and now we will learn how to manage the tenants data there are two places in QuickBooks that
allow you to manage your tenants information the customer center window and the customer or
in our case tenant specific reports we're going to explore both of these very thoroughly in this
particular video first the customer center it allows you to add edit delete or make inactive
any tenant or tenants records it's like a Rolodex or a database of tenants that allows you to access
any information about your tenants with just a few clicks you can see all the transactions you
ever had with a particular tenant you can take notes and update the notes about your tenants
right inside their own records so let's take a look let's just open it up and see what it looks
like from the main menu click customers customer center now of course in a couple of minutes we're
going to put the tenants list right here and after we put in the tenants their names will
appear here and we'll put in their information like their phone number their email and any
other information we need will be right here the proper way to set up tenants records would be in
a hierarchy like a pyramid for example if you had one company that owned two buildings one
of the buildings was on Peyton Place and that building had four units and the other building
was on Meadow Lane and that building had four living units that means that the company in the
company file would have eight records four of which would be under each building if you set
it up the proper way then your profit and loss by apartment or profit and loss by building will be
correct remