5000.00
300.00
300.00
5000.00
5000.00
1000.00
2160.31
15833.41
2500.00
225.00
1000.00
2160.31
23207.42
23207.42
Page 1
A-12
Tenant Bonds To Administrator Summary
Date: 27/02/2003
Time: 9:44:38 AM
Included in Cheque
Tenant Name
Sinclair, Mr C
Towing, Mrs J B
Property Address
94 Fundly Pass, Thornlie WA 6108
54B Wren Place, KENWICK WA 6107
Total
A-13
Amount
640.00
640.00
540.00
1820.00
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
Licensee: Graham Darcy
ABN: 123456789
Fax Transmission
The Manager
National Australia Bank
Applecross
27 February 2003
Fax No: 9364 7777
Transfer Authority Number: 854
Request the sum of $1300.00 be transferred as follows:
From:Account 123-456-123456789 in the name of:Demonstration - Real Estate (ACN )
T/A GeeDee - Real Estate REBA Trust Account
TC -190542
To: Account: 123-456-987654321 in the name of:Demonstration - Real Estate (ACN )
T/A GeeDee - Real Estate REBA TENANCY BOND TRUST A/C
TC -190542
Request our Transfer Authority Number 854 be included as part of the transaction
details recording the above transfer.
Request advice by return facsimile confirming that the balance of account
123-456-987654321 will be $1940.00 when the above transfer has been transacted.
____________________________ ____________________________
Signed
Signed
Faxed by: ___________________________
Signed
For Office Use Only
Ramsay, Mona
Tolliver, Michael
TOTAL AMOUNT
$700.00
$600.00
$1300.00
A-14.1
Return Fax Transmission
To: GeeDee - Real Estate
801 Canning Highway
Applecross WA 6153
27/02/2003
Fax No: 08 9364 7433
Reference to your Transfer Authority Number 854 dated 27/02/2003
transferring the sum of $1300.00
It is confirmed that the balance of account 123-456-987654321 will be
$1940.00 when the referenced transfer has been transacted.
Signed: .....................................
For: National Australia Bank
Applecross
A-14.2
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Fax Transmission
The Manager
National Australia Bank
Applecross
11 March 2003
Fax No: 9364 7777
Transfer Authority Number: 856
Request the sum of $600.00 be transferred as follows:
From:Account 123-456-987654321 in the name of:Demonstration - Real Estate (ACN )
T/A GeeDee - Real Estate REBA TENANCY BOND TRUST A/C
TC -190542
To: Account: 123-456-123456789 in the name of:Demonstration - Real Estate (ACN )
T/A GeeDee - Real Estate REBA Trust Account
TC -190542
Request our Transfer Authority Number 856 be included as part of the transaction
details recording the above transfer.
Request advice by return facsimile confirming that the balance of account
123-456-987654321 will be $800.00 when the above transfer has been transacted.
____________________________ ____________________________
Signed
Signed
Faxed by: ___________________________
Signed
For Office Use Only
Tolliver, Michael
TOTAL AMOUNT
$600.00
$600.00
A-15.1
Return Fax Transmission
To: GeeDee - Real Estate
801 Canning Highway
Applecross WA 6153
11/03/2003
Fax No: 08 9364 7433
Reference to your Transfer Authority Number 856 dated 11/03/2003
transferring the sum of $600.00
It is confirmed that the balance of account 123-456-987654321 will be
$800.00 when the referenced transfer has been transacted.
Signed: .....................................
For: National Australia Bank
Applecross
A-15.2
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Ms L B Davies & Mr D Rafter
9/778 Bypass Road
Burswood WA
6100
27 February, 2003
Tenant Bond Statement
For : Ms L B Davies & Mr D Rafter
Property : 9/778 Bypass Road, Burswood WA 6100
Date
27/02/2003
27/02/2003
27/02/2003
27/02/2003
27/02/2003
27/02/2003
27/02/2003
27/02/2003
Ref.
R3684
R3685
R3685
R3685
R3685
R3685
R3685
C1873
Details
IA:Bond From Tenant **
Rent :08/10/2002 - 14/10/2002
IA:Water Consumption
IA:Carpet Cleaning
IA:General Cleaning
IA:Garden Maint.
IA:Garden Maint.
Bond Refund
Tenant Reference Available If Required
A-16
Debit
190.00
59.00
125.00
67.00
45.00
74.00
200.00
Credit
760.00
CheckList Report
Date: 10/03/2003
Time: 3:06:51 PM
Outstanding Items
Owner/Tenant Name
Owners
Fletcher, Mr G
Tenants
Harry, Mr J A
Jetson, Ms J K
Item
Date
Who
Cut Keys
Water Reading Scheduled
Letter to Shire
Letter to Water Corporation
Letter to Insurance Company
Letter to State Revenue
To Let Advert
PCR to Tenant
Signed PCR Returned
Copy of Signed PCR to Tenant
Organise To Let Adverts*
V 2.4.0 (Build 10)
Page 1
A-17.1
CheckList Report
Date: 10/03/2003
Time: 3:09:01 PM
Outstanding & Completed Items
Owner/Tenant Name
Owners
Fletcher, Mr G
Tenants
Harry, Mr J A
Jetson, Ms J K
Ite m
Da t e
Who
Copy of Authority to Owner
Organise Lawnmowing
Cut Keys
Copy of Authority to Owner
Water Reading Scheduled
Letter to Shire
Letter to Water Corporation
Letter to Insurance Company
Letter to State Revenue
Cut Keys
To Let Advert
12/12/2001
12/12/2001
GD
GD
10/03/2003
ZXC
10/03/2003
ZXC
Copy of Lease to Tenant
PCR to Tenant
Signed PCR Returned
Copy of Signed PCR to Tenant
Request Meter Reading*
Signed Vacating Notice Received*
Vacate Date On Computer*
Written Notice to Owner and Tenant*
Organise To Let Adverts*
10/03/2003
ZXC
10/03/2003
10/03/2003
10/03/2003
10/03/2003
ZXC
ZXC
ZXC
ZXC
V 2.4.0 (Build 10)
Page 1
A-17.2
CheckList Report
Date: 10/03/2003
Time: 3:17:47 PM
Outstanding & Completed Items
Owner/Tenant Name
Property Sales
55 Plane Street
Ite m
Details Entered in Sales Book
Deposit Received
Pest Control Certificate Received
Finance Approval to Purchaser S/A
Details Entered in Sales Book
Write to Vendor & Purchaser
Deposit Received
Pest Control Certificate Received
Letter to Conjunctional Agent
Finance Approval Received
Deposit Less Commission Transferred
Commission to Conjuctional Agent
V 2.4.0 (Build 10)
Da t e
Who
10/03/2003
ZXC
10/03/2003
ZXC
10/03/2003
10/03/2003
ZXC
ZXC
Page 1
A-17.3
Property Disbursement Check Listing
Date: 10/03/2003
Time: 3:11:09 PM
All Areas
Property Address
Owner Name
Rates LTax Water P.Ins L.Ins Gdn. Levy Mow Elec. Gas Pest Mort.
.Lilliput Lane - Unit 1
The Owners Of Lilliput La
10 Scroll Pass
11 Blackswell Road
Padbury, Ms C M
12 High Street
Ford, Mr B A
13B Swans Drive
178 Ninth Avenue
21 Bucks Road
Kelly, Mrs M & Mr C
23 Point Court
Rainam, Mr N
23 Walls Place
24 Norma Street
Williams, Mrs M
3 Dura Court
3 Smithwell Drive
Fish, Mrs G
324 Durham Drive
Howard, Mr K
334 Bluebottom Rise
Lanky, Mr G
41 Nini Street
54B Wren Place
Fiddock, Mr M
55 Simmons Street
Bad, Mrs R & Mr M
56 Staple Way
Fletcher, Mr G
Q
Q
2
4
X
X
X
X X
X
X
62 Boradleaf Drive
64 Bluebird Road
Midland, Mr S & Mrs L Ro
66 Vaude Avenue
Gray, Mr F P
667 Rapestery Way
James Mrs S P
73 Buckley Road
Ford, Mr B A
Y
Y
4
X
77 Jilly Way
77 Smith Court
Bad, Mrs R & Mr M
77 Walls Place
779 Bitter Road
Fish, Mrs G
81 Papper Close
Brown, Mr A
874 Queens Road
Kerr, Mr G
88 Plain Pass
Bad, Mrs R & Mr M
Q
Y
Q
7
4
9/778 Bypass Road
Gray, Mr F P
94 Fundly Pass
Large, Mrs M E
99 Bunford Street
Salmon, Mr D B
993 Trainly Way
Pitt, Mrs P & Mr C
994 Clore Way
Conway, Mr A
The Penny Arcade - Shop Lotsaloot, Mr Louie
44 Properties Printed X = Pay for Owner, Q = Quarterly, S = Six Monthly, Y = Yearly, 1..12 = Month of Year
V 2.4.0 (Build 10)
Page 1
A-17.4
Creditor History Report
Date: 11/03/2003
Time: 8:48:58 AM
All Creditors
Invoice
Date
Paid
AON Risk Services
9687
08/02/2003 04/03/2003
Billett Glass
3816
04/02/2003 06/03/2003
354
10/02/2003 06/03/2003
BMJ Fencing
3789
17/02/2003 04/03/2003
Bryan's Pest Control
568
17/02/2003 06/03/2003
587
17/02/2003 06/03/2003
City Roofing
578
17/02/2003 04/03/2003
City Waste
89688
26/02/2003 04/03/2003
1234
26/02/2003 04/03/2003
1234
26/02/2003 04/03/2003
1234
26/02/2003 04/03/2003
1234
26/02/2003 04/03/2003
George Bush
1238
26/02/2003 06/03/2003
1297
26/02/2003 06/03/2003
96
16/02/2003 04/03/2003
5463
17/02/2003 04/03/2003
9658
17/02/2003 04/03/2003
56389
17/02/2003 04/03/2003
Pool Masters
635
05/02/2003 04/03/2003
684
15/02/2003 04/03/2003
RAC INSURANCE PTY LTD
8514
18/02/2003 06/03/2003
Trusty Lock and Key
631
02/02/2003 04/03/2003
6318
08/02/2003 04/03/2003
3216
08/02/2011 04/03/2003
Urban Fire Control
275
03/02/2003 04/03/2003
Water Corporation
04/03/2003 04/03/2003
Will's Locksmith
3684
26/02/2003 04/03/2003
Williams Electrical
545
02/02/2003 04/03/2003
526
26/02/2003 04/03/2003
528
26/02/2003 04/03/2003
532
26/02/2003 04/03/2003
547
26/02/2003 04/03/2003
Property
Details
993 Trainly Way
Insurance
10 Scroll Pass
3 Smithwell Drive
Repair back window
reglaze front door
77 Jilly Way
Repair to rear/side fence
77 Smith Court
23 Walls Place
W/O Cheque Amount
1875
115.00
58.00
112.00
1876
Annual Fee
Annual Fee
285.00
110.00
110.00
3 Dura Court
Gutter clean & repair
1877
189.00
56 Staple Way
Unblock septic tank
1878
229.00
1879
1879
1879
1879
125.00
125.00
225.00
125.00
The Penny Arcade
The Penny Arcade
The Penny Arcade
The Penny Arcade
-
Sh
Service Air-con
Sh
Service AIr-Con
Sh Service & Repair AIr-Con
Sh
Service AIr-Con
Lawns for July
Lawns August
68.00
68.00
Repair gate on bin area
The Penny Arcade - Sh
Repairs to rear door
1880
1880
48.00
90.00
Gas hot water repairs
1881
156.00
Carpet clean
1883
90.00
178 Ninth Avenue
Monthly service
Clean & chemicals
1884
1884
88.00
75.00
Strata Insurance
3 Smithwell Drive
475.00
Re-key rear lock
Repairs to unit 1 - rear d
11 Blackswell Road
Install window locks
1885
1885
1885
87.00
65.00
245.00
Check equipment
1886
185.00
CEDIRT
1890
-15.00
Install locks to Meter bo
1889
480.00
Repair faulty p/point
Repair wall outlet
Install exhaust fan
INstall exhaust fan
Repair RCD
1888
1888
1888
1888
1888
65.00
65.00
165.00
165.00
95.00
99 Bunford Street
11 Blackswell Road
23 Walls Place
56 Staple Way
3 Dura Court
V 2.4.0 (Build 10)
Page 1
A-18
Daily Transactions Report
Date: 10/03/2003
Time: 2:54:29 PM
For : 10/03/2003
Date
Reference
Paid To/Received From
Account
Details
Amount
461
Trust Bank Account
Daily Banking
Daily Banking
6578.93
1871
Commissioner of State Revenu Stamp Duty
Stamp Duty
Stamp Duty
1872
The Bond Administrator
Bonds Received
Bonds Received
Bonds Received
1873
Bonds Received
Stamp Duty Payout
Stamp Duty Payout
Stamp Duty Payout
Total
Receipt from Bond Funds
Total
42.50
36.85
35.50
114.85
640.00
640.00
540.00
1820.00
200.00
854
Bonds Held External
Trust Bank Account
Trust Bank Account
855
Trust Bank Account
Bonds Held External
Total
Direct Bank Transfer
700.00
600.00
1300.00
540.00
3677
3678
Tolliver,Michael
Staple, Miss V
Bad, Mrs R & Mr M
3679
3680
Fletcher, Mr G
Gray, Mr F P
Gray, Mr F P
Gray, Mr F P
3681
3682
3683
3684
3685
Towing, Mrs J B
Sinclair, Mr C
Stamp Duty
Bonds Received
Bonds Received
Bonds Received
Gray, Mr F P
Gray, Mr F P
Gray, Mr F P
Gray, Mr F P
Gray, Mr F P
Gray, Mr F P
3686
3687
Ms E J Simmy
Staple, Miss V
Bonds Received
Stamp Duty
Stamp Duty
Stamp Duty
3688
3700
Plerk, Ms S
Simmy, Ms E J
Padbury, Ms C M
Rent-05/03/2003 - 01/04/2003
Rent-19/02/2003 - 01/04/2003
Water Consumption
Total
Rent-14/03/2003 - 27/03/2003
Rent-22/09/2002 - 04/11/2002
Water Consumption
Water Consumption
Total
IA:Stamp Duty From Tenant **
Total
Rent-02/04/2003 - 13/05/2003
IA:Stamp Duty From Tenant **
IA:Leasing Fee To Owner
Total
Water Consumption -IA:Water
Water Consumption
600.00
660.00
23.10
683.10
260.00
1191.43
36.85
45.70
1273.98
42.50
540.00
640.00
760.00
190.00
59.00
125.00
67.00
45.00
74.00
560.00
500.00
750.00
50.00
500.00
150.00
1450.00
50.00
20.00
Bankings
27/03/2003
Cheques
Journals
Receipts
10/03/2003
V 2.4.0 (Build 10)
Page 1
A-19
DEFT File Report
Date: 11/03/2003
Time: 9:03:22 AM
Residential Properties
DISCLAIMER: This report is produced in cases where your bank requires you to supply the Bank ID numbers for your tenants.
It uses TenantID+10000 with a Mod10v02 checkdigit appended and is prepended with "0" to bring the length to 7 digits.
IMPORTANT: The onus is on you to ensure that these numbers are acceptable to your bank's system as
GEEDEE REALTY SYSTEMS will not be responsible for any direct or indirect loss incurred.
Tenant Name
Pillow, Mr J
Main, Ms D N
Lamb, Mr G & Mrs T
Plerk, Ms S
Ramsay, Mona
Number of Tenants=5
Address1
77 Walls Place
41 Nini Street
23 Point Court
10 Scroll Pass
12 High Street
Suburb
ARMADALE
Beckenham W
KENWICK
KENWICK
APPLECROSS
V 2.4.0 (Build 10)
State
P.Code
WA
6153
BPayNo
0100495
0101063
0101147
0101196
16874
ID
49
106
114
119
131
Page 1
A-20
Tenant Direct Depositors
Date: 10/03/2003
Time: 2:59:08 PM
All Areas - Kerry Simpson
Tenant Name
Property Address
Badley, Ms M E
324 Durham Drive, KENWICK WA 610
64 Bluebird Road, East Victoria Park W
Bond, Mr J
.Lilliput Lane - Unit 1, PERTH 6000
Botham, Mr B
10 Scroll Pass, KENWICK 6107
Budge, Mr DC
178 Ninth Avenue, Armadale WA 6112
Crown, Mr Thomas
Dainty, Ms C M
81 Papper Close, Gosnells W A 6110
99 Bunford Street, Bentley WA 6102
Gulliver, Mr G
Harris, Mrs L J
993 Trainly Way, ARMADALE 6112
Harry, Mr J A
3 Dura Court, KENWICK WA 6107
77 Smith Court, CANNINGTON 6107
Head, Ms J
73 Buckley Road, KENWICK WA 6107
88 Plain Pass, QUEENS PARK 6107
Honda, Ms K & Mr A
779 Bitter Road, Mirrabooka WA 6061
Jetson, Ms J K
62 Boradleaf Drive, ARMADALE 6112
Judge, Mrs N & Mr S
334 Bluebottom Rise, Kenwick W A 61
Lamb, Mr G & Mrs T
23 Point Court, KENWICK 6107
Lessy, Mr H A
21 Bucks Road, KENWICK 6107
Main, Ms D N
41 Nini Street, Beckenham WA 6107
Moneypenny, Ms M
Monty, Ms J L
24 Norma Street, Maddington WA 6109
Mr Movies Video Store
The Penny Arcade - Shop 3, 929 Hay S
Norman's Knives
O'Hara, Ms S
77 Jilly Way, Burswood 6100
Pillow, Mr J
77 Walls Place, ARMADALE WA 6112
Plerk, Ms S
Quick, Ms K L
9/778 Bypass Road, Burswood WA 610
Ramsay, Mona
12 High Street, APPLECROSS 6153
Roys Records
Simmy, Ms E J
11 Blackswell Road, KENWICK WA 61
Sinclair, Mr C
Staple, Miss V
Sutton, Mr A C
13B Swans Drive, KENWICK 6107
The Chocolate Shop
Towing, Mrs J B
Turley, Ms I
66 Vaude Avenue, Victoria Park WA 610
Young, Ms K G
994 Clore Way, MADDINGTON WA 61
Number of Tenants Using Direct Deposits = 45
V 2.4.0 (Build 10)
Rent
Per
140.00
Week
145.00
Week
135.00
Week
450.00 Quarter
140.00
Week
115.00
Week
450.00 Quarter
140.00
Week
135.00
Week
450.00 Quarter
145.00
Week
145.00
Week
115.00
Week
140.00
Week
155.00
Week
125.00
Week
115.00
Week
140.00
Week
155.00
Week
145.00
Week
140.00
Week
155.00
Week
450.00 Quarter
145.00
Week
150.00
Week
2185.00 Month
1635.00 Month
450.00 Quarter
145.00
Week
110.00
Week
140.00
Week
180.00
Week
115.00
Week
190.00
Week
175.00
Week
2800.00 Month
125.00
Week
135.00
Week
220.00 Fortnight
130.00
Week
1000.00 Month
110.00
Week
180.00
Week
150.00
Week
606.66
Week
ID No
98424
11540
77773
000101212
18511
81778
000101246
10807
54496
000101238
60486
64891
22086
22687
74655
45847
29704
02343
57882
80990
15128
10693
000101220
95337
99743
000101287
000101279
000101253
80308
40766
01671
61258
85305
17326
16874
000101261
51349
69615
70232
46059
000101295
74022
17301
63679
65510
Page 1
A-21
Manual Payment Tenants
Date: 10/03/2003
Time: 3:01:19 PM
Tenant Name
Property Address
Villa, Mrs L
3 Smithwell Drive, Bentley WA 6102
667 Rapestery Way, Armadale WA 611
56 Staple Way, Kenwick W A 6107
Number of Tenants Using Manual Payments = 3
V 2.4.0 (Build 10)
Rent
130.00
140.00
130.00
Per
Week
Week
Week
ID No
*
*
*cash
Page 1
A-22
Tenant Direct Debits Report
Date: 10/03/2003
Time: 3:01:38 PM
Tenant Name
Address
Badley, Ms M E
Bell, Smith Ms S D & Mr A M 64 Bluebird Road, East Victoria Park W
Blarney, Ms L Doog & Ms BC 94 Fundly Pass, Thornlie WA 6108
Botham, Mr B
Budge, Mr DC
Dainty, Ms C M
81 Papper Close, Gosnells W A 6110
Harris, Mrs L J
993 Trainly Way, ARMADALE 6112
Harry, Mr J A
3 Dura Court, KENWICK WA 6107
Harvey, Ms A Kirkwood & Mr P 77 Smith Court, CANNINGTON 6107
Head, Ms J
73 Buckley Road, KENWICK WA 6107
Honda, Ms K & Mr A
779 Bitter Road, Mirrabooka WA 6061
Jetson, Ms J K
62 Boradleaf Drive, ARMADALE 6112
Judge, Mrs N & Mr S
334 Bluebottom Rise, Kenwick W A 61
Lamb, Mr G & Mrs T
Lessy, Mr H A
Main, Ms D N
41 Nini Street, Beckenham WA 6107
Monty, Ms J L
Pillow, Mr J
Plerk, Ms S
Quick, Ms K L
9/778 Bypass Road, Burswood WA 610
Simmy, Ms E J
11 Blackswell Road, KENWICK WA 61
Sinclair, Mr C
Staple, Miss V
Sutton, Mr A C
Tolliver, Michael
55 Simmons Street, PERTH 6000
Towing, Mrs J B
Turley, Ms I
66 Vaude Avenue, Victoria Park WA 610
Underwood, Ms K Faul & Mr G 24 Norma Street, Maddington WA 6109
Young, Ms K G
994 Clore Way, MADDINGTON WA 61
Number of Tenants Paying by Direct Debit = 36
V 2.4.0 (Build 10)
Rent
Per
140.00
Week
145.00
Week
135.00
Week
140.00
Week
115.00
Week
140.00
Week
135.00
Week
145.00
Week
145.00
Week
115.00
Week
140.00
Week
155.00
Week
125.00
Week
115.00
Week
140.00
Week
155.00
Week
145.00
Week
140.00
Week
155.00
Week
145.00
Week
150.00
Week
145.00
Week
110.00
Week
140.00
Week
180.00
Week
115.00
Week
190.00
Week
125.00
Week
135.00
Week
220.00 Fortnight
130.00
Week
150.00
Week
110.00
Week
180.00
Week
150.00
Week
606.66
Week
BSB
550-861
388-783
779-135
884-537
683-019
120-357
503-484
340-904
392-022
810-554
450-237
302-962
194-365
494-508
874-127
021-569
739-303
984-260
384-300
539-606
155-526
856-353
042-083
248-017
164-477
426-661
517-067
591-687
259-500
740-361
218-009
101-611
962-584
191-077
040-605
706-385
Account
0163 7404
8727 6750
6160 2867
7393 6942
7145 7802
4934 5576
4235 4454
4345 5577
7294 5181
4006 3134
2843 7041
8134 5507
0471 7199
5121 0727
1183 2008
3176 6518
6565 8067
0502 7419
3639 1400
0456 3649
1088 1380
7264 0286
3884 2866
7444 0641
0039 8436
0193 9161
9596 8941
1563 3582
1991 3732
8662 4511
9049 6842
1561651
3971 4419
9246 4262
7451 0012
3996 0738
Page 1
A-23
End of Period Preview
Date: 11/03/2003
Time: 3:41:28 PM
Residential South
Date
37
Time
Type From/T
Bad, Mrs R & Mr M
44
05/03/2003 4:15:58 P R
T
05/03/2003 4:17:27 P
J
P
42
04/03/2003 4:10:31 P
J
P
04/03/2003 4:11:05 P R
T
05/03/2003 4:17:25 P
J
P
25
Brown, Mr A
05/03/2003 4:18:59 P C
32
47
P
Conway, Mr A
Fiddock, Mr M
Details
AMOUNTS TO BE HELD
3670 01/03/2003 14/03/200 Sutton, Mr A C
850
Property Inspection
Management Fees Due
BAD Charges Due
GST Charges Due
Payment Due
848
Inventory Fee
3664 28/02/2003 13/03/200 Plerk, Ms S
849
Management Fees Due
BAD Charges Due
GST Charges Due
Payment Due
AMOUNTS TO BE HELD
1869
Lawnmowing
Sundries Charges Due
BAD Charges Due
GST Charges Due
AMOUNTS TO BE HELD
AMOUNTS TO BE HELD
1
Fish, Mrs G
04/03/2003 4:10:24 P
J
05/03/2003 4:16:55 P R
P
T
845
Property Inspection
3673 28/02/2003 13/03/200 Villa, Mrs L
Management Fees Due
Payment Due
AMOUNTS TO BE HELD
17
Fletcher, Mr G
04/03/2003 4:11:29 P R
T
3666 28/02/2003 13/03/200 Zimer, Ms C Fergie & Mr M
Management Fees Due
AMOUNTS TO BE HELD
27
Ford, Mr B A
05/03/2003 4:26:48 P R
05/03/2003 4:26:48 P R
T
T
3675 05/03/2003 18/03/200 Ramsay, Mona
3675
Management Fees Due
BAD Charges Due
GST Charges Due
Payment Due
AMOUNTS TO BE HELD
3
05/03/2003 4:16:18 P R
T
3671 27/02/2003 12/03/200 Old, Mrs E M And Mr G
05/03/2003 4:16:18 P R
T
3671 26/02/2002 10/10/200 Water Consumption-Remainder
05/03/2003 4:16:18 P R
T
3671
Management Fees Due
Payment Due
AMOUNTS TO BE HELD
5
Gray, Mr F P
04/03/2003 4:12:22 P R
T
3667 01/03/2003 07/03/200 Turley, Ms I
04/03/2003 4:12:22 P R
T
3667 04/12/2002 02/02/200 Electricity
05/03/2003 4:18:59 P C
P
1869
Lawnmowing
Management Fees Due
Payment Due
28
04/03/2003 4:10:25 P
J
P
847
Property Inspection
GST Charges Due
V 2.4.0 (Build 10)
Debit Credit
No Transactions
1830.24
Opening Balance
260.00
30.00
22.10
0.70
5.21
234.99
Opening Balance
50.00
280.00
45.00
23.80
0.70
11.88
201.96
308.00
Opening Balance
33.00
5.00
0.30
0.50
27.50
No Transactions
No Transactions
175.88
Opening Balance
30.00
260.00
16.90
5.00
238.10
235.25
Opening Balance
260.00
22.10
5.00
309.70
Opening Balance
350.00
175.00
29.75
5.00
0.70
3.47
293.58
192.50
Opening Balance
290.00
39.95
90.00
24.65
5.00
316.00
285.00
Opening Balance
180.00
53.01
19.00
11.70
5.00
216.31
Opening Balance
30.00
3.00
Balance
1830.24
0.00
33.00
293.00
263.00
240.90
240.20
234.99
0.00
361.34
311.34
591.34
546.34
522.54
521.84
509.96
308.00
0.00
66.30
33.30
28.30
28.00
27.50
0.00
0.00
175.88
0.00
265.25
235.25
495.25
478.35
473.35
235.25
0.00
76.80
336.80
314.70
309.70
0.00
0.00
350.00
525.00
495.25
490.25
489.55
486.08
192.50
0.00
210.70
500.70
540.65
630.65
606.00
601.00
285.00
0.00
19.00
199.00
252.01
233.01
221.31
216.31
0.00
33.00
3.00
0.00
Page 1
A-24.1
Date: 11/03/2003
Time: 3:41:29 PM
Residential South
Date
Time
26
04/03/2003 4:10:19 P
J
P
842
04/03/2003 4:10:22 P
J
P
843
04/03/2003 4:10:23 P
J
P
844
05/03/2003 4:15:37 P R
T
3669 03/03/2003 09/03/200
05/03/2003 4:15:37 P R
T
3669 19/08/2002 18/02/200
05/03/2003 4:18:49 P C
P
1868
05/03/2003 4:18:59 P C
P
1869
31
Howard, Mr K
05/03/2003 4:17:11 P R
6
36
T
Details
Property Inspection
Property Inspection
Property Inspection
Quick, Ms K L
Water Consumption
Landlord insurance
Lawnmowing
Management Fees Due
BAD Charges Due
GST Charges Due
AMOUNTS TO BE HELD
3674 04/03/2003 10/03/200 Judge, Mrs N & Mr S
Management Fees Due
GST Charges Due
AMOUNTS TO BE HELD
James Mrs S P
Kelly, Mrs M & Mr C
BAD Charges Due
AMOUNTS TO BE HELD
21
Kerr, Mr G
11
Lanky, Mr G
05/03/2003 4:17:29 P
J
P
851
Property Inspection
AMOUNTS TO BE HELD
18
Large, Mrs M E
04/03/2003 4:10:24 P
J
04/03/2003 4:14:10 P C
P
P
846
1867
Property Inspection
Summer service
AMOUNTS TO BE HELD
33
03/03/2003 4:07:27 P R
T
04/03/2003 4:13:45 P C
P
05/03/2003 4:18:59 P C
P
3661 12/03/2003 18/03/200 Harry, Mr J A
1866
1869
Monthly Cut
Management Fees Due
BAD Charges Due
GST Charges Due
Payment Due
AMOUNTS TO BE HELD
46
Midland, Mr S & Mrs L Rogers, Mr
04/03/2003 4:13:05 P R
T
3668 01/03/2003 14/03/200 Bell, Smith Ms S D & Mr A M
04/03/2003 4:14:00 P
J
P
-51
Termite inspection and report
04/03/2003 4:14:11 P C
P
1867
Summer service
05/03/2003 4:18:59 P C
P
1869
Lawnmowing
Management Fees Due
BAD Charges Due
GST Charges Due
AMOUNTS TO BE HELD
50
Padbury, Ms C M
05/03/2003 4:16:39 P R
T
3672 21/02/2003 06/03/200 Simmy, Ms E J
05/03/2003 4:18:59 P C
P
1869
Management Fees Due
BAD Charges Due
GST Charges Due
Payment Due
2nd Payment Due
AMOUNTS TO BE HELD
39
Pitt, Mrs P & Mr C
AMOUNTS TO BE HELD
51
Rainam, Mr N
05/03/2003 4:18:59 P C
P
1869
BAD Charges Due
2
Salmon, Mr D B
03/03/2003 4:07:55 P R
T
3663 28/02/2003 06/03/200 Poole, Ms M Snooke & Mr N
V 2.4.0 (Build 10)
Debit Credit
Opening Balance
30.00
30.00
30.00
115.00
38.70
155.00
32.00
8.62
5.00
1.00
10.36
224.02
Opening Balance
140.00
11.90
5.00
1.69
121.41
No Transactions
No Transactions
0.30
126.61
No Transactions
Opening Balance
30.00
5.00
365.45
Opening Balance
30.00
50.00
5.00
198.76
Opening Balance
145.00
85.00
30.00
12.32
1.30
1.23
130.75
285.00
Opening Balance
290.00
112.20
50.00
28.00
18.85
1.30
1.89
82.65
Opening Balance
250.00
25.00
16.25
1.30
1.63
43.41
101.29
311.00
No Transactions
148.70
Opening Balance
30.00
0.30
Opening Balance
180.00
Balance
372.30
342.30
312.30
282.30
397.30
436.00
281.00
249.00
240.38
235.38
234.38
224.02
0.00
0.00
140.00
128.10
123.10
121.41
0.00
0.00
126.91
126.61
0.00
0.00
400.45
370.45
365.45
0.00
283.76
253.76
203.76
198.76
0.00
400.60
545.60
460.60
430.60
418.28
416.98
415.75
285.00
0.00
4.89
294.89
182.69
132.69
104.69
85.84
84.54
82.65
0.00
249.88
499.88
474.88
458.63
457.33
455.70
412.29
311.00
0.00
148.70
0.00
30.30
0.30
0.00
631.00
811.00
Page 2
A-24.2
Date: 11/03/2003
Time: 3:41:30 PM
Residential South
Date
Time
Type From/T
05/03/2003 4:17:45 P
J
P
24
Williams, Mrs M
04/03/2003 4:11:17 P R
T
852
Details
Leasing Fee
Management Fees Due
Payment Due
AMOUNTS TO BE HELD
3665 28/02/2003 13/03/200 Underwood, Ms K Faul & Mr G
Management Fees Due
BAD Charges Due
GST Charges Due
Payment Due
V 2.4.0 (Build 10)
Debit Credit
360.00
13.50
5.00
36.77
395.73
Opening Balance
300.00
25.50
5.00
0.70
3.05
265.75
Balance
451.00
437.50
432.50
395.73
0.00
0.00
300.00
274.50
269.50
268.80
265.75
0.00
Page 3
A-24.3
Date: 11/03/2003
Time: 3:41:30 PM
Stratas
Date
Time
52
03/03/2003 4:07:07 P R
T
3660 31/03/2003 30/06/200
03/03/2003 4:07:47 P R
T
3662 31/03/2003 30/06/200
05/03/2003 4:19:17 P C
P
1870
Details
Bond, Mr J
Moneypenny, Ms M
BAD Charges Due
GST Charges Due
AMOUNTS TO BE HELD
V 2.4.0 (Build 10)
Debit Credit
Opening Balance
450.00
450.00
150.00
9.00
0.70
0.90
1016.70
Balance
277.30
727.30
1177.30
1027.30
1018.30
1017.60
1016.70
0.00
Page 4
A-24.4
Date: 11/03/2003
Time: 3:41:30 PM
Commercial
Date
53
Time
Type From/T
Lotsaloot, Mr Louie
Details
Total Opening Balances: 5997.60
Debit Credit
No Transactions
Balance
0.00
Total Closing Balances: 9100.06
V 2.4.0 (Build 10)
Page 5
A-24.5
Income Summary Report
Date: 27/02/2003
Time: 10:03:31 AM
February 2002 to January 2003
Ca teg o ry
Feb 02
Mar 02
Apr 02
May 02
Jun 02
Jul 02
Aug 02
Sep 02
Oct 02
Nov 02
Dec 02
Jan 03
T o t al
All Areas: Kerry Simpson
Area Totals
Entries
Residential North: Kerry Simpson
Area Totals
Entries
Residential South: Claire Darcy
Income from Owners
Electrical Maint
Entries
General Maint.
Entries
Advertising
Entries
Inspection Fee
Entries
Leasing Fee
Entries
Inventory Fee
Entries
GST on Fees & Charges
Entries
BAD Recoveries
Entries
Management Fees
Entries
4.35
1
101.64
1
405.00
12
230.00
1
67.32
3
345.00
11
930.00
3
120.00
1
134.64
2
430.00
13
730.00
3
137.67
15
26.33
17
1461.88
26
154.84
15
27.67
17
1375.54
25
155.51
17
23.92
17
1365.08
26
285.00
9
140.58
1
475.00
12
820.00
3
24.50
2
188.80
3
340.00
11
460.00
2
91.58
16
24.77
16
1291.59
25
239.12
19
34.93
19
1612.28
28
178.11
17
26.63
17
1407.60
25
330.00
11
19.80
1
300.00
9
510.00
2
15.00
1
194.88
3
429.55
11
1045.00
4
120.12
1
390.00
13
360.00
1
69.33
3
195.00
6
580.00
2
123.33
17
28.92
18
1428.45
25
122.36
14
25.51
14
1147.74
21
194.59
18
28.67
18
1315.18
26
114.30
16
26.85
16
1225.33
24
184.22
17
22.50
17
1384.81
25
V 2.4.0 (Build 9)
240.00
8
225.00
1
150.00
3
130.91
16
22.50
15
1382.78
24
4.35
1
159.50
4
1037.11
18
4164.55
126
5890.00
22
150.00
3
1826.54
197
319.20
201
16398.26
300
Page 1
A-25.1
Date: 27/02/2003
Time: 10:03:31 AM
Ca teg o ry
Feb 02
Mar 02
Apr 02
May 02
Jun 02
Jul 02
Aug 02
Sep 02
Oct 02
Nov 02
Dec 02
Jan 03
T o t al
Sundry Fees
Entries
75.00
15
75.00
15
75.00
15
70.00
14
70.00
14
70.00
14
70.00
14
55.00
11
65.00
13
60.00
12
70.00
14
65.00
13
820.00
164
Area Totals
Entries
2437.52
87
2979.72
90
3034.15
94
1762.94
80
3391.91
96
2695.64
91
1980.70
85
2180.41
72
3287.87
94
2296.60
83
2505.86
84
2216.19
80
30769.51
1036
Entries
BAD Recoveries
Entries
Sundry Fees
Entries
1.50
1
4.20
1
15.00
1
1.50
1
4.20
1
15.00
1
Area Totals
Entries
20.70
3
20.70
3
1.00
1
3.00
1
10.00
1
1.00
1
3.00
1
10.00
1
1593.69
1
1593.69
1
Stratas: Wayne Dobinson
Income from Owners
Commercial: Graham Mason
Income from Owners
Entries
BAD Recoveries
Entries
Sundry Fees
Entries
Commercial Income
The Penny Arcade
Entries
V 2.4.0 (Build 9)
Page 2
A-25.2
Date: 27/02/2003
Time: 10:03:31 AM
Ca teg o ry
Feb 02
Mar 02
Apr 02
May 02
Jun 02
Jul 02
Aug 02
Area Totals
Entries
Sep 02
Oct 02
Nov 02
Dec 02
Jan 03
1607.69
4
T o t al
1607.69
4
GST Exempt: Graham Darcy
Area Totals
Entries
Grand Totals
Entries
2437.52 2979.72 3034.15 1762.94 3391.91 2695.64 1980.70 2180.41 3287.87 2296.60 2505.86 3844.58 32397.9
87
90
94
80
96
91
85
72
94
83
84
87
1043
V 2.4.0 (Build 9)
Page 3
A-25.3
Date: 27/02/2003
Time: 10:03:31 AM
Summary of Totals per Item
Income Categories
Amount
Electrical Maint
General Maint.
Advertising
Inspection Fee
Leasing Fee
Inventory Fee
BAD Recoveries
Management Fees
Sundry Fees
The Penny Arcade
4.35
159.50
1037.11
4164.55
5890.00
150.00
1829.04
326.40
16398.26
845.00
1593.69
Total
32397.90
V 2.4.0 (Build 9)
Page 4
A-25.4
Owner Banking Report
Date: 11/03/2003
Time: 9:04:29 AM
All Owners - All Areas
Owner Name
Address
Bad, Mrs R & Mr M
Brown, Mr A
Conway, Mr A
Fiddock, Mr M
Fish, Mrs G
Fletcher, Mr G
Ford, Mr B A
Gray, Mr F P
Howard, Mr K
James Mrs S P
Kelly, Mrs M & Mr C
Kerr, Mr G
Lanky, Mr G
Large, Mrs M E
Midland, Mr S & Mrs L Roger
Padbury, Ms C M
Pitt, Mrs P & Mr C
Rainam, Mr N
Salmon, Mr D B
Williams, Mrs M
Lotsaloot, Mr Louie
456 Vase Road,FORRESTFIELD WA 6058
12 Stodd Road,Mindarie WA 6030
43 Berry Place,FORRESTFIELD WA 6058
55 Village Place,ROCKINGHAM WA 6168
777 Casey Place,KENWICK WA 6107
14 Parker Place,Kenwick WA 6107
17 Greed Street,Gosnells WA 6110
888 Sydney Road,Wattle Grove WA 6107
412 Essendon Street,ROCKINGHAM WA 6168
P O Box 440,HILLARYS WA 6923
26 Leek Road,Darlington WA 6070
333 Richmond Road,East Cannington WA 6107
52 Eamer Court,ROCKINGHAM WA 6168
1 Ventura Road,FORRESTFIELD WA 6058
6 Tamble Place,Armadale WA 6112
55 Weston Place,RIVERVALE WA 6103
33 Sherlock Street,Maddington W A 6109
36 Kings Place,LANDSDALE WA 6065
44 Crawford Road,West Swan WA 6055
96 Cash Road,ROCKINGHAM WA 6168
PO Box 27,FORRESTFIELD WA 6058
88 Falls Road,MADDINGTON WA 6109
444 Ingham Road,Parkwood W A 6147
75 Beth Street,GOSNELLS W A 6110
PO Box 777,HILLARYS WA 6923
661 Clarke Street,ROCKINGHAM WA 6168
355 Kings Park Road,Perth WA 6000
929 Parliament Parade,Adelaide South Australia 5000
H.Phone
B.Phone Bank
9716 1071 95194150
9592 2549 90862400
9983 4429 95185730
96413922
98633460
9217 5050 9285 5050
9285 4896 96813380
9249 3752 9249 7555
9111 6666 99425550
04 55049204 92163310
94299977 9249 1046
9744 2104 9741 0008
9519 8515 91827590
92803438
95192080
9215 8506 9702 3913
9244 7521 023768437
95038312
90651600
92185645
91720720
9222 3333 0485563874
9777 2211 92828600
91037338
91625090
05 8422 518 05 8539 269
9217 6718 9285 5299
9718 2178 93332460
9289 5922 99217420
98723001 0296460944
9174 4486 9554 8977
COM
BW
CBL
BW
CIT
CBL
WBC
COM
CBL
BW
COM
CBL
ANZ
BW
COM
PNC
BW
COM
ANZ
COM
BW
CBL
(08) 4555-12 (08) 4626-98 NAB
V 2.4.0 (Build 10)
Account #
808-105-96595157
695-658-41899296
750-967-631961
038-158-4773
618-688-80654700
597-282-87652624
750-957-175210
750-967-8622110
000-352-19380070
054-337-504668
390-961-252104
380-880-04787460
750-958-573553
030-337-592083582
390-922-7681023
000-307-19733568
099-999-19588591
890-931-422444
099-999-70855694
390-984-5729999
005-727-1932 7847
305-934-70953979
030-288-578146741
000-307-19707440
390-392-6614444
050-942-161 451
040-358-1239864
Payee
Mrs R & Mr M Bad
Mrs P & Mr K Badger
Mrs K F & Mr R Balloon
Mr A Brown
Mr A Conway
Mr M Fiddock
Mrs G Fish
Mr G Fletcher
Mr B A Ford
Mr D S & Mrs J W Fraser
Mr F P Gray
Mrs K & Mr H Hawthorn
Mrs J I & Mr W K Hiller
Mr K Howard
James Mrs S P
Mrs M & Mr C Kelly
Mr G Kerr
Mr G Lanky
Mrs M E Large
Mr Patrick McGregor
Mr S & Mrs L Rogers, Midlan
Ms C M Padbury
Mrs P & Mr C Pitt
Mr N Rainam
Mr D B Salmon
Mrs M Williams
The Owners Of Kings Park La
Mr Louie Lotsaloot
Page 1
A-26
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mrs P & Mr K Badger
12 Stodd Road
Mindarie WA 6030
Owner Statement / Tax Invoice
Page: 1
Date: 27/02/2003
GST
Debit
Opening Balance
Credit
33.00
Rental Income
Property
Tenant
13B Swans Drive
Mr A C Sutton
From
To
01/02/2003 14/02/2003
Ref
R3670
260.00
Total Rent
260.00
Charges
Property
Details
Ref
13B Swans Drive
Property Inspection
J850
Total Charges
30.00
30.00
Management Fees
22.10
BAD Debits Tax
0.70
GST on Fees, Sundries & Charges 5.21
Balance
Cheque Payment Due To Badger, Mrs P & Mr K
NOTE: GST credits cannot be claimed on residential properties
A-27
234.99
$234.99
E. & O. E.
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mrs P & Mr K Badger
12 Stodd Road
Mindarie WA 6030
History Statement
Page: 1
Date: 27/02/2003
From July 2001 To June 2002
Amount
0.00
Opening Balance
Rent Received
Property
Tenant
13B Swans Drive
Sutton, Mr A C
From
To
Ref
01/12/2001
15/12/2001
29/12/2001
12/01/2002
26/01/2002
09/02/2002
23/02/2002
09/03/2002
23/03/2002
06/04/2002
20/04/2002
04/05/2002
18/05/2002
01/06/2002
15/06/2002
29/06/2002
14/12/2001
28/12/2001
11/01/2002
25/01/2002
08/02/2002
22/02/2002
08/03/2002
22/03/2002
05/04/2002
19/04/2002
03/05/2002
17/05/2002
31/05/2002
14/06/2002
28/06/2002
12/07/2002
R2567
R2609
R2661
R2694
R2726
R2770
R2801
R2834
R2880
R2920
R2952
R2984
R3028
R3058
R3086
R3127
Date
GST
01/12/2001
17/12/2001
02/01/2002
15/01/2002
28/01/2002
12/02/2002
25/02/2002
07/03/2002
25/03/2002
10/04/2002
23/04/2002
03/05/2002
21/05/2002
04/06/2002
13/06/2002
27/06/2002
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
260.00
Total Rent
4160.00
Property Expenses
Property
13B Swans Drive
Electrical Maint
General Maint.
Inspection Fee
Leasing Fee
Details
Ref
Batten holder in lounge-G A Perry Plumbing & Gas
Gas hot water unit-G A Perry Plumbing & Gas
Replace deadlock-Western Lockservice
Property Inspection
Property Inspection
Property Inspection
Leasing Fee
1417
1417
1569
631
682
726
637
Total Property Expenses
27/02/2002
27/02/2002
12/06/2002
31/12/2001
02/04/2002
03/07/2002
31/12/2001
4.05
25.70
12.00
41.75
44.55
282.70
132.00
30.00
30.00
30.00
130.00
679.25
Fees Etc.
Property
Details
Ref
Management Fees
FID Charges
Management Fees
FID Charges
Management Fees
31/12/2001
31/12/2001
31/01/2002
31/01/2002
01/03/2002
A-28.1
44.20
1.01
66.30
1.97
44.20
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mrs P & Mr K Badger
History Statement
Page: 2
Date: 27/02/2003
Amount
FID Charges
Management Fees
FID Charges
Management Fees
FID Charges
GST Charges
Management Fees
FID Charges
GST Charges
Management Fees
FID Charges
GST Charges
01/03/2002
02/04/2002
02/04/2002
02/05/2002
02/05/2002
02/05/2002
31/05/2002
31/05/2002
31/05/2002
03/07/2002
03/07/2002
03/07/2002
Total Fees Etc.
1.71
44.20
1.01
44.20
1.01
4.42
44.20
1.01
4.42
66.30
2.67
9.63
382.46
Payments To Owner
Property
Details
Ref
Month End Cheque-xxxxxxxxxxxxx
Month End Cheque-xxxxxxxxxx
Month End Cheque-xxxxxxxxxx
Month End Cheque-x
Month End Cheque-xx
Month End Cheque-xx
Month End Cheque-xx
C1342
C1385
C1421
C1464
C1502
C1543
C1587
31/12/2001
31/01/2002
01/03/2002
02/04/2002
02/05/2002
31/05/2002
03/07/2002
Total Landlord Payments
Closing Balance
314.79
711.73
146.84
444.79
470.37
470.37
539.40
3098.29
0.00
GST Summary
Total GST Credits
A-28.2
60.22
E. & O.E.
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mrs P & Mr K Badger
12 Stodd Road
Mindarie WA 6030
Summary Statement
Page No: 1
Print Date: 27/02/2003
Property Address
Expenses
Income
13B Swans Drive
Rent Received
Electrical Maint
General Maint.
Inspection Fee
Leasing Fee
Sub-Totals
44.55
414.70
90.00
130.00
679.25
Totals For The Period:
Total Rent Received
Total Disbursements
Total Management Fees
Total BAD Charges
Total GST
Total Income
4160.00
4160.00
679.25
353.60
10.39
18.47
3098.29
4160.00
A-29
4160.00
4160.00
E. & O. E.
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mr Louie Lotsaloot
929 Parliament Parade
Adelaide South Australia 5000
OWNER TAX INVOICE For : March 2003
Owner ABN: 12 456 895 654
Property
Property
Date Printed : 10/03/2003
Landlord Account Fees and Charges
Fee Description
Qty Value
Totals
GST
0.00
Total
0.00
V/O Account Fees and Charges (GST Inclusive)
Fee Description
Qty Value
Management Fees
1
0.00
Totals
GST
0.00
0.00
Total
0.00
0.00
GST
11.36
8.18
5.91
11.36
20.45
14.18
11.36
7.91
90.71
Total
125.00
90.00
65.00
125.00
225.00
156.00
125.00
87.00
998.00
Suppliers Invoices for Property Expenses
Property
Supplier
The Penny Arcade - Sh Control Air Conditioning
Williams Electrical
Trusty Lock and Key
ABN
Details
7375996328785 Service Air-con
78 275 581 298 Repairs to rear door
10 689 441 950 Repair faulty p/point
7375996328785 Service AIr-Con
7375996328785 Service & Repair AIr-C
34 998 596 665 Gas hot water repairs
7375996328785 Service AIr-Con
5245962985869 Re-key rear lock
Totals
TOTAL FEES and PROPERTY EXPENSES
Total includes GST of
A-30
$998.00
$90.71
Owner Master Report
Date: 11/03/2003
Time: 9:03:56 AM
Owner Name
Address
Bad, Mrs R & Mr M
Brown, Mr A
Conway, Mr A
Fiddock, Mr M
Fish, Mrs G
Fletcher, Mr G
Ford, Mr B A
Gray, Mr F P
Howard, Mr K
James Mrs S P
Kelly, Mrs M & Mr C
Kerr, Mr G
Lanky, Mr G
Large, Mrs M E
Lotsaloot, Mr Louie
Padbury, Ms C M
Pitt, Mrs P & Mr C
Rainam, Mr N
Salmon, Mr D B
Williams, Mrs M
456 Vase Road,FORRESTFIELD WA 6058
12 Stodd Road,Mindarie WA 6030
43 Berry Place,FORRESTFIELD WA 6058
55 Village Place,ROCKINGHAM WA 6168
777 Casey Place,KENWICK WA 6107
14 Parker Place,Kenwick WA 6107
17 Greed Street,Gosnells WA 6110
888 Sydney Road,Wattle Grove WA 6107
412 Essendon Street,ROCKINGHAM WA 6168
P O Box 440,HILLARYS WA 6923
26 Leek Road,Darlington WA 6070
333 Richmond Road,East Cannington WA 6107
52 Eamer Court,ROCKINGHAM WA 6168
1 Ventura Road,FORRESTFIELD WA 6058
6 Tamble Place,Armadale WA 6112
55 Weston Place,RIVERVALE WA 6103
33 Sherlock Street,Maddington W A 6109
36 Kings Place,LANDSDALE WA 6065
44 Crawford Road,West Swan WA 6055
929 Parliament Parade,Adelaide South Australia 500
96 Cash Road,ROCKINGHAM WA 6168
PO Box 27,FORRESTFIELD WA 6058
88 Falls Road,MADDINGTON WA 6109
444 Ingham Road,Parkwood W A 6147
75 Beth Street,GOSNELLS W A 6110
PO Box 777,HILLARYS WA 6923
355 Kings Park Road,Perth WA 6000
661 Clarke Street,ROCKINGHAM WA 6168
Salutation
Rita & Michael
Patricia & Keith
Karen & Roger
Aarron
Ashley
Matt
Glenda
Gary
Ben
David & Janice
Frank
Harry & Kate
William & Justine
Ken
Susan
Craig & Mary
Gary
Gary
Mary
Mr Lotsaloot
Patrick
Mary Lucy & Steve
Claire
Pauline & Craig
Nigel
David
Sirs
Madge
28 Owners Processed
V 2.4.0 (Build 10)
Page 1
A-31
H.Phone
B.Phone
Fax
9716 1071
95194150
90863996
9592 2549
90862400
93070120
9983 4429
95185730
93415848
96413922
98633460
96021336
9217 5050
9285 5050
9218 1918
9285 4896
96813380
94904637
9249 3752
9249 7555
92043843
9111 6666
99425550
92988825
04 55049204
92163310
98055637
94299977
9249 1046
90261331
9744 2104
9741 0008
90044662
9519 8515
91827590
95198515
92803438
95192080
93509915
9215 8506
9702 3913
9767 9606
9244 7521
023768437
99532418
95038312
90651600
90837513
92185645
91720720
92852764
9222 3333
0485563874
97849250
9777 2211
92828600
99653463
(08) 4555-1234(08) 4626-9876(08) 4789-6543
91037338
91625090
93956119
05 8422 5189 05 8539 2699 05 8539 2099
9217 6718
9285 5299
90740091
9718 2178
93332460
98345308
9289 5922
99217420
95415736
98723001
0296460944
95686472
9174 4486
9554 8977
9553 5344
Mobile
0498245905
0491550656
0494 119013
0456641406
0494 825 412
0433379568
0420459255
0441562853
0496 856695
0486648465
0437666888
0436 854 804
0431901439
0413933098
0450841575
0496958767
0475787222
0485563874
0472448950
0090-123-321
0437 225 997
0432 830 756
0437 025 484
0489868121
0439052218
0452788997
0434 848 039
Owner Properties
Dat e: 11/03/2003
Time: 9:04:13 AM
Owner
Property
Tenant
Bad, Mrs R & Mr M
55 Simmons Street
77 Smith Court
88 Plain Pass
13B Swans Drive
10 Scroll Pass
81 Papper Close
994 Clore Way
54B Wren Place
3 Smithwell Drive
779 Bitter Road
56 Staple Way
12 High Street
73 Buckley Road
77 Jilly Way
66 Vaude Avenue
9/778 Bypass Road
41 Nini Street
178 Ninth Avenue
23 Walls Place
62 Boradleaf Drive
77 Walls Place
324 Durham Drive
667 Rapestery Way
21 Bucks Road
874 Queens Road
334 Bluebottom Rise
94 Fundly Pass
3 Dura Court
64 Bluebird Road
11 Blackswell Road
993 Trainly Way
23 Point Court
99 Bunford Street
24 Norma Street
Tolliver, Michael
Sutton, Mr A C
Plerk, Ms S
Dainty, Ms C M
Young, Ms K G
Towing, Mrs J B
Villa, Mrs L
Honda, Ms K & Mr A
Ramsay, Mona
Head, Ms J
Turley, Ms I
150.00
115.00
155.00
130.00
140.00
140.00
606.66
110.00
130.00
125.00
130.00
175.00
140.00
145.00
180.00
Main, Ms D N
Quick, Ms K L
Staple, Miss V
Jetson, Ms J K
Pillow, Mr J
Judge, Mrs N & Mr S
Lessy, Mr H A
155.00 Week 26/02/2003 13/06/2002
22/04/2003
115.00 Week 09/03/2003 19/08/2002
25/03/2003
220.00Fortnigh 13/05/2003 02/09/2000
22/04/2003
115.00 Week 15/01/2003 02/08/2002 15/01/2003 25/03/2003
110.00 Week 04/03/2003 07/03/2001
22/04/2003
140.00 Week 10/03/2003 11/04/2002
09/05/2003
140.00 Week 31/03/2003 10/04/2001
27/05/2003
140.00 Week 23/02/2003 05/03/2001
21/01/2003
Harry, Mr J A
Simmy, Ms E J
Harris, Mrs L J
Lamb, Mr G & Mrs T
Bond, Mr J
Moneypenny, Ms M
155.00 Week 05/03/2003 28/07/2002
135.00 Week 21/02/2003 01/02/2003
145.00 Week 18/03/2003 24/04/2002
145.00 Week 14/03/2003 13/07/2002
125.00 Week 13/03/2003 27/09/2002
145.00 Week 27/02/2003 04/05/2001
145.00 Week 03/03/2003 05/11/2002
180.00 Week 06/03/2003 20/12/2002
150.00 Week 13/03/2003 07/01/2003
450.00 Quarter 30/06/2003 29/12/2002
450.00 Quarter 30/06/2003 29/12/2002
Brown, Mr A
Conway, Mr A
Fiddock, Mr M
Fish, Mrs G
Fletcher, Mr G
Ford, Mr B A
Gray, Mr F P
Howard, Mr K
James Mrs S P
Kelly, Mrs M & Mr C
Kerr, Mr G
Lanky, Mr G
Large, Mrs M E
Padbury, Ms C M
Pitt, Mrs P & Mr C
Rainam, Mr N
Salmon, Mr D B
Williams, Mrs M
V 2.4.0 (Build 10)
Rent $ Per
Page 1
A-32.1
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Paid To
Lease
Vacating Inspect.
08/04/2003 29/01/2003
15/03/2003
24/02/2003 19/11/2002
25/03/2003
05/03/2003 25/11/2002
25/03/2003
14/03/2003 15/12/2001
22/04/2003
13/03/2003 10/01/2003
06/05/2003
02/03/2003 08/07/2000
25/03/2003
25/02/2003 06/04/2001
09/05/2003
06/03/2003 05/07/2002
09/05/2003
13/03/2003 28/05/1999
25/03/2003
12/01/2003 06/10/2000 05/01/2003 25/02/2003
24/04/2003 23/03/2001
25/03/2003
18/03/2003 05/03/2003
19/04/2003
06/11/2002 09/08/2000 06/11/2002 24/12/2002
12/03/2003 19/06/2000
09/05/2003
07/03/2003 02/11/2002
25/03/2003
22/04/2003
18/03/2003
25/03/2003
25/03/2003
09/05/2003
25/03/2003
25/03/2003
06/05/2003
06/05/2003
Owner Properties
Date: 11/03/2003
Time: 9:04:14 AM
Owner
Lotsaloot, Mr Louie
V 2.4.0 (Build 10)
Property
Tenant
The Penny Arcade - Shop
Gulliver, Mr G
Crown, Mr Thomas
O'Hara, Ms S
1
2
3
4
Rent $ Per
Roys Records
Norman's Knives
The Chocolate Shop
Page 2
A-32.2
Paid To
Lease
450.00 Quarter 30/03/2003 29/12/2002
450.00 Quarter 30/03/2003 29/12/2002
450.00 Quarter 28/12/2002 29/12/2002
2800.00
1635.00
2185.00
1000.00
Month
Month
Month
Month
28/01/2003 01/07/2002
31/07/2002 01/07/2002
28/02/2003 29/08/2002
30/06/2002 01/07/2002
Vacating Inspect.
Owner Charges
Dat e: 27/02/2003
Time: 10:00:43 AM
Held & Charged
Area 2: Residential South
Disbursement
Trust A/C
Date
Owner
Property
Amount Pay Jnl No
Inspection Fee Routine Inspecti
21/01/2003 Pitt, Mrs P & Mr C
21/01/2003 Brown, Mr A
993 Trainly Way
81 Papper Close
SubTotal Charged
Leasing Fee
Letting Fees
21/01/2003 Lanky, Mr G
334 Bluebottom Rise
25/01/2003 Balloon, Mrs K F & M 10 Scroll Pass
25/01/2003 Ford, Mr B A
73 Buckley Road
SubTotal Charged
225.00 Yes
280.00 Yes
175.00 Yes
680.00
Inventory Fee
P.C.R. Inspectio
10/01/2003 Midland, Mr S & Mrs
50.00 Yes
50.00
30.00
760.00
64 Bluebird Road
SubTotal Charged
Total Held
Total Available to Charge
V 2.4.0 (Build 9)
Page 1
A-33.1
30.00 Yes
30.00 No
30.00
Negative Owner Charges
Date: 27/02/2003
Time: 10:00:21 AM
To Be Processed Individually
Disbursement
Inspection Fee
Management Fee
Trust A/C
11
6
Date
Owner
06/02/2003 Ford, Mr B A
06/02/2003 Kelly, Mrs M & Mr C
Property
73 Buckley Road
21 Bucks Road
Amount
-45.00
-56.00
These Negative Charges Should Be Processed Via
The Charges/Refunds Item On The Owner's Dropdown Menu
Preferably After Positive Charges Have Been Processed
V 2.4.0 (Build 9)
Page 1
A-33.2
Creditors Accounts Outstanding
Dat e: 27/02/2003
Time: 9:59:42 AM
Creditor Name
Alliance Insurance
AON Risk Services
BMJ Fencing
City Roofing
City Waste
Control Air Conditio
Fred's Mowing
GJD Property Servi
Kings Plumbing &
LCD Insurance
Nifty Carpet Cleani
Pool Masters
Trusty Lock and Ke
Urban Fire Control
Water Corporation
Williams Electrical
BMW Tree Services
EMD Building Insur
Fred's Mowing
Mick's Plumbing &
Pool Masters
Water Corporation
Williams Electrical
Will's Locksmith
Pri
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
Date
31/12/2002
11/01/2003
20/01/2003
20/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
15/01/2003
19/01/2003
20/01/2003
20/01/2003
31/12/2002
20/01/2003
08/01/2003
18/01/2003
05/01/2003
11/01/2003
11/01/2011
06/01/2003
30/12/2002
30/12/2002
30/12/2002
30/12/2002
05/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
29/01/2003
02/12/2002
12/12/2002
20/01/2003
20/01/2003
20/01/2003
30/12/2002
30/12/2002
30/12/2002
30/12/2002
30/12/2002
16/12/2002
29/01/2003
Property
99 Bunford Street B
993 Trainly Way AR
77 Jilly Way Bursw
3 Dura Court KEN
56 Staple Way Ken
The Penny Arcade The Penny Arcade The Penny Arcade The Penny Arcade .Master Lilliput Lan
.Master Lilliput Lan
The Penny Arcade The Penny Arcade 77 Smith Court CA
3 Smithwell Drive B
178 Ninth Avenue
The Penny Arcade .Master Lilliput Lan
11 Blackswell Roa
334 Bluebottom Ri
21 Bucks Road KE
3 Smithwell Drive B
88 Plain Pass QUE
The Penny Arcade 3 Dura Court KEN
56 Staple Way Ken
11 Blackswell Roa
23 Walls Place AR
94 Fundly Pass Th
54B Wren Place K
23 Point Court KEN
324 Durham Drive
62 Boradleaf Drive
994 Clore Way MA
77 Jilly Way Bursw
23 Point Court KEN
64 Bluebird Road
874 Queens Road
99 Bunford Street B
3 Dura Court KEN
94 Fundly Pass Th
779 Bitter Road Mir
77 Smith Court CA
77 Smith Court CA
Invoice No
PE-1749026-H
9687
3789
578
89688
1234
1234
1234
1234
96
5463
9658
870723
56389
635
684
631
6318
3216
275
9008528767
9005610984
9005897292
9009557084
545
547
532
526
528
9371
8645
146
147
148
149
981147
981163
9378
697
6358
9005340259
9005622360
9005747382
9003029870
9005366846
00002304
3684
Details
Insurance - 18/8/01
Insurance
Repair to rear/side
Gutter clean & repa
Unblock septic tan
Service AIr-Con
Service & Repair AI
Service AIr-Con
Service Air-con
Monthly cut
Repair gate on bin
Repairs to rear doo
Gas hot water repa
Insurance for 15A a
Carpet clean
Monthly service
Clean & chemicals
Re-key rear lock
Repairs to unit 1 - r
Install window lock
Check equipment
First instalment - w
Full payment of wat
Repair faulty p/poin
Repair RCD
INstall exhaust fan
Repair wall outlet
Install exhaust fan
Remove tree rear y
Grind stumps
Landlord insuranc
Landlord insuranc
Landlord insuranc
Landlord insuranc
Lawnmowing Front
Lawnmowing Front
Install new HW ser
Unblock toilet
Monthlty maintenan
Full payment of wat
Full payment of wat
Full payment of wat
New element-front
Install locks to Mete
Cheques Total
Deft Total
Total Paid
Total Unpaid
V 2.4.0 (Build 9)
Page 1
A-34
Amount
395.73
115.00
285.00
189.00
229.00
Pay
Chq
Chq
Chq
Chq
Chq
125.00
225.00
125.00
125.00
Chq
Chq
Chq
Chq
65.00
48.00
Chq
Chq
90.00
156.00
Chq
Chq
87.00
Chq
281.40
90.00
88.00
75.00
Chq
Chq
Chq
Chq
65.00
245.00
185.00
145.45
124.30
145.25
555.45
Chq
Chq
Chq
Chq
Chq
Chq
Chq
65.00
Chq
95.00
165.00
65.00
165.00
410.00
289.00
155.00
155.00
155.00
155.00
35.00
25.00
315.00
88.00
125.00
500.95
270.35
125.05
120.45
482.80
78.65
480.00
Chq
Chq
Chq
Chq
No
No
No
No
Hold
Hold
Hold
Hold
No
Hold
Hold
Hold
Hold
Hold
Hold
Hold
Hold
No
4814.58
0.00
4814.58
3965.25
Payment
395.73
115.00
285.00
189.00
229.00
600.00
65.00
138.00
156.00
281.40
90.00
163.00
397.00
185.00
970.45
555.00
Property Master Report
Dat e: 11/03/2003
Time: 9:09:42 AM
All Areas
Key ID
1
12
14
19
2
20
22
23
235
24
26
27
28
29
3
30
31
34
35
37
39
41
44
5
6
685
7
871
9
952
987
R10
Property Address
Owner Name
99 Bunford Street, Bentley WA 6102 Salmon, Mr D B
334 Bluebottom Rise, Kenwick W A 61 Lanky, Mr G
Fletcher, Mr G
3 Smithwell Drive, Bentley WA 6102 Fish, Mrs G
62 Boradleaf Drive, ARMADALE 6112 Hiller, Mrs J I & Mr W K
874 Queens Road, Koondoola WA 606 Kerr, Mr G
9/778 Bypass Road, Burswood WA 61 Gray, Mr F P
The Penny Arcade - Shop 3, 929 Hay S Lotsaloot, Mr Louie
24 Norma Street, Maddington WA 61 Williams, Mrs M
81 Papper Close, Gosnells W A 6110 Brown, Mr A
23 Walls Place, ARMADALE WA 611 Hiller, Mrs J I & Mr W K
73 Buckley Road, KENWICK WA 610 Ford, Mr B A
66 Vaude Avenue, Victoria Park WA 61 Gray, Mr F P
41 Nini Street, Beckenham WA 6107 Hawthorn, Mrs K & Mr H
324 Durham Drive, KENWICK WA 61 Howard, Mr K
994 Clore Way, MADDINGTON WA Conway, Mr A
3 Dura Court, KENWICK WA 6107 McGregor, Mr Patrick
178 Ninth Avenue, Armadale WA 611 Hiller, Mrs J I & Mr W K
Kelly, Mrs M & Mr C
77 Smith Court, CANNINGTON 6107 Bad, Mrs R & Mr M
993 Trainly Way, ARMADALE 6112 Pitt, Mrs P & Mr C
779 Bitter Road, Mirrabooka WA 6061 Fish, Mrs G
667 Rapestery Way, Armadale WA 61 James Mrs S P
Large, Mrs M E
Bad, Mrs R & Mr M
Tenant Name
Plerk, Ms S
Villa, Mrs L
Jetson, Ms J K
Vacant
Vacant
Dainty, Ms C M
Staple, Miss V
Pillow, Mr J
Head, Ms J
Turley, Ms I
Main, Ms D N
Judge, Mrs N & Mr S
Young, Ms K G
Harry, Mr J A
Quick, Ms K L
Lessy, Mr H A
Harris, Mrs L J
Honda, Ms K & Mr A
Roys Records
The Chocolate Shop
Tolliver, Michael
Norman's Knives
Sutton, Mr A C
32 Properties Printed
V 2.4.0 (Build 10)
Page 1
A-35
Property Master Report
Dat e: 11/03/2003
Time: 9:04:54 AM
All Areas
Property Address
Owner Name
Tenant Name
Key
The Owners Of Lilliput Lane Bond, Mr J
The Owners Of Lilliput Lane Moneypenny, Ms M
The Owners Of Lilliput Lane Gulliver, Mr G
The Owners Of Lilliput Lane Crown, Mr Thomas
The Owners Of Lilliput Lane O'Hara, Ms S
.Master Lilliput Lane, PERTH 6000
The Owners Of Lilliput Lane Vacant
Plerk, Ms S
12
11 Blackswell Road, KENWICK WA 6 Padbury, Ms C M
Simmy, Ms E J
12 High Street, APPLECROSS 6153
Ford, Mr B A
Ramsay, Mona
Sutton, Mr A C
R10
178 Ninth Avenue, Armadale WA 611 Hiller, Mrs J I & Mr W K
Quick, Ms K L
37
Kelly, Mrs M & Mr C
Lessy, Mr H A
39
Rainam, Mr N
Lamb, Mr G & Mrs T
Staple, Miss V
27
24 Norma Street, Maddington WA 61 Williams, Mrs M
Underwood, Ms K Faul & Mr
24
3 Dura Court, KENWICK WA 6107 McGregor, Mr Patrick
Harry, Mr J A
35
3 Smithwell Drive, Bentley WA 6102 Fish, Mrs G
Villa, Mrs L
2
324 Durham Drive, KENWICK WA 61 Howard, Mr K
Judge, Mrs N & Mr S
31
334 Bluebottom Rise, Kenwick W A 61 Lanky, Mr G
14
41 Nini Street, Beckenham WA 6107 Hawthorn, Mrs K & Mr H
Main, Ms D N
30
54B Wren Place, KENWICK WA 6107 Fiddock, Mr M
Towing, Mrs J B
Bad, Mrs R & Mr M
Tolliver, Michael
952
Fletcher, Mr G
19
62 Boradleaf Drive, ARMADALE 6112 Hiller, Mrs J I & Mr W K
Jetson, Ms J K
20
64 Bluebird Road, East Victoria Park W Midland, Mr S & Mrs L RogerBell, Smith Ms S D & Mr A M
66 Vaude Avenue, Victoria Park WA 61 Gray, Mr F P
Turley, Ms I
3
667 Rapestery Way, Armadale WA 61 James Mrs S P
7
73 Buckley Road, KENWICK WA 610 Ford, Mr B A
Head, Ms J
29
5
77 Smith Court, CANNINGTON 6107 Bad, Mrs R & Mr M
Harvey, Ms A Kirkwood & M
41
Pillow, Mr J
28
779 Bitter Road, Mirrabooka WA 6061 Fish, Mrs G
Honda, Ms K & Mr A
6
81 Papper Close, Gosnells W A 6110 Brown, Mr A
Dainty, Ms C M
26
874 Queens Road, Koondoola WA 606 Kerr, Mr G
Vacant
22
Bad, Mrs R & Mr M
9/778 Bypass Road, Burswood WA 61 Gray, Mr F P
Vacant
23
Large, Mrs M E
9
99 Bunford Street, Bentley WA 6102 Salmon, Mr D B
1
993 Trainly Way, ARMADALE 6112 Pitt, Mrs P & Mr C
Harris, Mrs L J
44
Young, Ms K G
34
Roys Records
685
Norman's Knives
987
235
The Chocolate Shop
871
V 2.4.0 (Build 10)
Page 1
A-36
Rent Per
450.00 Quarter
450.00 Quarter
450.00 Quarter
450.00 Quarter
450.00 Quarter
Quarter
140.00 Week
125.00 Week
175.00 Week
130.00 Week
115.00 Week
140.00 Week
145.00 Week
220.00 Fortnigh
150.00 Week
145.00 Week
130.00 Week
140.00 Week
155.00 Week
155.00 Week
110.00 Week
150.00 Week
130.00 Week
115.00 Week
145.00 Week
180.00 Week
140.00 Week
140.00 Week
145.00 Week
115.00 Week
110.00 Week
125.00 Week
140.00 Week
125.00 Week
155.00 Week
190.00 Week
135.00 Week
180.00 Week
145.00 Week
606.66 Week
2800.00 Month
1635.00 Month
2185.00 Month
1000.00 Month
Property Master Report By Suburb
Date: 11/03/2003
Time: 9:05:21 AM
All Areas
Property Address
Owner Name
Tenant Name
Roys Records
Norman's Knives
The Chocolate Shop
12 High Street, APPLECROSS
Ford, Mr B A
Ramsay, Mona
62 Boradleaf Drive, ARMADALE
Jetson, Ms J K
993 Trainly Way, ARMADALE
Pitt, Mrs P & Mr C
Harris, Mrs L J
23 Walls Place, ARMADALE WA
Staple, Miss V
Pillow, Mr J
178 Ninth Avenue, Armadale WA
Quick, Ms K L
667 Rapestery Way, Armadale WA
James Mrs S P
41 Nini Street, Beckenham WA
Main, Ms D N
3 Smithwell Drive, Bentley WA
Fish, Mrs G
Villa, Mrs L
99 Bunford Street, Bentley WA
Salmon, Mr D B
77 Jilly Way, Burswood
9/778 Bypass Road, Burswood WA Gray, Mr F P
Vacant
77 Smith Court, CANNINGTON
Bad, Mrs R & Mr M
Harvey, Ms A Kirkwood & M
64 Bluebird Road, East Victoria Park W Midland, Mr S & Mrs L Roger Bell, Smith Ms S D & Mr A M
81 Papper Close, Gosnells W A
Brown, Mr A
Dainty, Ms C M
10 Scroll Pass, KENWICK
Plerk, Ms S
13B Swans Drive, KENWICK
Sutton, Mr A C
21 Bucks Road, KENWICK
Kelly, Mrs M & Mr C
Lessy, Mr H A
23 Point Court, KENWICK
Rainam, Mr N
Lamb, Mr G & Mrs T
3 Dura Court, KENWICK WA
Harry, Mr J A
324 Durham Drive, KENWICK WA Howard, Mr K
Judge, Mrs N & Mr S
11 Blackswell Road, KENWICK WA Padbury, Ms C M
Simmy, Ms E J
54B Wren Place, KENWICK WA
Fiddock, Mr M
Towing, Mrs J B
73 Buckley Road, KENWICK WA
Ford, Mr B A
Head, Ms J
334 Bluebottom Rise, Kenwick W A Lanky, Mr G
56 Staple Way, Kenwick W A
Fletcher, Mr G
874 Queens Road, Koondoola WA
Kerr, Mr G
Vacant
Young, Ms K G
24 Norma Street, Maddington WA
Williams, Mrs M
Underwood, Ms K Faul & Mr
779 Bitter Road, Mirrabooka WA
Fish, Mrs G
Honda, Ms K & Mr A
.Lilliput Lane - Unit 1, PERTH
The Owners Of Lilliput Lane Bond, Mr J
Moneypenny, Ms M
Gulliver, Mr G
Crown, Mr Thomas
O'Hara, Ms S
.Master Lilliput Lane, PERTH
Vacant
55 Simmons Street, PERTH
Bad, Mrs R & Mr M
Tolliver, Michael
88 Plain Pass, QUEENS PARK
94 Fundly Pass, Thornlie WA
Large, Mrs M E
66 Vaude Avenue, Victoria Park WA Gray, Mr F P
Turley, Ms I
V 2.4.0 (Build 10)
Key
685
987
235
871
20
44
27
28
37
7
30
2
1
5
23
41
26
12
R10
39
35
31
29
14
19
22
34
24
6
952
9
3
Rent Per
2800.00 Month
1635.00 Month
2185.00 Month
1000.00 Month
175.00 Week
115.00 Week
145.00 Week
220.00 Fortnigh
110.00 Week
115.00 Week
140.00 Week
155.00 Week
130.00 Week
180.00 Week
145.00 Week
190.00 Week
115.00 Week
145.00 Week
140.00 Week
140.00 Week
130.00 Week
140.00 Week
145.00 Week
145.00 Week
140.00 Week
125.00 Week
110.00 Week
140.00 Week
155.00 Week
130.00 Week
125.00 Week
606.66 Week
150.00 Week
125.00 Week
450.00 Quarter
450.00 Quarter
450.00 Quarter
450.00 Quarter
450.00 Quarter
Quarter
150.00 Week
155.00 Week
135.00 Week
180.00 Week
Page 1
A-37
Rent Roll Valuation Report
Date: 11/03/2003
Time: 9:10:15 AM
All Areas
Property Address
Owner Name
Tenant Name
%Fee
.Lilliput Lane - Unit 1, PERTH 6 The Owners Of Lilliput Lane
Bond, Mr J
Moneypenny, Ms M
Gulliver, Mr G
Crown, Mr Thomas
O'Hara, Ms S
.Master Lilliput Lane, PERTH 60 The Owners Of Lilliput Lane
Vacant
10 Scroll Pass, KENWICK 6107 Balloon, Mrs K F & Mr R
Plerk, Ms S
8.50
11 Blackswell Road, KENWICK Padbury, Ms C M
Simmy, Ms E J
6.50
12 High Street, APPLECROSS 6 Ford, Mr B A
Ramsay, Mona
8.50
13B Swans Drive, KENWICK 61 Badger, Mrs P & Mr K
Sutton, Mr A C
8.50
178 Ninth Avenue, Armadale
Quick, Ms K L
7.50
21 Bucks Road, KENWICK 610 Kelly, Mrs M & Mr C
Lessy, Mr H A
8.50
23 Point Court, KENWICK 6107 Rainam, Mr N
Lamb, Mr G & Mrs T
8.50
23 Walls Place, ARMADALE Hiller, Mrs J I & Mr W K
Staple, Miss V
7.50
24 Norma Street, Maddington Williams, Mrs M
Underwood, Ms K Faul & Mr G 8.50
3 Dura Court, KENWICK WA McGregor, Mr Patrick
Harry, Mr J A
8.50
3 Smithwell Drive, Bentley WA Fish, Mrs G
Villa, Mrs L
6.50
324 Durham Drive, KENWICK Howard, Mr K
Judge, Mrs N & Mr S
8.50
334 Bluebottom Rise, Kenwick Lanky, Mr G
8.50
41 Nini Street, Beckenham WA Hawthorn, Mrs K & Mr H
Main, Ms D N
7.50
54B Wren Place, KENWICK W Fiddock, Mr M
Towing, Mrs J B
8.50
55 Simmons Street, PERTH 6000 Bad, Mrs R & Mr M
Tolliver, Michael
8.50
56 Staple Way, Kenwick W A 6 Fletcher, Mr G
8.50
62 Boradleaf Drive, ARMADA Hiller, Mrs J I & Mr W K
Jetson, Ms J K
6.50
64 Bluebird Road, East Victoria Midland, Mr S & Mrs L Rogers,Bell, Smith Ms S D & Mr A M
6.50
66 Vaude Avenue, Victoria Park Gray, Mr F P
Turley, Ms I
6.50
667 Rapestery Way, Armadale James Mrs S P
7.50
73 Buckley Road, KENWICK Ford, Mr B A
Head, Ms J
8.50
8.50
77 Smith Court, CANNINGTON Bad, Mrs R & Mr M
Harvey, Ms A Kirkwood & Mr
6.50
77 Walls Place, ARMADALE Hiller, Mrs J I & Mr W K
Pillow, Mr J
7.50
779 Bitter Road, Mirrabooka W Fish, Mrs G
Honda, Ms K & Mr A
6.50
81 Papper Close, Gosnells W A Brown, Mr A
Dainty, Ms C M
8.50
874 Queens Road, Koondoola Kerr, Mr G
Vacant
8.50
88 Plain Pass, QUEENS PARK 6 Bad, Mrs R & Mr M
6.50
9/778 Bypass Road, Burswood Gray, Mr F P
Vacant
6.50
94 Fundly Pass, Thornlie WA 6 Large, Mrs M E
99 Bunford Street, Bentley WA Salmon, Mr D B
7.50
993 Trainly Way, ARMADALE Pitt, Mrs P & Mr C
Harris, Mrs L J
8.50
994 Clore Way, MADDINGTO Conway, Mr A
Young, Ms K G
10.00
The Penny Arcade - Shop 1, 92 Lotsaloot, Mr Louie
Roys Records
Norman's Knives
The Chocolate Shop
Month Totals
Year Totals
Rent
150.00
150.00
150.00
150.00
150.00
Fees
606.67
541.67
758.33
563.33
498.33
606.67
628.33
476.67
650.00
628.33
563.33
606.67
671.67
671.67
476.67
650.00
563.33
498.33
628.33
780.00
606.67
606.67
628.33
498.33
476.67
541.67
606.67
541.67
671.67
823.33
585.00
780.00
628.33
2628.86
2800.00
1635.00
2185.00
1000.00
51.57
35.21
64.46
47.88
37.38
51.57
53.41
35.75
55.25
53.41
36.62
51.57
57.09
50.38
40.52
55.25
47.88
32.39
40.84
50.70
45.50
51.57
53.41
32.39
35.75
35.21
51.57
46.04
43.66
53.52
100.00
58.50
53.41
262.89
3 1 0 6 2 .1 9
3 7 2 7 4 6 .3 2
1 8 7 2 .5 1
2 2 4 7 0 .1
V 2.4.0 (Build 10)
Page 1
A-38
Tenant Master Report
Tenant Name
Property Address
Badley, Ms M E
Bond, Mr J
Botham, Mr B
Budge, Mr DC
Crown, Mr Thomas
Dainty, Ms C M
Gulliver, Mr G
Harris, Mrs L J
Harry, Mr J A
Head, Ms J
Honda, Ms K & Mr A
Jetson, Ms J K
Judge, Mrs N & Mr S
Lamb, Mr G & Mrs T
Lessy, Mr H A
Main, Ms D N
Moneypenny, Ms M
Monty, Ms J L
Norman's Knives
O'Hara, Ms S
Pillow, Mr J
Plerk, Ms S
Quick, Ms K L
Ramsay, Mona
Roys Records
324 Durham Drive, KENWICK W Mary
64 Bluebird Road, East Victoria Par Susan & Arthur
94 Fundly Pass, Thornlie WA 6108 Lorraine & Becky
.Lilliput Lane - Unit 1, PERTH 6000 Mr Bond
Brian
178 Ninth Avenue, Armadale WA David
.Lilliput Lane - Unit 4, PERTH 6000 Mr Crown
81 Papper Close, Gosnells W A 61 Claudia
99 Bunford Street, Bentley WA 61 Suzy & Daniel
.Lilliput Lane - Unit 3, PERTH 6000 Mr Gulliver
993 Trainly Way, ARMADALE 611 Lilly
3 Dura Court, KENWICK WA 610 John
77 Smith Court, CANNINGTON 610 Alice & Peter
73 Buckley Road, KENWICK WA Julie
88 Plain Pass, QUEENS PARK 6107 Kerry & Jules
779 Bitter Road, Mirrabooka WA 6 Karen & Adam
62 Boradleaf Drive, ARMADALE 6 Janice
324 Durham Drive, KENWICK W Naomi & Serge
334 Bluebottom Rise, Kenwick W Sara & Daniel
Tina & Gareth
Horwarth
41 Nini Street, Beckenham WA 610Doreen
.Lilliput Lane - Unit 2, PERTH 6000 Ms Moneypenn
24 Norma Street, Maddington W Julie
24 Norma Street, Maddington W Clarke & Mike
The Penny Arcade - Shop 3, 929 H Mr Collins
The Penny Arcade - Shop 2, 929 H Mr Bates
.Lilliput Lane - Unit 5, PERTH 6000 Ms O'Hara
Emma & George
77 Walls Place, ARMADALE WA Jack
Suzy
99 Bunford Street, Bentley WA 61 Mary & Neville
178 Ninth Avenue, Armadale WA Katy
9/778 Bypass Road, Burswood W Lilly & Daniel
12 High Street, APPLECROSS 6153 Mona
The Penny Arcade - Shop 1, 929 H Mr Orbison
Salutation
Date: 11/03/2003
Time: 9:10:46 AM
H.Phone
B.Phone
Mobile
9217 4208
9249 7661
9533 4713
9399 3617
9589 0989
9218 4435
0477878058
0452539042
0457129777
9218 3980
9284 1801
9357 4307
9306 0844
0456012023
0492717306
92892189
9516 7518
9308 1648
9392 1914
0449784179
0413754475
9284 1142
9033 4442
9716 5406
9217 6818
9115 1880
97267943
9286 9557
9218 1471
9217 3424
9534 8588
9217 6792
9516 1345
91713417
9338 5660
9334 7133
9345 2491
9344 6157
9352 4283
9358 2436
9213 1634
9343 2805
9306 0516
9285 4377
9533 0952
0475911422
0485165507
0485187959
0498109251
0488265326
0416217743
0436997163
0441690114
0408945115
0405588334
0443288175
0456215672
9285 9174
9575 2629
9777-5698
9888-6354
9586 8234
9286 9160
9905 4831
9516 3773
9284 1967
92490550
9687-9638
9999-2525
9348 3886
0413606789
0491427501 0491427501
9645-8505
9777-5231 0432-254-598
9346 1325
9303 2271
9314 8207
9516 2499
9344 4412
153 413
9632-5147
9998-3654
V 2.4.0 (Build 10)
0493962002
0447888566
0409578390
0422920880
0416292386
0417521278
0600-534-521
Rent
140.00
145.00
135.00
450.00
140.00
115.00
450.00
140.00
135.00
450.00
145.00
145.00
115.00
140.00
155.00
125.00
115.00
140.00
155.00
145.00
140.00
155.00
450.00
145.00
150.00
2185.00
1635.00
450.00
145.00
110.00
140.00
180.00
115.00
190.00
175.00
2800.00
Per
Paid To
Week
Week
Week
Quart
Week
Week
Quart
Week
Week
Quart
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Quart
Week
Week
Mont
Mont
Quart
Week
Week
Week
Week
Week
Week
Week
Mont
05/04/2002
14/03/2003
21/02/2003
30/06/2003
30/12/2002
28/03/2002
30/03/2003
02/03/2003
26/10/2000
30/03/2003
27/02/2003
18/03/2003
24/02/2003
06/11/2002
05/03/2003
12/01/2003
15/01/2003
10/03/2003
05/03/2003
03/03/2003
23/02/2003
26/02/2003
30/06/2003
04/12/2001
15/10/2002
28/02/2003
31/07/2002
28/12/2002
12/03/2003
04/03/2003
13/03/2003
06/03/2003
09/03/2003
11/11/2002
18/03/2003
28/01/2003
Accounts
Credits Rent Cr.
5.75
12.20
37.20
288.30
17.85
28.65
25.40
16.43
105.00
41.43
14.29
158.00
500.00
16.90
110.05
211.55
50.00
Page 1
A-39.1
Tenant Master Report
Tenant Name
Property Address
Salutation
Simmy, Ms E J
Sinclair, Mr C
Staple, Miss V
Sutton, Mr A C
The Chocolate Shop
Tolliver, Michael
Towing, Mrs J B
Turley, Ms I
Villa, Mrs L
Young, Ms K G
Number of Tenants = 49
11 Blackswell Road, KENWICK W
The Penny Arcade - Shop 4, 929 H
66 Vaude Avenue, Victoria Park W
24 Norma Street, Maddington W
3 Smithwell Drive, Bentley WA 61
667 Rapestery Way, Armadale W
994 Clore Way, MADDINGTON
Elisa
Colin
Vera
Arthur
Mr Wonka
Michael
Judith
Irene
Katy & Gerry
Lucy
Julie & Keith
Kylie
Mike & Cleo
Date: 11/03/2003
Time: 9:10:47 AM
H.Phone
B.Phone
Mobile
9285 1813
9788 8640
9284 4613
9217 7793
9666-5524
9666-3215
9217 6797
9001 8584
9217 4468
92893667
9588 6588
9285 9251
9217 4771
9370 8531
9309 7733
9307 0323
9775 3138
9888-3642
9878-6352
9399 6657
9571 7090
9310 9638
9396 6786
9350 8766
9344 9379
9333 0815
0477705464
0488195079
0444568487
0425830499
0600-210-236
V 2.4.0 (Build 10)
0497735223
0450381533
0473121964
0450169163
0408062811
0403894717
0453275254
Rent
125.00
135.00
220.00
130.00
1000.00
150.00
110.00
180.00
150.00
130.00
140.00
606.66
130.00
Per
Paid To
Week
Week
Fortni
Week
Mont
Week
Week
Week
Week
Week
Week
Week
Week
13/03/2003
31/01/2003
13/05/2003
14/03/2003
30/06/2002
08/04/2003
06/03/2003
07/03/2003
13/03/2003
13/03/2003
31/03/2003
25/02/2003
24/04/2003
Accounts
Credits Rent Cr.
5.00
90.00
60.00
50.00
50.00
500.00
120.00
Page 2
A-39.2
Inactive Tenants
Tenant Name
Badley, Ms M E
Budge, Mr DC
Monty, Ms J L
Sinclair, Mr C
Number of Tenants = 7
Paid To
Vacates
05/04/2002
28/03/2002
26/10/2000
04/12/2001
15/10/2002
11/11/2002
31/01/2003
31/03/2002
08/06/2002
16/01/2001
06/12/2001
26/11/2002
04/11/2002
31/01/2003
Trust
External
Date: 11/03/2003
Time: 9:11:27 AM
Admin
Arrears
Accounts
460.00
1182.86
1563.58
37.20
288.30
700.00
885.71
640.00
V 2.4.0 (Build 10)
Page 1
A-40
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mr J Bond
C/- GeeDee Real Estate
801 Canning Highway
Perth WA 6000
Electricity Consumption Tax Invoice
Issued Under the Authority of The Owners Of Lilliput Lane ABN: 65 568 962 574
For: .Lilliput Lane - Unit 1
11/03/2003
Usage Calculations
Tariff: DOMESTIC
Meter Number: A1234
Date
01/01/2003
28/02/2003
59 Days
Charge
Supply/Meter Charge
Consumption
Common Lighting
Reading
25746
25921
175 Units
Comments
59 days @ 23.39 cents per day
175 Units @ 12.75 cents per unit
Amount
$ 13.80
$ 22.31
$ 11.40
Invoice Total
Total Price Includes GST
$ 47.51
$ 4.32
Cut Here
Please Return This Slip With Your Payment If Paying By Cheque
DUE DATE: 18/03/2003
Bond, Mr J
Electricity Supply and Consumption Charges
Please Make Payment to:
BSB No: 123-456
Acc No: 123456789
Ref No: 00121
$ 47.51
801 Canning Highway
Applecross WA 6153
A-41
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mr J Bond
801 Canning Highway
Perth WA 6000
Gas Consumption Tax Invoice
Issued Under the Authority of The Owners Of Lilliput Lane ABN: 65 568 962 574
For: .Lilliput Lane - Unit 1
Usage Calculations
Meter Number: 568121
Date
01/02/2003
28/03/2003
56 Days
Charge
Consumption
Admin Charge
Consumption
351 Units
Comments
351 Units
Amount
$ 126.05
$ 57.00
Invoice Total
Total Price Includes GST
$ 183.05
$ 16.64
Cut Here
Bond, Mr J
Gas Consumption Charges
Admin Charge
Total Charge
BSB No: 123-456
Acc No: 123456789
Ref No: 00121
$ 126.05
$ 57.00
$ 183.05
801 Canning Highway
Applecross WA 6153
A-42
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Ms S Plerk
10 Scroll Pass
KENWICK
6107
Tenant Invoice of 27/03/2003
Description
Details
Carpet Cleaning
Carpet Cleaning
From
To
Amo unt
125.00
Invoice Total : $125.00
Previously paid credits avaliable for allocation: $50.00
Please Forward Your Payment Within 7 Days3
Cut Here
Plerk, Ms S
10 Scroll Pass
Carpet Cleaning
Carpet Cleaning
BSB No: 123-456
Acc No: 123456789
Ref No: 00119
125.00
Invoice Total : $125.00
801 Canning Highway
Applecross WA 6153
A-43
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Ms K Faul & Mr G Underwood
24 Norma Street
Maddington WA
6109
Tenant Statement
11 March 2003
Accounts Due For : 24 Norma Street, Maddington WA 6109
Date
Details
From
To
11/03/2003 Water Consumption- Water Consumption
11/03/2003 Garden Maint.- Lawnmowing
Amount
60.00
27.00
Total Amount Due : $87.00
Previously paid credits avaliable for allocation: $50.00
Outstanding Amounts Due & Payable Immediately
Cut Here
Ms K Faul & Mr G Underwood
24 Norma Street
11/03/2003 Water Consumption
11/03/2003 Lawnmowing
BSB No: 123-456
Acc No: 123456789
Ref No: 00118
Water Consumption
Garden Maint.
801 Canning Highway
Applecross WA 6153
A-44
60.00
27.00
Tenants Accounts Outstanding
Date: 11/03/2003
Time: 9:11:53 AM
All Tenants
Date
Details
From
Botham, Mr B- 10 Scroll Pass
31/12/2002 Water Consumption - Water Consumption
Budge, Mr DC- 178 Ninth Avenue
Eve, Mrs S F & Mr D A- 99 Bunford Street
Honda, Ms K & Mr A- 779 Bitter Road
Jetson, Ms J K- 62 Boradleaf Drive
To
26/09/2002 31/12/2002
Total
12.20
12.20
17/11/2001 21/05/2002
Total
37.20
37.20
24/05/2000 14/11/2000
Total
288.30
288.30
11/09/2002 06/01/2003
Total
28.65
28.65
02/08/2002 18/11/2002
Total
25.40
25.40
O'Hara, Ms S- .Lilliput Lane - Unit 5
05/03/2003 Interest/Late Levy - Interest at 15.00% on 1 Levy/Levies
Total
Pillow, Mr J- 77 Walls Place
Plerk, Ms S- 10 Scroll Pass
27/03/2003 Carpet Cleaning - Carpet Cleaning
16.90
16.90
21/05/2002 18/11/2002
Total
110.05
110.05
28/11/2002 27/02/2003
Total
86.55
125.00
211.55
Total
60.00
60.00
Total
Grand Total
50.00
50.00
840.25
Underwood, Ms K Faul & Mr G- 24 Norma Street
Young, Ms K G- 994 Clore Way
10/03/2003 Garden Maint. - Lawnmowing
V 2.4.0 (Build 10)
Amount
Page 1
A-45
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Invoice Date: 27/02/2003
Ms S Plerk
10 Scroll Pass
KENWICK
6107
Water Consumption Invoice
For: 10 Scroll Pass
Water Consumption Details
Date
31/10/2002
30/01/2003
Reading
5571
5724
92 Days
153 Units
Charges
Consumption Charge at Standard Rates
Less Landlord Contribution
Amount Due
86.55
0.00
86.55
Payment Required Within 14 Days
Cut Here
Plerk, Ms S
10 Scroll Pass
Water Consumption Charge at Standard Rates
Less Landlord Contribution
Amount Due
BSB No: 123-456
Acc No: 123456789
Ref No: 00119
86.55
0.00
86.55
801 Canning Highway
Applecross WA 6153
A-46
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Water Calculation
Tenant: Ms S Plerk
Property: 10 Scroll Pass, KENWICK 6107
Owner: Mrs K F & Mr R Balloon
From: 31/10/2002 To: 30/01/2003 = 92 Days
Start: 5571 kL
Annual Rate
First 600 kL
Next 999399 kL
Daily Rate
1.6438kL/Day
2738.0795kL/Day
Water Readings
End: 5724 kL Consumption: 153 kL
Period(Days)
92
92
Rate X Days
151.23 kL
1.77 kL
Rates/kL Water Cost
0.565/kL
85.45
0.631/kL
1.12
TOTAL
86.55
This charge is based on the standard rates for consumption. The calculation method
used can produce a different result to that on the Water Authority Account.
The Water Authority calculation allows the cheaper water rates on the first bill
for the year. On the second bill, the rates will be higher as the volume consumed for
the year places the charge per kilolitre on a higher scale.
In order to spread the charge out evenly during the year, this calculation charges the
water on a prorata basis. This is the method recommended by the Real Estate Institute
of Western Australia and the Ministry of Fair Trading.
V 2.4.0 (Build 9)
Page 1
A-47
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
TO LET
Location
Rent
ARMADALE
$115.00
Week
3
1
$190.00
Week
3
1 TRIPLEX - Carport 2 Cars, Furnished, Views,
$140.00
Week
3
1 3 bedroom, solar hot water, chef parisenne
$125.00
Week
3
1 HOUSE - Carport 2 Cars, Carport, Carpeted,
$125.00
Week
4
1 HOUSE - Off Street, Carpeted, Built-in
Available: Now
BURSWOOD WA
Available: Now
KENWICK WA
Available: Now
KOONDOOLA WA
Available: Now
MIRRABOOKA WA
Available: Now
Beds Baths
11/03/2003
Features
Carport, Carpeted, Built-in Robes, Laundry,
Close to Transport, Close to Shops.
gas stove, lemair air conditioner in lounge,
kelvinator fridge staying, freezer, washing
machine and dog. Close to Kenwick schools,
shops and transport.
Laundry, Close to Transport, Close to Shops.
Robes, Close to Transport, Close to Shops.
V 2.4.0 (Build 10)
Page 1
A-48.1
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Residential Properties Available for Rent
11/03/2003
When viewing a property, we ask you NOT to go on to the land or enter the buildings.
If you like the property's appearance and wish to inspect it further, please contact our office.
L o ca t i o n
Rent
Beds Baths
F eat u res
$115.00
Week
3
1
$190.00
Week
3
1 TRIPLEX - Carport 2 Cars, Furnished, Views,
KENWICK WA
$140.00
Week
3
1 3 bedroom, solar hot water, chef parisenne
KOONDOOLA WA
$125.00
Week
3
1 HOUSE - Carport 2 Cars, Carport, Carpeted,
$125.00
Week
4
1 HOUSE - Off Street, Carpeted, Built-in
ARMADALE
62 Boradleaf Drive
Available: Now
BURSWOOD WA
9/778 Bypass Road
Available: Now
73 Buckley Road
Available: Now
874 Queens Road
Available: Now
MIRRABOOKA WA
779 Bitter Road
Available: Now
Carport, Carpeted, Built-in Robes, Laundry,
Close to Transport, Close to Shops.
gas stove, lemair air conditioner in lounge,
kelvinator fridge staying, freezer, washing
machine and dog. Close to Kenwick schools,
shops and transport.
Laundry, Close to Transport, Close to Shops.
Robes, Close to Transport, Close to Shops.
V 2.4.0 (Build 10)
Page 1
A-48.2
Reminder Listing
Date: 27/02/2003
Time: 10:03:07 AM
For The Next 21 Days
Date
07/03/2003
07/03/2003
10/03/2003
17/03/2003
20/03/2003
Every For
Once
Once
Once
Once
Once
Turley, Ms I
Lamb, Mr G & Mrs T
Michael Tolliver
Reminder
Property Settlement
Lease Expires In 30 Days
Lease Expires In 30 Days
Inspection OverDue 30 days
Inspection OverDue 30 days
V 2.4.0 (Build 9)
Page 1
A-49
Who
SDF
CMD
CMD
AAA
CMD
S200
USE FOR
IMMEDIATE OR
24 HOUR ASSESSMENTS
ONLY
STAMP DUTY ASSESSMENT
ORIGINAL AND DUPLICATE TO BE SUBMITTED INTACT WITH INSTRUMENTS
WHEN RECEIPTED RETAIN DUPLICATE COPY FOR COLLECTION OF INSTRUMENTS
Lodging Party : GeeDee - Real Estate
Telephone No : 08 9364 6677
Address :
801 Canning Highway, Applecross WA 6153
Date of
Dupli-
Execution
Names of Parties
cates
22/05/2000 Mrs E M And Mr G Old
/ Mr D S & Mrs J W Fraser
05/02/2003 Mona Ramsay
/ Mr B A Ford
01/01/2003 Michael Tolliver
/ Mrs R & Mr M Bad
SIGNATURE
Related?
Assesed
Duty
Payable
42.50
36.85
TOTAL $
...................................................
Name of Signatory ....................................................
Parties Value on which
35.50
114.85
Date : Thursday, 27 February, 2003
(Print)
Page :1
IT IS AN OFFENCE TO WILLFULLY MISLEAD OR ATTEMPT TO MISLEAD AN OFFICER OF THE STATE TAXATION DEPARTMENT - PENALTY $ 10 000
OFFICE USE ONLY
Assessor : .....................................
Date
A-50
: .....................................
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Nifty Trade Repairs
P O Box 2345
MORLEY WA 6943
Phone : 94673124
Fax : 94912333
Mobile: 0448221883
Work/Purchase Order No : 102
For : 3 Smithwell Drive
Bentley WA 6102
Order Date : 25/07/2000
Details :
Repair pull cord for ceiling fan/light in baby's room.
Pull cord won't switch fan, so fan is running all the time.
Light can be switched off normally at light switch.
Authorised By :
Invoice To :
Tenant :
Mrs G Fish
c/o GeeDee - Real Estate, at the above address.
Mrs L Villa
Home Phone : 92893667
Business Phone : 9396 6786
Mobile Phone : 0450169163
A-51
Date: 10/03/2003
Time: 2:57:44 PM
Strata Plan No. 555333121
Strata Details
PERTH 6000
Unit Entitlement: 200
PERTH 6000
PERTH 6000
PERTH 6000
PERTH 6000
Owner Details
Mr J Bond
801 Canning Highway
Perth WA 6000
Ms M Moneypenny
801 Canning Highway
Perth WA 6000
Mr G Gulliver
C/- ABC Realty
1001 Smith Street
Perth WA 6000
Mr Thomas Crown
555 Afayre Street
Surrey Hills NSW 2000
Agent Details
Ms S O'Hara
29 Tara Avenue
St. Kilda VIC 3000
V 2.4.0 (Build 10)
Page 1
A-52
Projected Property Sale Commission
Date: 11/03/2003
Time: 10:23:32 AM
Non-Zero Accounts
Account Address
10031
10033
10034
10036
3/125445 Albany H'way Bentley,
44 Green Leaf Terrace, Kenwick,
641 Main Way Kensington,
35 Belmont Parade, Kenwick,
Settlement
31/03/2003
24/05/2003
15/03/2003
04/04/2003
V 2.4.0 (Build 10)
Price
225000.00
316000.00
412000.00
350000.00
Gross
6000.00
9000.00
14000.00
12500.00
Total
Nett Comm
6000.00
9000.00
14000.00
7500.00
36500.00
Page 1
A-53
Outstanding Vendor Paid Accounts
Date: 11/03/2003
Time: 10:32:43 AM
All Creditors
Creditor
West Australian
Bob's Sign Shop
Dave's Distribution Service
Date
03/02/2003
11/03/2003
11/03/2003
11/03/2003
03/02/2003
11/03/2003
Property
641 Main Street
55 Plain Street
55 Plain Street
55 Plain Street
V 2.4.0 (Build 10)
Estimate
50.00
250.00
120.00
125.00
Actual
53.00
136.00
90.00
GST
95.00
125.00
Page 1
A-54.1
Vendor Account Balances
Account
50000
50001
50002
Name
Vendor
Chard, Mr & Mrs
03/02/2003 West Australian
03/02/2003 Dave's Distribution Service
55 Plain Street
11/03/2003 Bob's Sign Shop
641 Main Street
Date: 11/03/2003
Time: 10:33:47 AM
Balance
1000.00
Unpaid Available
148.00
852.00
53.00
95.00
2000.00
465.00
1535.00
1500.00
136.00
1364.00
4500.00
749.00
3751.00
90.00
250.00
125.00
136.00
Totals
V 2.4.0 (Build 10)
Page 1
A-54.2
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
Mr & Mrs Chard
57 Brighton Road
KENWICK WA 6107
11 March 2003
Vendor Account Statement
Date
Details
GST
Debit Credit
Opening Balance
0.00
Receipts
04/02/2003 Funds Received
Receipt No 3656
1000.00
Invoiced Expenses
Payments
Totals
0.00
Current Balance
1000.00
1000.00
Outstanding Expenses
Print Advertisements
Leaflet letterbox dr
Totals
Funds Available
V 2.4.0 (Build 10)
53.00
95.00
148.00
852.00
Page 1
A-54.3
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
55 Plain Street
11 March 2003
55 Plain Street
Date
Details
GST
Debit Credit
Opening Balance
0.00
Receipts
Receipt No 3709
2000.00
Invoiced Expenses
Payments
Totals
0.00
Current Balance
2000.00
2000.00
11/03/2003 Bob's Sign Shop
Sign Printing
Leaflet letterbox dr
Totals
Funds Available
V 2.4.0 (Build 10)
90.00
250.00
125.00
465.00
1535.00
Page 2
A-54.4
801 Canning Highway
Applecross WA 6153
Phone: 08 9364 6677
Fax: 08 9364 7433
ABN: 123456789
641 Main Street
KENSINGTON WA 6151
11 March 2003
641 Main Street
Date
Details
GST
Debit Credit
Opening Balance
0.00
Receipts
Receipt No 3710
1500.00
Invoiced Expenses
Payments
Totals
0.00
Current Balance
1500.00
1500.00
Totals
Funds Available
V 2.4.0 (Build 10)
136.00
136.00
1364.00
Page 3
A-54.5
Owner Trial Balance
Date: 30/05/2004
Time: 3:09:18 PM
Residential South
Owner Name
Bad, Mrs R & Mr M
Brown, Mr A
Conway, Mr A
Fiddock, Mr M
Fish, Mrs G
Fletcher, Mr G
Ford, Mr B A
Gray, Mr F P
Howard, Mr K
James Mrs S P
Kelly, Mrs M & Mr C
Kerr, Mr G
Lanky, Mr G
Large, Mrs M E
Midland, Mr S & Mrs L Roger
Padbury, Ms C M
Pitt, Mrs P & Mr C
Rainam, Mr N
Salmon, Mr D B
Williams, Mrs M
AREA TOTALS
Opening
1830.24
33.00
361.34
66.30
175.88
265.25
76.80
210.70
19.00
33.00
372.30
+Rent
+Other
260.00
280.00
+Holiday
Journals -Payments-Man.Fees -Sundries
30.00
95.00
22.10
23.80
33.00
260.00
260.00
350.00
290.00
180.00
115.00
140.00
30.00
175.00
129.95
53.01
38.70
19.00
30.00
90.00
187.00
5.00
16.90
22.10
29.75
24.65
11.70
5.00
5.00
5.00
5.00
5.00
8.62
11.90
5.00
5.00
-BAD
-GST
0.70
0.70
0.30
5.21
11.88
0.50
0.70
3.47
1.00
3.00
10.36
1.69
126.91
400.45
283.76
400.60
4.89
249.88
148.70
30.30
631.00
5720.30
30.00
30.00
145.00
290.00
250.00
112.20
50.00
115.00
78.00
25.00
5.00
5.00
12.32
18.85
16.25
0.60
1.30
1.30
30.00
180.00
300.00
3300.00
360.00
396.66
807.20
537.00
1.23
1.89
1.63
=Balance
1830.24
234.99
509.96
27.50
175.88
473.35
309.70
486.08
601.00
216.31
5.00
5.00
60.00
V 2.4.0 (Build 14)
0.70
7.60
3.05
43.91
-Hold
1830.24
=Pay Hol Hold
234.99
201.96
308.00
33.00
155.70
289.70
355.70
394.00
192.50
285.00
117.65
293.58
316.00
216.31
Bal.Fwd.
1830.24
308.00
27.50
175.88
355.70
309.70
192.50
285.00
224.02
121.41
396.70
155.70
224.02
121.41
126.91
125.00
126.91
365.45
198.76
416.45
82.65
455.70
148.70
370.45
410.00
556.05
370.70
311.00
148.70
155.70
395.73
365.45
198.76
416.45
82.65
311.00
148.70
0.30
13.50
25.50
257.94
-Due
839.05
432.50
265.75
7703.31
6248.38
144.70
1830.24
36.77
265.75
1827.71
395.73
5875.60
Page 1
A-55.1
Owner Trial Balance
Date: 30/05/2004
Time: 3:09:19 PM
Stratas
Owner Name
AREA TOTALS
Opening
277.30
277.30
+Rent
900.00
900.00
+Other
+Holiday
150.00
9.00
150.00
9.00
V 2.4.0 (Build 14)
-BAD
0.70
0.70
-GST
0.90
0.90
=Balance
1016.70
1016.70
-Due
1070.85
1070.85
-Hold
1016.70
1016.70
=Pay Hol Hold
Bal.Fwd.
1016.70
1016.70
Page 2
A-55.2
Owner Trial Balance
Date: 30/05/2004
Time: 3:09:19 PM
Commercial
Owner Name
Lotsaloot, Mr Louie
AREA TOTALS
GRAND TOTALS
Opening
+Rent
+Other
5997.60
4200.00
396.66
+Holiday
807.20
687.00
257.94
69.00
V 2.4.0 (Build 14)
-BAD
-GST
=Balance
-Due
-Hold
8.60
44.81
8720.01
7319.23
2846.94
=Pay Hol Hold
1827.71
Bal.Fwd.
6892.30
Page 3
A-55.3
http://www.geedee.com.au
GEEDEE REALTY SYSTEMS
TRUST ACCOUNTING
AND PROPERTY
MANAGEMENT
TRAINING HANDBOOK
COMMERCIAL MODULE
Telephone:
(08) 9364 6677
Fax:
WA
6153
(08) 9364 7433
FOREWORD
This training handbook has been written, in the main, to assist
students who undertake the Diploma in Property (Real Estate) or
one of the Property Management courses conducted by TAFE.
It is hoped that this handbook, together with the Commercial
Training Handbook, will be used as a reference guide by all users of
GeeDee Realty Systems, so that they become aware of, and fully
utilise, the many features available in the system.
MODULE PURPOSE:
The purpose of this module is to enable the participants to explain
and demonstrate the application of real estate accounting packages.
ASSESSMENT CRITERIA:
Case studies and practical demonstration.
COMPETENCY STANDARDS:
1. Prepare formats for preparation and delivery of financial reports.
2. Manage agency disbursements.
GeeDee Support Team
GeeDee Realty Systems
April 2008
Telephone:
(08) 9364 6677
Fax:
WA
6153
(08) 9364 7433
WELCOME
Welcome to the GeeDee Realty System and congratulations on your
selection for this specialised Real Estate Trust Accounting and
Property Management System.
GeeDee Realty Systems is the leading developer of Microsoft®
Windows® Trust Accounting and Property Management software in
Western Australia.
At GeeDee we specialise in providing feature
packed, secure, reliable and easy to use software systems for the
Real Estate Industry. We also have excellent in-built Integrity
System Checks and Safe Guards to protect the Licensee from
potential fraudulent behaviour.
GeeDee Realty Systems is a proven system to handle all your
residential property management, trust accounting, strata
management, commercial management and property sales needs.
At GeeDee Realty Systems we have simplified the administration
side of property management for the real estate industry for both
the technical and non-technical users for ease of use.
The objective of this GeeDee Handbook as with all of the GeeDee
guides, is to assist you with the use and correct operation of
GeeDee Realty Systems. The purpose of this Training Handbook is
to transfer this experience to you.
At GeeDee Realty Systems we are always complimented on having
one of the easiest to use, understand and time efficient systems
available for real estate businesses today. Having a user friendly
system, complimented by outstanding software support services is
the driving philosophy of GeeDee Realty Systems.
We hope you enjoy the GeeDee Realty System.
GeeDee Software Copyright © 1984 - 2008
Real Estate Software by Real Estate Professionals
All rights reserved
TABLE OF CONTENTS
FOREWORD
SECTION 1 INTRODUCTION
1-1
1.1
CALENDAR CONVENTION
1-1
1.2
COMMERCIAL TRAINING – PREREQUISITES
1-1
1.3
COMMERCIAL MODULE ACTIVATION
1-2
SECTION 2 SETTING UP A NEW COMMERCIAL ENTITY
2-1
2.1
VARIABLE OUTGOINGS ACCOUNT
2-1
2.2
ADDING A COMMERCIAL OWNER
2-1
2.2.1
Commercial details of owner
2-1
2.2.2
Specification of management fees
2-2
2.2.3
Calculation and collection of management fees
2-2
2.2.4
VO account balances
2-2
2.3
ADDING COMMERCIAL PROPERTIES
2-2
2.3.1
The master property
2-3
2.3.2
Property details
2-3
2.3.3
Commercial details of property
2-3
2.4
ADDING A NEW TENANT
2-3
2.4.1
Commercial details for tenant
2-4
2.5
BOMA DISBURSEMENT CODES
2-4
2.5.1
Adding new codes
2-4
2.5.2
Managing promotion funds external to the VO account
2-5
2.6
RENT TO OWNER OR VARIABLE OUTGOINGS ACCOUNT
2-5
SECTION 3 OPERATION OF A COMMERCIAL ENTITY
3-1
3.1
ACCOUNTS FROM VARIABLE OUTGOINGS
3-1
3.2
PROPERTY DISBURSEMENT
3-1
3.3
COMMERCIAL TENANT BONDS
3-1
3.4
COMMERCIAL TENANT STAMP DUTY
3-1
3.5
PROPERTY RECEIPT
3-2
3.6
COMMERCIAL JOURNAL
3-2
3.7
DISSECTION CALCULATOR
3-3
3.8
VO ACCOUNT BUDGET
3-3
SECTION 4 REPORTS
4-1
4.1
INCOME AND EXPENSE SUMMARY
4-1
4.2
VO TENANT INCOME REPORT
4-1
4.3
TENANCY SCHEDULE
4-1
4.4
COMMERCIAL TENANT INVOICES
4-2
4.4.1
Standing accounts
4-2
4.4.2
Ad hoc invoices.
4-2
4.4.3
Electricity and gas invoices
4-3
4.5
LATE RENT PAYMENT REPORT
4-3
4.6
OWNER TAX INVOICE
4-3
SECTION 5 MANAGEMENT FEES
5-1
SECTION 6 GST APPLIED TO COMMERCIAL PROPERTIES
6-1
6.1
DISCLAIMER
6-1
6.2
ASSUMPTIONS
6-1
6.3
IMPLEMENTATION
6-1
6.4
MANAGEMENT FEES ON GST INCLUSIVE RECEIPTS
6-2
SECTION 7 OWNER AND VO ACCOUNTS
7-1
7.1
OWNER EXPENSES
7-1
7.2
OWNER INCOME
7-1
7.3
OWNER VO PAYMENTS
7-1
7.4
A SINGLE ACCOUNT
7-2
SECTION 8 STANDARD FEATURES USED BY THE COMMERCIAL
MODULE
8-1
SECTION 9 SAMPLE REPORTS
9-1
SECTION 1
1.1
INTRODUCTION
CALENDAR CONVENTION
It is most important that everyone who uses, or is responsible for the operation of the
GeeDee Realty Systems’ Property Management and Trust Accounting System, clearly
understands this system’s important calendar convention.
The GeeDee System uses two calendars: the Gregorian calendar and the GeeDee calendar.
We all know the Gregorian calendar which is divided into 12 segments we call months. These
12 months have a set number of days ranging from 28 to 31. They run sequentially from 1 to
12 and then start again at 1 at the beginning of each year.
The GeeDee calendar also has 12 segments, but these are known as periods. Although
these periods are given the same name as the months, they have no set number of days.
The number of days in a period is determined by each individual real estate agency, based
on its requirements and convenience. (Convenience means taking into account who is on
holidays, who is away sick, public holidays, etc.) The periods are numbered sequentially, but
unlike months, they are not reset back to 1 at the beginning of a year.
A period can involve transactions which are recorded in just the one month (1 - 31 January,
which would be known as the January period); over two months (31 December – 31 January,
which would also be known as the January period); and over 3 months (31 December – 2
February, which would also be known as the January period). A period could cover from
4 - 25 February, a matter of only three weeks.
There are two very important accounting functions that occur every month and every period.
These functions are controlled by the two calendars referred to previously.
The first function, and the one that agents would consider to be the most important, is period
end processing. This process, which is normally carried out towards the end of a month, can
in fact be undertaken on any day of a month. This period end processing involves the
payments to owners, the payment of your fees, (I said it was the most important), and the
roll-over of your data ready for the next period.
The second function, and the one that the REBA Board and your auditor consider to be the
most important, is the printing of your end of month audit reports. These detailed reports
substantiate the fact that your trust account was in balance as at the end of the month, which
is a requirement under the REBA Act. Under the Act, the end of the month literally means
midnight on the last day of the month.
These two functions produce two separate sets of documents: the end of period documents
and the end of month audit documents. These documents must be filed separately, otherwise
confusion will reign.
It is most important for everyone to understand the calendar convention so that they can
clearly distinguish between the end of period processing (sometimes referred to as end of
month owner processing), and the end of month audit report processing.
Note: Every transaction that is entered in the Geedee System contains the initials of the
operator, the date and time of the entry and the current period number.
1.2
COMMERCIAL TRAINING – PREREQUISITES
Before undertaking training on the GeeDee Realty Systems’ Commercial Module it is a
requirement that students must have completed both the Introduction to GeeDee and the
GeeDee - Intermediate Users Program courses. Both these courses are conducted by the
1-1
GeeDee Realty Systems.
Alternatively, students must provide evidence that they have sufficient hands on experience
in all the areas covered in the above-mentioned two courses.
Additionally, students undertaking training in this commercial module should have attended a
commercial property management course offered by either REIWA or some other recognised
agency.
Note: For complete information on the overall system, please refer to the main GeeDee
Realty Systems’ Trust Accounting and Property Management Training Handbook.
1.3
COMMERCIAL MODULE ACTIVATION
The Commercial Module will not normally be included – it is only activated where users are
managing commercial properties and have been suitably trained in its use.
Commercial property management can be complex. If you have just a few stand-alone
commercial properties it may be simpler to manage them as residential properties.
Many of the features of the GeeDee System are jointly utilised in the management of both
commercial and residential properties. There are some features which are dedicated for
commercial use only.
If the Commercial Module has been activated then there will be an additional Commercial
drop-down menu displayed. There will also be an additional Commercial tab at the bottom of
the Owner, Property and Tenant screens where commercial type properties are involved.
The Commercial Module can only be activated immediately after an end of period payout has
been completed.
A commercial owner, previously entered as a residential owner, together with their related
properties and tenants will need to be re-entered as commercial owners with the additional
required information and related to variable outgoings accounts (VO accounts). The existing
residential records for these commercial type properties must be archived. You will need to
print year to date summary reports before archiving these records. Separate commercial
reports for the remainder of the financial year will be produced at the end of the financial
year.
Transactions in the Commercial Module use the BOMA disbursement codes and not the
residential disbursement codes. All amounts receipted from a commercial tenant, other than
for rent, require that tenant accounts and invoices have previously been generated.
There is no additional purchase cost involved in the activation of the Commercial Module.
However, the monthly maintenance fee rate in respect of all properties managed, including
residential, strata and commercial, will be increased by 50%.
1-2
SECTION 2
2.1
SETTING UP A NEW COMMERCIAL ENTITY
VARIABLE OUTGOINGS ACCOUNT
When you add a new commercial owner the system will automatically create a variable
outgoings account (VO account). There can only be one VO account for each owner. These
accounts have account numbers starting at 99001. All related properties of an owner will be
connected to the owner’s VO account. All receipts and payments for commercial properties
are made from this VO account. This VO account must not go into debit.
2.2
ADDING A COMMERCIAL OWNER
Firstly, you must enter the new owner using the same method that you use for entering a
residential owner, but enter the type as being commercial. An owner cannot have both
residential and commercial type properties connected to the same owner record. Enter the
ABN for the owner. If there is no ABN then you will not be able to issue a tax invoice to the
tenant on behalf of the owner.
Note: Once an owner type is set as commercial it cannot subsequently be changed to
residential, and vice versa.
For commercial owners you would normally make the sundry and cheque charge $0.00.
2.2.1
Commercial details of owner
The next step is to enter the Commercial tab details for the owner. Enter the building name,
the total area of the building and select whether the rent is to be credited to the owner or to
the newly created VO account. Enter the amount of the budget total. The Tenancy Schedule
program uses this value to calculate the proportion that each tenant should pay.
2-1
2.2.2
Specification of management fees
Enter the authorised commission rate, inclusive of GST, and nominate whether the
commission is to be charged on all collections, rent only or only on non-rent amounts.
Alternatively, enter the fixed monthly fee amount, inclusive of GST.
Note: All commission rates and fixed fee amounts are to be entered as GST inclusive.
2.2.3
Calculation and collection of management fees
During period end processing, these amounts will be automatically posted from the VO
account to the agent’s management commission fee account.
Normally with commercial properties you will not collect any management fee from the
owner. Therefore, you must be careful not to enter values on the Property screen and the
Commercial tab area. If you do, then the system may take commission from both areas.
2.2.4
VO account balances
The details of the current balance of the related VO account will be displayed on this
Commercial tab page.
2.3
ADDING COMMERCIAL PROPERTIES
The next step is to enter the details of the related properties. The commission rate and the
fixed amount fields should be set to zero as commercial owners are not normally charged
commission. Ensure that a date is entered for the commencement of GST on rent, even if it
is a future date. Remember, all commercial rent amounts are entered as GST inclusive.
2-2
2.3.1
The master property
It is recommended that a master property be created with all amounts entered as zero. This
property is to be connected to the relevant VO account. All creditor accounts to be paid from
the VO account will be entered against this connected property.
2.3.2
Property details
Enter the details of the property in the Description section. These details will be printed on
the Tenancy Schedule report.
After entering a new property you are prompted to create a new tenant for this property. This
is discussed in Section 2.4.
2.3.3
Commercial details of property
The next step is to enter the Commercial tab details for each related property.
Enter the size of the particular property. The system will calculate the area of this property as
a percentage of the total area of all properties contained in the owner’s building. This
percentage is used when calculating the proportion of variable outgoings to be charged to
each tenant.
Enter the number in the Order on schedule field. This number represents the sequence that
this property will be displayed in on the Tenancy schedule report.
Enter the unit name of this particular property, e.g. Shop 1.
2.4
ADDING A NEW TENANT
You then need to create a number of tenants using New in the Tenant drop-down menu. Set
their rent at whatever the current rent is per month, inclusive of GST. It is standard practice
that commercial tenants are set up to pay their rent monthly. Many managing agents arrange
that commercial tenants pay their rent and outgoings on the first day of each month by either
2-3
commencing the lease on the first of a month or by adjusting the amount of their first monthly
payment.
2.4.1
Commercial details for tenant
The next step is to enter the Commercial tab details for each related tenant. Enter the
tenant’s business name together with the details of the lease: lease type, option, review date
and what the review type is. Any rent arrears will appear on this page.
2.5
BOMA DISBURSEMENT CODES
Excluding rent, all income to and expenses from an owner must be connected to a dissection
code. Similarly, for a commercial VO account, they must be connected to a BOMA code.
A full set of these codes is provided in a file with the program and may be edited and
appended on the codes page of the System Set-up program.
As the full list of BOMA codes is very comprehensive, many of the codes are never used and
can be confusing to the user. For this reason, it is possible to make a code inactive. In the
set-up, there is a check-box next to each code. If a code is not checked, it will not appear in
look-up lists in the main program.
2.5.1
Adding new codes
New codes can be added to the list, but they must be connected to a group. Residential
codes only have one group. Codes within a group must be numerically contiguous. To insert
a new code, highlight the code after which the new code will be inserted. Enter the
description of the code. There must be a gap in the numbers to be able to do this. If not,
change the description of another code that is not being used.
When dealing with tenant accounts and creditor accounts the Residential system uses
residential disbursement codes which are in the range of 1 to 99. The Commercial system
uses a completely different set of disbursement codes known as BOMA codes, which range
from 100 upwards and are divided into two separate groupings: income codes and
expenditure codes.
2-4
Any income or expenditure from a VO account must be allocated to a BOMA code. Income
codes must not be used for expenses and vice versa.
2.5.2
Managing promotion funds external to the VO account
Firstly, create a new credit type Trust account ledger with a suitable name, e.g. Hotham
Centre Promotion Account. Note the number of this new trust account and then edit the
BOMA codes, via the GeeDee System Set-up module, by suitably renaming an unused
income code (180 series) to identify it as relating specifically to that promotion fund.
Additionally, enter the new account number as the Ledger account and tick the To trust box.
Accounts can then be raised, including standing accounts, if necessary, and invoices issued.
Money received from tenants and allocated to this account will be credited to the related
promotion trust account and not the owner or the VO account.
2.6
RENT TO OWNER OR VARIABLE OUTGOINGS ACCOUNT
It is important to understand that the commercial rent portion of collections may be set up to
be credited directly to the owner’s account. These rent amounts will then appear as rent on a
separate statement in the same way that residential rent payments are handled.
Alternatively, these rent amounts will be credited directly to the related VO account. These
rent amounts will not appear on the owner’s statement.
The VO account will be used to record all collections and payments made on behalf of the
related commercial properties.
To pay an owner from funds receipted into a VO account you must either:
a)
Make a disbursement payment from the VO account, or
b)
Transfer the funds to the owner’s account via an Owner/VO account journal.
2-5
The election as to the allocation of rent is a matter of choice by the owner and/or the
managing agent.
An owner of a multi-unit complex would normally elect to have his rents appear on his
monthly statement with the remaining income and expenses being handled through the VO
account.
Note: All commercial rent amounts are entered as GST inclusive.
2-6
SECTION 3
3.1
OPERATION OF A COMMERCIAL ENTITY
ACCOUNTS FROM VARIABLE OUTGOINGS
In the Residential system the Creditors accounts from owners funds item allows the input of
invoices into the system so that payment can be made from owners’ funds. For accounts to
be paid from VO account funds, the Commercial drop-down menu item, Creditors accounts
from VOs must be used. This works in an almost identical fashion to the Creditors accounts
from owners funds, with the exception being that the BOMA expense codes are used instead
of the residential codes. The same list of creditors are used by both Residential and
Commercial systems. A commercial owner can have a number of properties connected to
that one VO account. It is therefore easier to just select the master property (see 2.2 Setting
up a new commercial entity). When paying creditor accounts, the report generated for VO
accounts will show the amount and the information in the Pay column in bold print.
3.2
PROPERTY DISBURSEMENT
A property disbursement is a quick alternative way of paying a creditor without having to
enter an account in the Creditor system. It is limited to paying only one property expense on
a cheque. It can be useful for other items such as refunding rent,etc.
As this item takes funds from the owner’s account, it is not suitable for commercial
property expenses. Unless it is specifically required to draw funds from the owner and not
the VO account, then use the Creditor system.
3.3
COMMERCIAL TENANT BONDS
Under the Residential Tenancies Act 1987, only residential bonds can be sent to the Bond
Administrator or be lodged in the separate Bond trust bank account. The Bond Management
system in GeeDee is designed to handle only residential tenancy bonds.
When a bond is received from a Commercial type tenant (one where the owner has an ABN
entered), it will be necessary to have the Credit type Trust ledger account, Commercial
bonds. This account must be created if it does not already exist. The bond amount will be
allocated in the tenant receipt as Direct to trust and entered against the Commercial bonds
trust ledger.
If you manage a large number of commercial properties it may be advisable to create a
separate Credit type Trust ledger for each tenant’s bond. This action would enable a better
method of control and reconciliation of each tenant’s bond.
These bonds will not appear on the Bond listings report.
A tenant invoice is not raised for a bond.
3.4
COMMERCIAL TENANT STAMP DUTY
Stamp duty paid by a commercial tenant is handled in exactly the same way as stamp duty
from a residential tenant.
A tenant invoice is not raised for stamp duty.
3-1
3.5
PROPERTY RECEIPT
Property receipts are used when funds are received from a third party for an owner or a VO
account. The most frequent use is to receipt funds from an insurance claim. Funds received
from tenants or owners are not receipted using this program.
When this program is used for commercial properties, the funds are receipted into the VO
account and not the owner’s account. Instead of the residential dissection categories
appearing, the commercial BOMA codes are used.
3.6
COMMERCIAL JOURNAL
It can sometimes be necessary to transfer funds between the VO accounts and other
accounts (usually the owner’s account).
For example:
•
The owner is required to pay a portion of variable outgoings for vacant properties.
•
There are insufficient funds in the VO account to pay urgent expenses.
•
The owner must be reimbursed for some expenses.
Usage:
a) Using the Search or Navigate buttons, identify the owner. The owner and VO account
balances are shown.
b) Select which way the funds are going. Click on the Credit radio button.
c) Enter some descriptive details.
d) Select the appropriate BOMA code.
e) Select the appropriate Trust account ledger (usually Owner funds).
f) Click on the Post button.
Journals cannot be reversed. If an error has been made, then enter another identical journal
with the same amount but reverse the Accounts to be debited and credited.
A VO account must not go into debit.
3-2
3.7
DISSECTION CALCULATOR
The commercial dissection calculator allows the operator to establish the proportion of an
expense that each tenant in a building is liable for. Note that these calculated amounts are
not entered into any other part of the program. The commercial dissection calculations are
based on the percentages established by the system on the basis of the area of each
tenant’s property.
3.8
VO ACCOUNT BUDGET
For a VO account, a budget schedule,using BOMA codes, can be entered. In this way, a
report can be printed which will show the expected expenses for a financial year.
It is not required to enter a budget; it may be left blank if it not required.
Usage:
a) Identify the VO account using the Search and Navigate buttons.
b) The budget items are entered in the grid by BOMA code.
To add an item:
1.) Click on the Append button
2.) Identify the BOMA code from the pull-down list.
3.) Enter the budget amounts.
To delete an item:
1.) Click on the line
2.) Click on the Delete button.
There are two Print buttons that allow the printing of the budget report for the current year or
the next year. The calculation of the individual tenant’s VO charges can be calculated using
the dissection calculator.
3-3
The report may be previewed and/or printed using the print preview dialog box that will
appear.
Once these items have been entered a report for either the current or the next year can be
printed.
The Convert button will convert the next year’s budget to the current year’s budget.
3-4
SECTION 4
4.1
REPORTS
INCOME AND EXPENSE SUMMARY
The Income and Expense summary is a report which has two forms - it can be either detailed
or summary. The report can be selected for specific periods. The detailed option reports
each transaction that occurred during the selected period and gives summations by tenant
and by BOMA code. The summary option gives summations of the amounts by BOMA code,
together with the budget and actual amounts, plus the difference as a percentage.
4.2
VO TENANT INCOME REPORT
This report allows the income received from tenants, into the VO account to be summarised
by tenant.
Usage:
a) Using the Navigator or Search buttons, select the VO account required.
b) Select the start period for the report.
c) Select the end period for the report.
d) Click Start.
The owner’s record may be set so that the rent received from the tenant is receipted either
into the owner’s account or the VO account. If set to the owner’s account, the rent collections
will not show on this report.
4.3
TENANCY SCHEDULE
This is the report most commonly used by commercial property managers to display the
overall status of all the units of a building. The number given as Order on schedule in the
Commercial property enquiry/maintenance page determines the order of the units. Most of
the figures are taken directly from the enquiry/maintenance pages. Some may be calculated
from these figures. e.g. yearly rent.
Usage: a) Select either one, or all variable outgoings (owners).
b) Check the Show standing invoice items, if required. This is usually not required if the
report is for the client.
c) Click the Print button. A Search dialog will appear if a single VO account has been
selected.
The report can be viewed and/or printed.
The tenant shown is always the latest tenant (by lease date).
The columns are:
Unit
Tenant
Business name
Phones
Area
Outgoings
The name of the unit, e.g. Shop 1.
The tenant’s name.
An alternative business name can be entered in the tenant
commercial enquiry/maintenance page.
The tenant’s telephone numbers.
The unit area in square metres.
Under the following headings:
4-1
a) The designated percentage entered for the property.
b) The pro rata share of the entered yearly budget.
c) The pro rata share per month.
Note that the figure in b) should be equal to the budgeted outgoings monthly collection
entered as a standing invoice item, but it is up to the user to ensure this. This program
just does a calculation of what it should be!
Rental
Taken from the tenant’s monthly rent and is expressed as:
a) The $ amount per square metres per year.
b) The $ amount per month.
c) The $ amount per year.
Lease
Under the following headings:
a) The commencement and expiry dates from the Tenant maintenance screen.
b) The type of the lease.
c) The lease options.
Rent
Other information regarding rent:
a) The review date.
b) The review type.
c) Any vacate date that has been entered.
The report may be previewed and/or printed using the print preview dialog box that will
appear.
4.4
COMMERCIAL TENANT INVOICES
Tax invoices for rents and other charges are issued monthly to all commercial tenants. There
are two types of invoices that can be generated.
4.4.1
Standing accounts
You will need to set up standing accounts for each commercial tenant where recurring
charges are involved. Standing accounts are like templates for the tenant accounts that are
generated each month. Account items are entered into the Standing account module for each
tenant, based on their calculated monthly amount. These will probably be mainly variable
outgoings. The related BOMA code, the standard monthly amount for that tenant, together
with the From period and the To period are entered. Each month, and only once each
month, you must generate these standing account items. The system will generate the
accounts for all commercial tenants in the system.
4.4.2
Ad hoc invoices
Accounts for irregular charges can be entered via the Accounts item on the Tenant dropdown menu. Accounts entered must be allocated to the correct BOMA code.
Once the standing accounts have been generated, and all ad hoc accounts have been
entered, then the tax invoices, which include rent due, can be generated for each tenant.
All monies received from commercial tenants must relate to a previously issued tax iInvoice.
The Tenant receipt requires that there is an account in existence for all amounts received,
other than for rent. Amounts received against future accounts must be posted to Trust
account 32001 by way of the Tenant receipt Make credit button.
4-2
4.4.3
Electricity and gas invoices
The Residential menu items are also used for commercial tenants.
4.5
LATE RENT PAYMENT REPORT
This report can be generated via the Commercial drop-down menu. This report will provide
sufficient information to enable penalty interest to be charged, if applicable.
4.6
OWNER TAX INVOICE
Owners of commercial properties who are registered for GST will have an ABN on their
record, and will be liable to pay the GST on their rent and other taxable collections.
Additionally, your real estate company will be required to pay GST on any fees charged to
the owner. These fees will appear on the owner’s statement.
This tax invoice provides the necessary documentation so that the owner may claim GST
credits on the fees. It displays the words,Tax invoice, in accordance with the requirements.
These invoices are not necessary for residential tenants as the owner cannot claim tax
credits. The information detailed on the statement is sufficient.
4-3
4-4
SECTION 5
MANAGEMENT FEES
As previously mentioned, management fees on commercial properties need special
consideration. Remember, there are two accounts: the owner’s account and the V/O
account. On the owner’s account, commission can be deducted in the same manner as for
the residential properties. Where a commercial owner has a number of properties the
management fees, that will be taken from the owner’s account, can be set for each property.
In most situations it is set to zero, which is the normal case for commercial properties.
However, management fees can be taken from the owners account, as well as, or instead of
the VO account. To set management fees to be taken from an owner’s account, the
percentage or fixed amount must be set against all of the owner’s properties in the system.
It is possible at the end of the month, because the rents are being credited to the owners
account, that there may be insufficient funds. You may find that when you print out the
owner trial balance that there is a report on funds in VO accounts or that the balance of VO
accounts gives you a warning that there are insufficient funds in the VO account to cover
management fees. This situation will then need to be rectified by way of a Commercial
journal.
5-1
5-2
SECTION 6
6.1
GST APPLIED TO COMMERCIAL
PROPERTIES
DISCLAIMER
We would like to point out that we are not tax agents and that the information contained in
these training notes is given to assist you running our program. We recommend that you
consult with qualified tax agents, the ATO or your institute for definitive advice. We will not
be held liable for any errors or omissions in the information contained herein.
6.2
ASSUMPTIONS
The system has been designed to accommodate the most sensible solution regarding GST.
This has been done on the basis that:
a) Agents are able to raise tax invoices on behalf of their owners. Any income less expenses
is periodically passed on to the owner. It is then the responsibility of the owners to
incorporate any income and inclusive tax from the properties managed by the agent into
their business income.
b) The owner is ultimately responsible for all creditor invoices for his own expenses, as well
as expenses from the VO funds. Although the VO funds are received from the tenant and
may be held against expenses, they are, at the end of the day, the responsibility of the
owner. Hence, all tax invoices from creditors should contain the owner’s name. Tenants’
invoices may then be raised, using the owner’s ABN and may include items that may be
either tax inclusive or free of GST.
6.3
IMPLEMENTATION
Depending on the terms of the contract, you may be able to adjust most rents so that they
become GST inclusive. This inclusive rent is then passed on to the owners, who have the
responsibility of paying the tax office. In some cases, it may also happen that the contract
does not allow for any adjustments of the rents. The following changes have been made to
the system:
1.
2.
3.
There is a field in which to enter an owner’s (or strata company’s) ABN. This number is
printed on invoices and statements issued to tenants so that they can claim their input
tax credit. You will also be able to print an Owners tax invoice detailing the input tax
credits which may be claimed. It shows all charges that have been made by your
company for services that have included a GST component. It also gives a summary of
creditor accounts that have been paid through the trust account, with the GST inclusive
component.
Each creditor now has a field for the ABN (Australian Business Number) issued by the
tax office. The Creditors system allows you to enter the GST amount for each item on
an invoice provided the creditor has an ABN.
Although the creditor accounts entry for expenses from the commercial VO account is
the same as that used for residential properties, no input tax credits are available,
unless it is a property where GST is being paid on the rent collected. If you are dealing
with a residential property, it is senseless to enter the GST amount included in a total
price.
6-1
4.
If the owner has an ABN, then the words Tax invoice to – Owner name will appear on
work orders. If the owner has no ABN, the word Tax will be omitted to avoid confusion
with contractors.
5.
The Owner charges screen does not include a field for GST. The assumption is made
that ALL fees are subject to GST. The only fee that is not chargeable is BAD, which is
automatically calculated at the end of the month. If there is a fee that is not subject to
GST, then it needs to be recovered through the creditors system.
6.
The Owner monthly statement has not been modified to show details of GST that has
been charged by the creditor. The details are shown on the Tax invoice of the owner.
This is the document that may be used by the owner to claim input tax credits.
7.
There is a check-box field against each property to indicate whether the rent is subject
to GST. Some properties that are classified as residential in our system may be subject
to GST, and some properties classified as commercial may not be subject to GST on
rent. If this is the case the tenant’s invoice/statement will show the GST amount that
has been included in the rent amount. If there is no GST on rent, then the invoice will
indicate that there is NO GST credit available from the rent charge. It is assumed that
for these properties, the GST start date is 1 July 2000.
8.
If your company’s ABN is entered in the System Set-up, it will be printed on your
letterhead instead of the ACN. The ABN. will eventually replace the ACN.
9.
The Tenant accounts and Standing accounts items now allow a GST amount on any
charge. Items such as variable outgoings, electricity, gas, etc. can include a GST
amount that can be claimed as a tax credit. Other items, like water, rates, etc., although
they are in themselves not subject to GST, become so by virtue of the service provided
by the owner-tenant relationship.
10. If an owner or strata company has an ABN, then tax invoices can be issued.
6.4
MANAGEMENT FEES ON GST INCLUSIVE RECEIPTS
There appears to be several schools of thought regarding the charging of management fees
on the GST component of tenant rent and VO receipted from commercial and strata property
tenants (strata owners) where the owner/strata company is registered for GST.
Currently, most agents calculate their management fee on the receipted amount less the
GST portion. For example, if the inclusive rent is $1,100.00 per month and the management
fee rate is 7% then the management fee charged would be $70.00. Added to this fee amount
would be the GST, if applicable, of $7.00 making a total charge of $77.00.
The second school of thought is that the agent charges the management fee on the total
amount received inclusive of GST. The example above would then result in a management
fee of $77.00 together with the additional GST, if applicable, of $7.70 making a total charge
of $84.70.
The difference between these two options would be an additional net amount to the agent of
$7.00, exclusive of GST.
Agents considering the second option should seek confirmation as to the legality of this
option from their institute, their auditor, the REBA Board and any other authority they may
consider relevant.
Even more importantly, they should carefully inspect the details of their management
authorities and the relevant lease agreements to ensure that such a fee has been authorised.
It may be prudent to discuss any such increase with the owners and/or tenants concerned.
GeeDee Realty Systems does not currently cater for option two. Pending the necessary
major upgrade to the system to accommodate this option, any agent who elects to charge the
management fee on the GST component of these receipts will need to employ an appropriate
6-2
‘work around’. A suggested ‘work around’ would be to increase the management fee rate by
an appropriate amount, e.g. 10%. Whether the management fee rate is inclusive or exclusive
of GST would need to be taken into consideration.
The contents of this message merely bring to the attention of GeeDee Realty Systems’ users
the possibility of charging additional management fees under certain conditions. GeeDee
Realty Systems does not hold itself out to be an authority or an adviser on the interpretation
or application of the relevant acts, regulations, management authorities and lease
agreements. As previously mentioned, agents considering option two must make their own
enquiries and form their own opinions as to the legality of such action.
6-3
6-4
SECTION 7
OWNER AND VO ACCOUNTS
In the GeeDee System there are two accounts associated with any commercial complex: the
owner’s account and the VO account. Normally only the rent is received into the owner’s
account, and all building expenses received and paid out of the VO account.
The user needs to be clear that the funds in both the accounts belong to the owner who is
responsible for all income and expenses for the connected properties. The VO account is not
a separate little account belonging to tenants where funds can be held. When funds are
received to this account, the owner is liable to pay GST on these amounts, and when they
are paid out, the owner can collect tax credits.
Any journal transfer of funds between the owner and VO account has no bearing on GST.
This can cause confusion, because neither the Owner statement nor the VO Income and
Expense summary give an exact breakdown of what the owner is liable to pay in GST. Any
journal between the two accounts will show up as income on the one and an expense on the
other, whereas it has no bearing on the owner’s GST return. Hence, any GST amount
attached to these journals is irrelevant. The GST amount will only apply when the journal is to
another account – say for the collection of additional management fees.
7.1
OWNER EXPENSES
If the complex has vacant properties, then you may be using journals to make the owner’s
contribution to the VO. For GST purposes, these are NOT owner expenses. You are merely
moving money from one account to another. The expenses are the payment of funds to
creditors.
For this reason we devised the GST invoice in order to show what the owner can claim in
terms of GST credits. Apart from showing the management fees that you are charging, we
also include a summary of all the creditor accounts that have been paid during the month.
7.2
OWNER INCOME
The owner’s income side is not so simple. It is the sum of rent and other payments received
into both accounts during the period. The owner needs to add up the receipt amounts from
both accounts (not including journals).
The VO budget can be made up of some items which are GST free, e.g. water, rates, etc.,
and others which are not, e.g. electricity. We understand that the Tax Office ruling is that
GST is applicable to all variable outgoings. So, this means that the proportion of VO income
which is GST, is far greater that the proportion of overall expenses. The owner is responsible
for the payment of all GST, so you will periodically need to make either a cheque payment to
the owner or journal an amount to his account. We suggest that you create a new BOMA
code for this purpose.
7.3
OWNER VO PAYMENTS
Another interesting point comes about in the payment of VO for vacant properties by the
owner. The VO budget, excluding GST, for say 10 shops, may be $10,000. The tenants will
need to pay $1000 + $100 GST. The owner, however, already pays GST when he pays the
creditors through the VO account. It seems illogical that he should need to pay it again as
part of his VO contribution for vacant properties. If he does, then you will need to refund it
again when you pay him out for the GST received into the VO account.
7-1
7.4
A SINGLE ACCOUNT
You may consider that managers of large complexes will commonly receipt all the funds into
one account only. Then at the end of every month a payment is made to the owner,retaining
a reasonable operating float. This may be done in the GeeDee System by de-selecting the
option Rent to owner account on the GeeDee Desktop (Owner-Commercial page). If you do
this, make sure you change it immediately after an end of month roll-over. Changing it during
the month may create a messy mixture. We also suggest that you consult with GeeDee
Support first. The usual Owner statement will then be blank every month and you will then
need to make a manual monthly payment to the owner as a creditor. You will need to send
the owner the Income and Expense summary instead of the normal Owner statement. In our
experience, this practice of having two accounts has evolved so that the owner can have a
simple statement of his rental income and is then not bothered with the VO. With the advent
of GST this has changed quite radically. Having the owner funds in two accounts has
become quite cumbersome. The owner is now intimately concerned with what has been
received and paid out of the VO account.
7-2
SECTION 8
STANDARD FEATURES USED BY THE
COMMERCIAL MODULE
There are a number of non-specific features that are used in the management of commercial
properties.
a) Tenant receipt – receives rent and outstanding accounts.
b) Tenant invoices/statements – prints tax invoices for commercial tenants.
c) Creditors account payment – pays creditor accounts, not from the owner account for
the property, but from the VO account.
d) Various reports – have the option to select data for commercial properties.
e) Alerts – apply equally to residential and commercial properties.
f) Owner charges – debits the charge from the owner’s account.
g) Tenant electricity consumption – allows the charging of electricity accounts with
common meters.
h) New owner, tenant and property have a second page with additional data fields.
8-1
8-2
SECTION 9
•
•
•
•
•
•
•
•
•
•
•
•
•
•
SAMPLE REPORTS
Creditors’ Accounts Report....................................................................... A- 1
Dissection Calculator Report .................................................................... A- 2
Commercial Budget Report ...................................................................... A- 3
Income and Expense Detail – One month ................................................ A- 4
Income and Expense Detail – Three months............................................ A- 5
Income and Expense Summary – One month.......................................... A- 6
Income and Expense Summary – Three months ..................................... A- 7
Tenant Income Summary – One month.................................................... A- 8
Tenant Income Summary – Three months ............................................... A- 9
Tenancy Schedule.................................................................................... A-10
Tenant Tax Invoice ................................................................................... A-11
Commercial Late Rent Report .................................................................. A-12
Owner Tax Invoice.................................................................................... A-13
Commercial Owner Current Statement..................................................... A-14
Note: Please refer to the sample reports contained in the main GeeDee Realty Systems’
Trust Accounting and Property Management Training Handbook.
9-1
9-2
Creditors Accounts Outstanding
Date: 08/04/2003
Time: 12:01:43 PM
All Areas - Name Required
Creditor Name Pri
Charter Plumbing a
City of Melville
Como Plumbing S
Ellenbrook Landsc
EMI Property Mainte
GIO Australia
Action Lock Service
All Seasons Garde
Aurora Painting
City of Belmont
City of Wanneroo
E Setter
Owners of Bicton C
Owners of Strata Pl
Owners of Strata Pl
Plantum Pty Ltd
Poolgrave Engrave
Roy Weston - Whitf
State Revenue Dep
The Tap Doctor
Town of Vincent
Water Corporation
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
Date
Property
Invoice No
Details
08/04/2003
08/04/2003
08/04/2003
08/04/2003
08/04/2003
08/04/2003
03/04/2003
29/01/2003
29/01/2003
13/02/2003
18/03/2003
02/04/2003
07/04/2003
21/02/2003
21/02/2003
08/04/2003
18/03/2003
18/03/2003
24/03/2003
07/04/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
19/03/2003
11/02/2003
05/03/2003
26/03/2003
19/03/2003
03/04/2003
08/04/2003
08/04/2003
12/03/2003
28/02/2003
29/01/2003
11/03/2003
18/03/2003
24/03/2003
27/03/2003
27/03/2003
03/04/2003
03/04/2003
03/04/2003
04/04/2003
08/04/2003
20 Kearns Cres, S
Harris & Pembroke
77 Webster St - Se
Harris & Pembroke
3 Canham Way, Un
77 Webster St - Se
256 Oxford Street, 1
67 Stirling Highway
67 Stirling Highway
67 Stirling Highway
67 Stirling Highway
67 Stirling Highway
67 Stirling Highway
67 Stirling Highway
67 Stirling Highway
264 St Kilda Road,
7 Baretta Road, Un
14 Prindiville Dve,
62 Florence Road
33 Pt Walter Rd, U
16 Annois Road, S
16 Annois Road, S
16 Annois Road, S
16 Annois Road, S
16 Annois Road, S
16 Annois Road, S
7 Baretta Road, Un
7 Baretta Road, Un
14 Prindiville Dve,
7 Baretta Road, Un
67 Stirling Highway
67 Stirling Highway
20 Kearns Cres, S
89 Caridean Street,
18 Preston Street C
256 Oxford Street L
89 Caridean Street,
71 Mount Street, U
195 Brisbane Stree
67 Stirling Highway
70 Blanche Street
9 Cnr Carson & We
70 Blanche Street
50 St Johns Wood
47 St Johns Wood
7 Tenth Avenue, Un
48 Wellington St, U
264 St Kilda Road,
46 Alfred Road CL
20 Kearns Cres, S
1234
963167126
Repairs to sink
Shire Rates - Part
Repairs to toliet
Common area mai
Maintenance to gutt
Insurance
Replace front door
Remove picket fen
Removal of tree & r
Lawnmowing 11/8/
Lawnmowing 31/8/
Lawnmowing 22/9/
Remove tree & rem
Painting - additiona
Painting-bdrm 1,2,
Council rates2nd i
Council rates 1st in
Council rates 1st in
Lawnmowing 5/6, 9
Electricity 26/7/00 Reserve Fund 1/10
Strata levies 1/10 Reserve fund 1/10
Strata levies 1/10 Reserve Fund 1/10
Strata Levies 1/10 Strata levies 1/10 Strata Levies 1/10 Strata Levies 1/10 Strata Levies 1/10 Attend to front wall
Repairs to front fen
Attend to signs Uni
Strata Levies 1/10 Land Tax 1st install
Land Tax 2000/01
Land Tax 2000/01
Install taps to hand
Rubbish Charge 1/
Final water reading
Water Rates Bal 1s
Water 23/3/00 - 13/
Water consumptio
Water 1/4/00 - 21/9
Water 1/4/00 - 21/9
Water rates 2nd ins
Water rates 2nd ins
Water rates 2nd ins
Water Consumptio
water rates 2nd ins
Cheques Total
Deft Total
Total Paid
Total Unpaid
934
931
7413-453
B337
863
863
207768
164782
186694
15
19
32
401694
125066
124385
171767
2172
35323
0000002178
9005835681
9004448102
9005835681
9001470937
9001461707
9002266903
9001905275
9005004634
9001367657
V 2.4.0 (Build 14)
Amount
87.00
1250.00
94.00
112.00
174.00
2700.00
102.55
137.50
137.50
33.00
27.50
27.50
137.50
521.00
275.00
119.00
393.00
2067.94
90.00
1108.49
25.21
201.64
108.16
865.20
25.21
201.64
90.57
135.85
480.00
108.68
127.30
90.00
52.80
175.09
806.25
415.15
139.65
118.80
173.25
15.30
1279.90
15.45
356.85
222.05
191.60
108.00
175.00
124.40
175.90
1731.80
4417.00
0.00
4417.00
13914.18
Pay
Chq
Chq
Chq
Chq
Chq
Chq
No
No
Hold
No
No
No
No
No
No
No
No
Hold
No
Hold
Hold
Hold
Hold
Hold
Hold
Hold
No
No
No
No
No
No
Hold
Hold
Hold
Hold
Hold
Hold
Hold
Hold
Hold
No
Hold
Hold
Hold
Hold
Hold
Hold
Hold
Hold
Payment
87.00
1250.00
94.00
112.00
174.00
2700.00
Page 1
A-1
SHire Rates 2003-2004
Date: 08/04/2003
Time: 10:09:42 AM
Castlehill Shopping Centre
Unit
Shop 15
Shop 15a
Shop 17
Shop 97
Shop 99
Shop 101
Shop 101a
Shop 103
Current Tenant
First Base Investments Pty Ltd
Calypso Hair Design
Vanity Fur Dog Grooming
Bicton Self Serve
Andrews & Prince Butchers
Al Dente Pasta
Castlehill S/C Syndicate 101a
Castlehill S/C Syndicate 103
Totals
V 2.4.0 (Build 14)
Percentage
9.96
8.49
9.35
23.35
16.59
10.93
9.23
12.10
100.00
Dissection
522.61
445.80
490.80
1225.21
870.55
573.55
484.60
634.89
5248.00
Page 1
A-2
Current Expense Budget
Date: 08/04/2003
Time: 12:05:56 PM
Category
Outgoings Recoverable
Statutory Outgoings
Repairs & Maintenance Wages,
Gardening
Code Description
169
172
201
204
332
452
Water & Sewerage Rates
Insurance
Shire Rates
Water Consumption
General
Gardening Contractors
Budget Total
V 2.4.0 (Build 14)
Budget
1900.00
2700.00
3200.00
1800.00
2000.00
1200.00
12800.00
Page 1
A-3
Date: 08/04/2003
Time: 12:41:45 PM
Income & Expenses - December 2001 to December 2001
Date
Ref.
Details
Paid To
28/09/2002 - 27/10/2002
28/10/2002 - 27/11/2002
28/11/2002 - 27/12/2002
28/12/2002 - 27/01/2003
28/01/2003 - 27/02/2003
82.22
65.44
48.10
32.23
13.98
SubTotal
7.47
5.95
4.37
2.85
1.27
21.91
161
Outgoings-General
24/03/2003
R4338 First Base Investments Pty Ltd
01/04/2003
R4423 Vanity Fur Dog Grooming
25/03/2003
R4343 Calypso Hair Design
01/04/2003
R4419 Bicton Self Serve
02/04/2003
R4437 Andrews & Prince Butchers
27/03/2003
R4368 Castlehill S/C Syndicate 103
27/03/2003
R4367 Castlehill S/C Syndicate 101a
27/03/2003
30/03/2003 - 29/04/2003
30/03/2003 - 29/04/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
08/03/2003 - 29/03/2003
30/03/2003 - 29/04/2003
95.57
89.72
81.46
224.05
159.18
116.10
64.94
88.56
SubTotal
8.69
8.16
7.41
20.37
14.47
10.55
5.90
8.05
83.60
95.57
89.72
81.46
224.05
159.18
116.10
162
Management Fee
24/03/2003
01/04/2003
25/03/2003
25/03/2003
25/03/2003
01/04/2003
02/04/2003
02/04/2003
30/03/2003 - 29/04/2003
30/03/2003 - 29/04/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
43.42
40.78
24.02
5.86
35.54
80.59
11.45
68.06
SubTotal
3.95
3.71
2.18
0.53
3.23
7.33
1.04
6.19
28.16
43.42
40.78
79.51
309.72
168
Shire/Municipal Rates
25/03/2003
02/04/2003
27/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
08/03/2003 - 29/03/2003
88.83
173.45
21.44
SubTotal
8.08
15.77
1.95
25.80
88.83
173.45
21.44
283.72
169
27/03/2003
08/03/2003 - 29/06/2003
116.69
SubTotal
10.60
10.60
116.69
116.69
172
Insurance
25/03/2003
R4343
27/03/2003
R4367
08/02/2003 - 08/02/2004
08/03/2003 - 08/02/2004
364.02
366.43
SubTotal
33.09
33.31
66.40
364.02
366.43
730.45
SubTotal
15.20
15.20
167.20
167.20
SubTotal
32.55
32.55
358.00
358.00
SubTotal
16.45
16.45
181.00
181.00
Income
Miscellaneous Income
141
Interest
02/04/2003
R4437
02/04/2003
R4437
02/04/2003
R4437
02/04/2003
R4437
02/04/2003
R4437
Calypso Hair Design
Expenses
Repairs & Maintenance Wages, M
336
Plumbing
08/04/2003 C14182 repair pipe in cupboard, 15
Miscellaneous
401
Auditor Fees Outgoings
08/04/2003 C14198 Audit 2000
Gardening
452
27/03/2003 C14150 Lawnmowing x4
Total GST on Income =
236.47
Total GST on Expenditure = 64.20
GST
Onley Plumbing & Gas
James Rooney & Sacha
Higgins Lawnmowing S
Opening Balance
Total Income
Total Expenses
Closing Balance
V 2.4.0 (Build 14)
Amount
241.97
241.97
153.50
919.58
65.42
80.59
4259.81
2602.13
706.20
6155.74
Page 1
A-4
Date: 08/04/2003
Time: 12:51:54 PM
Income & Expenses - October 2001 to December 2001
Date
Ref.
Income
Miscellaneous Income
141
Interest
21/02/2003
R4073
21/02/2003
R4073
21/02/2003
R4073
21/02/2003
R4073
02/04/2003
R4437
02/04/2003
R4437
02/04/2003
R4437
02/04/2003
R4437
02/04/2003
R4437
Details
Paid To
27/10/2001 - 28/04/2002
29/06/2002 - 29/07/2002
30/07/2002 - 27/08/2002
28/08/2002 - 27/09/2002
28/09/2002 - 27/10/2002
28/10/2002 - 27/11/2002
28/11/2002 - 27/12/2002
28/12/2002 - 27/01/2003
28/01/2003 - 27/02/2003
184.59
60.00
32.04
50.85
82.22
65.44
48.10
32.23
13.98
SubTotal
0.00
0.00
0.00
0.00
7.47
5.95
4.37
2.85
1.27
21.91
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/12/2002 - 27/01/2003
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/09/2002 - 27/10/2002
28/10/2002 - 27/11/2002
28/11/2002 - 27/12/2002
28/12/2002 - 27/01/2003
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
28/01/2003 - 27/02/2003
27/02/2003 - 28/01/2003
28/01/2003 - 27/02/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
08/03/2003 - 29/03/2003
30/03/2003 - 29/04/2003
95.57
95.57
95.57
89.72
89.72
89.72
81.46
81.46
81.46
224.05
224.05
224.05
140.83
140.83
140.83
159.18
159.18
159.18
104.88
104.88
116.10
-116.10
116.10
116.10
116.10
64.94
88.56
SubTotal
8.69
8.69
8.69
8.16
8.16
8.16
7.41
7.41
7.41
20.37
20.37
20.37
0.00
0.00
0.00
14.47
14.47
14.47
9.53
9.53
10.55
-10.55
10.55
10.55
10.55
5.90
8.05
241.96
28/12/2002 - 29/06/2003
28/01/2003 - 27/02/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/12/2002 - 27/01/2003
28/12/2002 - 29/06/2003
28/01/2003 - 27/02/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/12/2002 - 27/01/2003
28/12/2002 - 29/06/2003
28/01/2003 - 27/02/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
12.18
43.42
28.16
6.88
43.42
43.42
-0.90
11.44
40.78
26.45
6.46
40.78
40.78
35.50
10.39
35.54
24.02
5.86
161
Outgoings-General
28/01/2003
25/02/2003
24/03/2003
03/02/2003
10/03/2003
01/04/2003
29/01/2003
19/02/2003
25/03/2003
05/02/2003
26/02/2003
01/04/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
02/04/2003
07/02/2003
R3931 Al Dente Pasta
11/03/2003
11/02/2003
11/02/2003
11/02/2003
06/03/2003
27/03/2003
27/03/2003
27/03/2003
162
Management Fee
22/01/2003
28/01/2003
25/02/2003
25/02/2003
25/02/2003
24/03/2003
03/02/2003
03/02/2003
03/02/2003
24/02/2003
10/03/2003
10/03/2003
01/04/2003
29/01/2003
19/02/2003
19/02/2003
25/03/2003
25/03/2003
V 2.4.0 (Build 14)
GST
1.11
3.95
2.56
0.63
3.95
3.95
-0.08
1.04
3.71
2.40
0.59
3.71
3.71
3.23
0.94
3.23
2.18
0.53
Amount
569.45
569.45
286.71
269.16
244.38
672.15
900.03
209.76
348.30
153.50
3083.99
177.48
165.79
Page 1
A-5.1
Date: 08/04/2003
Time: 12:51:55 PM
Date
Ref.
25/03/2003
20/01/2003
05/02/2003
19/02/2003
26/02/2003
26/02/2003
01/04/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
21/02/2003
02/04/2003
02/04/2003
07/02/2003
07/02/2003
11/03/2003
11/03/2003
11/03/2003
11/02/2003
11/02/2003
R4343
R3752
R3910
R4055
R4107
R4107
R4419
R4073
R4073
R4073
R4073
R4073
R4073
R4073
R4073
R4437
R4437
R3931
R3931
R4234
R4234
R4234
R3956
R3956
Details
Paid To
Calypso Hair Design
Bicton Self Serve
Bicton Self Serve
Bicton Self Serve
Bicton Self Serve
Bicton Self Serve
Bicton Self Serve
Al Dente Pasta
Al Dente Pasta
Al Dente Pasta
Al Dente Pasta
Al Dente Pasta
28/02/2003 - 29/03/2003
28/12/2002 - 29/06/2003
28/01/2003 - 27/02/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
30/03/2003 - 29/04/2003
28/09/2002 - 27/12/2002
28/09/2002 - 27/10/2002
28/10/2002 - 27/11/2002
28/11/2002 - 27/12/2002
28/12/2002 - 27/01/2003
28/12/2002 - 29/06/2003
28/01/2003 - 27/02/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
28/12/2002 - 29/06/2003
28/01/2003 - 27/02/2003
08/02/2003 - 08/02/2004
28/12/2002 - 29/03/2003
28/02/2003 - 29/03/2003
28/12/2002 - 29/06/2003
29/06/2003 - 28/12/2002
35.54
28.56
80.59
66.03
16.12
80.59
80.59
16.15
61.87
61.87
61.87
68.06
20.30
68.06
46.91
11.45
68.06
13.37
45.67
30.91
7.55
45.67
14.80
-14.80
SubTotal
3.23
2.60
7.33
6.00
1.47
7.33
7.33
0.00
0.00
0.00
0.00
6.19
1.84
6.19
4.26
1.04
6.19
1.22
4.15
2.81
0.69
4.15
1.35
-1.35
115.36
0.00
1470.37
168
25/02/2003
10/03/2003
25/03/2003
26/02/2003
02/04/2003
11/03/2003
06/03/2003
27/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
28/12/2002 - 29/03/2003
08/03/2003 - 29/03/2003
104.13
97.79
88.83
244.11
173.45
114.27
126.49
21.44
SubTotal
9.47
8.89
8.08
22.19
15.77
10.39
11.45
1.95
88.19
104.13
97.79
88.83
244.11
173.45
114.27
126.49
21.44
970.51
169
22/01/2003
03/02/2003
19/02/2003
20/01/2003
21/02/2003
07/02/2003
11/02/2003
11/02/2003
11/02/2003
27/03/2003
28/12/2002 - 29/06/2003
28/12/2002 - 29/06/2003
28/12/2002 - 29/06/2003
28/12/2002 - 29/06/2003
28/12/2002 - 29/06/2003
28/12/2002 - 29/06/2003
28/12/2002 - 29/06/2003
29/06/2003 - 28/12/2002
28/12/2002 - 29/06/2003
08/03/2003 - 29/06/2003
184.61
190.71
173.22
476.07
338.26
222.86
246.69
-246.69
246.69
116.69
SubTotal
18.46
17.34
15.75
43.28
30.75
20.26
22.43
-22.43
22.43
10.60
178.87
184.61
190.71
173.22
476.07
338.26
222.86
246.69
116.69
1949.11
172
Insurance
25/02/2003
R4093
24/02/2003
R4083
25/03/2003
R4343
19/02/2003
R4055
21/02/2003
R4073
11/03/2003
R4234
06/03/2003
R4197
27/03/2003
R4367
08/02/2003 - 08/02/2004
08/02/2003 - 08/02/2004
08/02/2003 - 08/02/2004
08/02/2003 - 08/02/2004
08/02/2003 - 08/02/2004
08/02/2003 - 08/02/2004
08/02/2003 - 08/02/2004
08/03/2003 - 08/02/2004
426.73
400.76
364.02
1000.46
710.85
468.34
518.42
366.43
SubTotal
38.79
36.43
33.09
90.95
64.62
42.58
47.13
33.31
386.90
426.73
400.76
364.02
1000.46
710.85
468.34
518.42
366.43
4256.01
Calypso Hair Design
Bicton Self Serve
Al Dente Pasta
V 2.4.0 (Build 14)
GST
Amount
146.85
352.48
484.60
143.17
Page 2
A-5.2
Date: 08/04/2003
Time: 12:51:55 PM
Date
Ref.
Expenses
Statutory Outgoings
201
Shire Rates
21/02/2003 C14027
Details
Paid To
Council rates 1st inst 4 00/01
City of Melville
202
24/01/2003 C13933 Water Rates 1st inst. 2 00/01
204
Water Consumption
05/03/2003 C14082 Water 21/2/00 - 3/8/00
Insurance Premiums
211
Fire Insurance
21/02/2003 C14029 Insurance renewal 12/8-12/8/01
Cleaning
251
Contract Fee
05/03/2003 C14072
Sanitary disposal unit
254
Cleaning Materials
05/03/2003 C14063 Cleaning 19/6/00-14/7/00
05/03/2003 C14063 Cleaning 17/7-11/8/00 & towels
255
Toilet Requisites
05/03/2003 C14062 Toilet hand towels July
05/03/2003 C14062 Toilet hand towels August
Repairs & Maintenance Wages, M
336
Plumbing
24/01/2003 C13927 Repair cistern - keeps running
11/02/2003 C13991 Repair tap ladies toilet
08/04/2003 C14182 repair pipe in cupboard, 15
GST
Amount
SubTotal
280.00
280.00
1230.55
1230.55
SubTotal
0.00
0.00
1853.80
1853.80
SubTotal
0.00
0.00
621.80
621.80
SubTotal
358.06
358.06
4253.79
4253.79
SubTotal
14.30
14.30
157.30
157.30
SubTotal
0.00
0.00
0.00
200.00
300.35
500.35
SubTotal
5.27
4.22
9.49
58.00
46.41
104.41
SubTotal
5.80
6.00
15.20
27.00
63.80
66.00
167.20
297.00
SubTotal
6.36
6.36
70.00
70.00
SubTotal
32.55
32.55
358.00
358.00
SubTotal
16.45
16.45
181.00
181.00
SubTotal
0.63
29.61
-0.63
6.90
58.94
6.90
6.90
109.25
6.90
325.41
-6.90
75.92
850.04
75.92
6.90
1334.19
SubTotal
0.00
0.00
0.00
0.00
66.60
327.48
230.66
624.74
Water Corporation
Water Corporation
GIO Australia
Pink Healthcare Serv
G Sgro
G Sgro
Ensign Services (Aus
Ensign Services (Aus
Building Intelligence & Emerge
343
Repairs & Maintenance
11/02/2003
J3086 Repair To Back Door
Miscellaneous
401
08/04/2003 C14198 Audit 2000
Gardening
452
27/03/2003 C14150 Lawnmowing x4
Administration
480
Management Fees
11/02/2003
J3083 GST Fixed Sundry Fee July 00
11/02/2003
J3147 Management Fee
11/02/2003
J3157 GST Fixed Sundry Fee July 00
12/02/2003
J3162 Fixed Sundry Fee
14/03/2003
J3253 Management Fee
17/03/2003
J3263 Fixed Sundry Fee
11/02/2003 C13995 GST Fixed Sundry Fee July 00
James Rooney & Sacha
Higgins Lawnmowing S
Graham Darcy R/E Tru
Payments to Landlords
501
Payments to Landlord
26/02/2003
J3174 Interest LatePay Sp 99 Dec-Jan
26/02/2003
J3175 Interest LatePay Sp 99 Feb-Apr
14/03/2003
J3256 GST Water/shire Rates Jul-Sep
V 2.4.0 (Build 14)
Page 3
A-5.3
Date: 08/04/2003
Time: 12:51:55 PM
Date
Ref.
Details
Total GST on Income =
Total GST on Expenditure =
1033.19
853.46
Paid To
Opening Balance
Total Income
Total Expenses
Closing Balance
V 2.4.0 (Build 14)
GST
Amount
5443.23
12299.44
11586.93
6155.74
Page 4
A-5.4
Date: 08/04/2003
Time: 12:42:15 PM
Income and Expense Budget Summary - December 2001 to December 2001
BOMA
Code Description
Budget
Actual
Budget-Actual
% Diff.
Income
141
161
162
168
169
172
Interest
Outgoings-General
Management Fee
Insurance
Total Income
201
204
332
336
401
452
Shire Rates
Water Consumption
General
Plumbing
Total Expenditure
1900.00
2700.00
4600.00
241.97
919.58
309.72
283.72
116.69
730.45
2602.13
-241.97
-919.58
-309.72
-283.72
1783.31
1969.55
1997.87
167.20
358.00
181.00
706.20
3200.00
1800.00
2000.00
-167.20
-358.00
1019.00
7493.80
94
73
Expenses
3200.00
1800.00
2000.00
1200.00
8200.00
A-6
100
100
100
85
Date: 08/04/2003
Time: 12:48:59 PM
Income and Expense Budget Summary - October 2001 to December 2001
BOMA
Code Description
Budget
Actual
Budget-Actual
% Diff.
Income
141
161
162
168
169
172
Interest
Outgoings-General
Management Fee
Insurance
Total Income
201
202
204
211
251
254
255
332
336
343
401
452
480
501
Shire Rates
Water Consumption
Fire Insurance
Contract Fee
Cleaning Materials
Toilet Requisites
General
Plumbing
Repairs & Maintenance
Management Fees
Payments to Landlord
Total Expenditure
1900.00
2700.00
4600.00
241.97
919.58
309.72
283.72
116.69
730.45
2602.13
-241.97
-919.58
-309.72
-283.72
1783.31
1969.55
1997.87
1230.55
1853.80
621.80
4253.79
157.30
500.35
104.41
1969.45
-1853.80
1178.20
-4253.79
-157.30
-500.35
-104.41
2000.00
-129.80
-70.00
-358.00
1019.00
-1334.19
-624.74
-3219.73
94
73
Expenses
3200.00
1800.00
2000.00
1200.00
8200.00
A-7
129.80
70.00
358.00
181.00
1334.19
624.74
11419.73
62
65
100
85
Date: 08/04/2003
Time: 12:40:34 PM
Tenant Income Summary - November 2001 to November 2001
MTD Income
YTD Income
161 Outgoings-General
162 Management Fee
168 Shire/Municipal Rates
172 Insurance
Tenant Totals
BOMA Description
95.57
78.46
104.13
426.73
704.89
95.57
78.46
104.13
426.73
704.89
Calypso Hair Design
162 Management Fee
169 Water & Sewerage Rates
Tenant Totals
81.46
45.93
173.22
300.61
81.46
45.93
173.22
300.61
162 Management Fee
172 Insurance
Tenant Totals
89.72
73.69
97.79
400.76
661.96
89.72
73.69
97.79
400.76
661.96
Bicton Self Serve
162 Management Fee
172 Insurance
Tenant Totals
224.05
162.74
244.11
1000.46
1631.36
224.05
162.74
244.11
1000.46
1631.36
141 Interest
162 Management Fee
172 Insurance
Tenant Totals
327.48
740.85
405.09
338.26
710.85
2522.53
327.48
740.85
405.09
338.26
710.85
2522.53
104.88
84.13
114.27
468.34
771.62
104.88
84.13
114.27
468.34
771.62
Al Dente Pasta
162 Management Fee
172 Insurance
Tenant Totals
Shape Up Hair & Beauty
162 Management Fee
170 Land Tax
172 Insurance
Tenant Totals
Months A/C s
Accounts O/S
23.62
14.04
75.11
279.09
114.74
75.11
71.61
27.49
29.27
597.31
27.49
140.26
Tenant Totals
V 2.4.0 (Build 14)
Page 1
A-8.1
Date: 08/04/2003
Time: 12:40:34 PM
Tenant Income Summary - November 2001 to November 2001
MTD Income
YTD Income
172 Insurance
Tenant Totals
BOMA Description
116.10
126.49
518.42
761.01
116.10
126.49
518.42
761.01
GRAND Totals
7353.98
7353.98
V 2.4.0 (Build 14)
Months A/C s
Accounts O/S
140.26
597.31
Page 2
A 8.2
Date: 08/04/2003
Time: 12:41:06 PM
Tenant Income Summary - September 2001 to November 2001
BOMA Description
162 Management Fee
172 Insurance
Tenant Totals
Calypso Hair Design
162 Management Fee
Tenant Totals
162 Management Fee
172 Insurance
Tenant Totals
MTD Income
YTD Income
95.57
78.46
104.13
426.73
704.89
286.71
177.48
104.13
184.61
426.73
1179.66
81.46
45.93
173.22
300.61
162.92
81.43
173.22
417.57
89.72
73.69
97.79
269.16
166.69
97.79
190.71
400.76
1125.11
400.76
661.96
Bicton Self Serve
162 Management Fee
172 Insurance
Tenant Totals
1000.46
1631.36
672.15
352.48
244.11
476.07
1000.46
2745.27
141 Interest
162 Management Fee
172 Insurance
Tenant Totals
327.48
740.85
405.09
338.26
710.85
2522.53
327.48
740.85
405.09
338.26
710.85
2522.53
104.88
84.13
114.27
314.64
188.84
114.27
222.86
468.34
1308.95
Al Dente Pasta
162 Management Fee
172 Insurance
Tenant Totals
224.05
162.74
244.11
468.34
771.62
Shape Up Hair & Beauty
162 Management Fee
170 Land Tax
172 Insurance
Tenant Totals
78.35
29.39
26.92
Months A/C s
Accounts O/S
23.62
14.04
75.11
279.09
114.74
75.11
71.61
27.49
29.27
597.31
27.49
134.66
V 2.4.0 (Build 14)
140.26
Page 1
A-9.1
Date: 08/04/2003
Time: 12:41:07 PM
Tenant Income Summary - September 2001 to November 2001
BOMA Description
MTD Income
YTD Income
116.10
126.49
518.42
761.01
348.30
126.49
246.69
518.42
1239.90
7353.98
10673.65
Months A/C s
Accounts O/S
140.26
597.31
Tenant Totals
172 Insurance
Tenant Totals
GRAND Totals
V 2.4.0 (Build 14)
Page 2
A-9.2
V 2.4.0 (Build 14)
(H)-9457 0728 (W)-9319 1391
Standing Items
161
Outgoings-General
162
Management Fee
9.35
89.74
1076.83
56.17
/Month
/Year
Shop 17 Vanity Fur Dog Grooming
(H)-9527 6813 (W)-9339 2415
Standing Items
161
Outgoings-General
162
Management Fee
8.49
81.51
978.10
51.02
/Month
/Year
Shop 15a Calypso Hair Design
Outgoings
% Base
$/Month
$/Year
9.96
95.55
1146.62
Area
(Sq.M.)
(Approx.)
Shop 15 First Base Investments Pty Ltd 59.81
Lansbury & Associates
/Month
(H)- (W)-9319 1488
/Year
Standing Items
161
Outgoings-General
162
Management Fee
Unit
Tenant
Business Name
Phones
A-10
April 2011
April 2011
10/11/1997-09/11/2004
NET
NIL
April 2011
April 2011
27/08/1992-27/08/2007
NET
NIL
April 2011
April 2011
28/12/1994-26/12/2005
NET
NIL
Lease
Comm. & Expire
Type
Options
Page 1
October 2000
October 2000
132.00
617.87
7414.44
October 2000
October 2000
126.50
537.83
6453.96
October 2000
October 2000
132.00
657.91
7894.92
Rental
$/Sqm/Year
$/Month
$/Year
Tenancy Schedule
Comments
$89.72
$40.78
11/11/2003 Management Fee 6% on gross collections
MKT/10% Stats billed seperate
GST applies 1/7/00
$81.46
$35.54
MARKET Stats billed seperate
GST applies 1/7/00
$95.57
$43.42
GST applies 1/7/00
Rent
Review Date
Review Type
Vacate Date
Date: 08/04/2003
Time: 11:26:02 AM
16.59
159.17
1910.00
10.93
104.87
1258.38
99.63
/Month
/Year
Shop 99 Andrews & Prince Butchers
Shop 101 Al Dente Pasta
65.64
Al Dente Pasta
/Month
(H)-9434 3472 (W)-9319 2886
/Year
Standing Items
161
Outgoings-General
162
Management Fee
V 2.4.0 (Build 14)
(H)- (W)-9339 1979
Standing Items
161
Outgoings-General
162
Management Fee
(H)-9339 6891 (W)-9339 1279
Standing Items
161
Outgoings-General
162
Management Fee
23.35
224.01
2688.15
Outgoings
% Base
$/Month
$/Year
140.22
/Month
/Year
Area
(Sq.M.)
(Approx.)
Shop 97 Bicton Self Serve
Unit
Tenant
Business Name
Phones
Comments
$159.18
$68.06
09/02/2003 Management Fees 6% on gross collections
MKT/10% Stats billed seperate
GST applies 12/8/00
$224.05
$80.59
30/06/2003 Management Fees 6% on gross collections
GST applies 1/7/00
Rent
Review Date
Review Type
Vacate Date
Date: 08/04/2003
Time: 11:26:03 AM
A-10.2
April 2011
April 2011
$104.88
$45.67
18/08/1997-17/08/2004 19/08/2003 Management Fee 6% on gross collections
NET
MARKET/10%Stats billed seperate
3 YEARS
GST applies 1/7/00
April 2011
April 2011
08/02/1993-08/02/2003
NET
5 YEARS
April 2011
April 2011
29/06/1992-28/06/2002
NET
5+5(NEWACT
Lease
Comm. & Expire
Type
Options
Page 2
October 2000
October 2000
126.50
691.95
8303.40
October 2000
October 2000
136.61
1134.24
13610.88
October 2000
October 2000
104.50
1221.09
14653.08
Rental
$/Sqm/Year
$/Month
$/Year
Tenancy Schedule
V 2.4.0 (Build 14)
72.66
/Month
/Year
600.61
/Month
/Year
Outgoings-General
BUILDING TOTALS: Area =
(H)- (W)Standing Items
161
55.46
/Month
/Year
Area
(Sq.M.)
(Approx.)
Outgoings-General
Shop 103 Castlehill S/C Syndicate 103
(H)- (W)Standing Items
161
Shop 101 Castlehill S/C Syndicate 101a
Unit
Tenant
Business Name
Phones
OutGoings
959.52
11514.27
12.10
116.08
1392.96
9.23
88.60
1063.22
Outgoings
% Base
$/Month
$/Year
April 2011
28/08/1998-
April 2011
08/03/2003-
Lease
Comm. & Expire
Type
Options
Page 3
A-10.3
Rental
4860.89
58330.68
October 2000
0.00
0.00
0.00
December 2001
0.00
0.00
0.00
Rental
$/Sqm/Year
$/Month
$/Year
Tenancy Schedule
$116.10
$88.56
Vacant
Vacant
Rent
Review Date
Review Type
Vacate Date
Comments
Date: 08/04/2003
Time: 11:26:03 AM
801 Canning Highway
Applecross WA 6153
Phone: 9364 6677
Fax: 9364 7433
EMail: graham@geedee.com.a
Real Estate Agent
ABN: 99 444 222 222
Major Framers
Unit 1
3 Canham Way
GREENWOOD WA 6024
Tenant Statement/Tax Invoice
Issued Under the Authority of Pentelic Pty Ltd
ABN : 60 628 299 393
8 April 2003
Accounts Due For : Unit 1 3 Canham Way, GREENWOOD WA 6024
Date
29/03/2003
28/04/2003
18/03/2003
18/03/2003
Details
From
Rent
Rent
Outgoings-GeneralManagement Fee-
30/03/2003
29/04/2003
30/03/2003
30/03/2003
To
GST Amount
28/04/2003 164.79
29/05/2003 164.79
29/04/2003
5.72
29/04/2003 12.69
1812.69
1812.69
62.93
139.57
Includes GST of : $347.99
Cut Here
Major Framers
Unit 1 3 Canham Way
29/03/2003 Rent
28/04/2003 Rent
18/03/2003
18/03/2003
BSB No: 086-999
Acc No: 123456678
Ref No: 00245
30/03/2003
28/04/2003
1812.69
29/04/2003
29/05/2003
1812.69
62.93
Outgoings-General
29/04/2003
Management Fee
29/04/2003
139.57
801 Canning Highway
Applecross WA 6153
A-11
Commercial Tenant Late Payment Report
Date: 08/04/2003
Time: 11:38:27 AM
Payments Since 09/03/2003 more than 5 days late
Tenant
Al Dente Pasta
Andrews & Prince Butche
ASA Appliances
Biniris (Aust) Pty Ltd
Biniris (Aust) Pty Ltd
Calypso Hair Design
Edwards,Mr Michael
Homestay Village Group
Major Framers
Swift,Terry & Patricia
Vanity Fur Dog Groomin
Property
Harris & Pembroke St,101 BICTON 6157
3 Canham Way, Unit 2 GREENWOOD 6024
20 Kearns Cres, Suite 07 APPLECROSS 6153
Harris & Pembroke St,15a BICTON 6157
20 Kearns Cres, Suite 12a APPLECROSS 6153
3 Canham Way, Unit 1 GREENWOOD WA 6024
20 Kearns Cres, Suite 12b APPLECROSS 6153
Paid On
Due On
Days Late
11/03/2003
02/04/2003
12/03/2003
10/03/2003
07/04/2003
25/03/2003
27/03/2003
12/03/2003
13/03/2003
20/03/2003
10/03/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
30/03/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
28/02/2003
11
33
12
10
8
25
27
12
13
20
10
V 2.4.0 (Build 14)
Payment
$691.95
$1134.24
$1364.00
$393.25
$393.25
$537.83
$413.60
$957.00
$1812.69
$536.80
$617.87
Rent
$691.95
$1134.24
$1364.00
$393.25
$393.25
$537.83
$413.60
$957.00
$1812.69
$536.80
$617.87
Cycle
Month
Month
Month
Month
Month
Month
Month
Month
Month
Month
Month
Page 1
A-12
801 Canning Highway
Applecross WA 6153
Phone: 9364 6677
Fax: 9364 7433
EMail: graham@geedee.com.a
Real Estate Agent
ABN: 99 444 222 222
Castlehill Shopping Centre Syndicate
C/- Mr & Mrs Galati
144 Phoenix Road
HAMILTON HILL WA 6163
OWNER TAX INVOICE For : December 2001
Owner ABN: 21 853 243 406
Date Printed : 08/04/2003
Landlord Account Fees and Charges
Fee Description
Qty Value
Totals
GST
0.00
Total
0.00
V/O Account Fees and Charges (GST Inclusive)
Fee Description
Qty Value
Management Fees
1
75.92
Totals
GST
6.90
6.90
Total
75.92
75.92
Property
Supplier
ABN
Details
GST
Harris & Pembroke St,1 Higgins Lawnmowing Se 14 028 748 532Lawnmowing x4
16.45
Onley Plumbing & Gas 90 330 672 069repair pipe in cupboard, 15.20
32.55
Oldfield & Jones
222 222 222 222Audit 2000
Harris & Pembroke St,1 Castlehill Shopping Cent 21853243406 Outgoings 9/9 - 30/9/0
5.90
1.95
Castlehill Shopping Cent 21853243406 Shire rates 9/9 - 30/9/0
Castlehill Shopping Cent 21853243406 Water Rates 9/9 - 31/1
10.60
Castlehill Shopping Cent 21853243406 Insurance 9/9 - 12/8/01
33.31
Castlehill Shopping Cent 21853243406 Outgoings 1/10 - 31/10
8.05
Harris & Pembroke St,1 Castlehill Shopping Cent 21853243406 Outgoings 1/10 - 31/10
10.55
Totals
134.56
Total
181.00
167.20
358.00
64.94
21.44
116.69
366.43
88.56
116.10
1480.36
Property
Property
Suppliers Invoices for Property Expenses
TOTAL FEES and PROPERTY EXPENSES
Total includes GST of
A-13
$1556.28
$141.46
ABN: 99 444 222 222
801 Canning Highway
Applecross WA 6153
Phone: 9364 6677
Fax: 9364 7433
EMail: graham@geedee.com.
Real Estate Agent
Castlehill Shopping Centre Syndicate
C/- Mr & Mrs Galati
144 Phoenix Road
HAMILTON HILL WA 6163
Owner Statement / Tax Invoice
Page: 1
Date: 08/04/2003
GST
Debit
Credit
0.00
Opening Balance
Rental Income
Property
15 Harris & Pembroke St
15a Harris & Pembroke St
Tenant
Calypso Hair Design
Bicton Self Serve
Al Dente Pasta
From
30/03/2003
28/02/2003
30/03/2003
30/03/2003
28/02/2003
Paid To
Paid To
Paid To
To
29/04/2003
29/03/2003
29/04/2003
29/04/2003
29/03/2003
29/03/2003
07/03/2003
27/08/1998
Ref
R4338
R4343
R4423
R4419
R4437
Total Rent
59.81
48.89
56.17
111.01
103.11
657.91
537.83
617.87
1221.09
1134.24
378.99
4168.94
Creditor Payments
Property
Details
Outgoings 9/9 - 30/9/00-Castlehill Shopping Centre
Shire rates 9/9 - 30/9/00-Castlehill Shopping Centre
Water Rates 9/9 - 31/12/00-Castlehill Shopping Centre
Insurance 9/9 - 12/8/01-Castlehill Shopping Centre
Ref
C14148
C14148
C14148
C14148
C14148
C14148
Total Creditor Payments
BAD Debits Tax
5.90
1.95
10.60
33.31
8.05
10.55
64.94
21.44
116.69
366.43
88.56
116.10
70.36
774.16
5.10
Balance
Cheque Payment Due To Castlehill S/Centre Syndicate
3389.68
$3389.68
E. & O. E.
A-14

GeeDee - Real Estate - GeeDee Realty Systems

Transcription

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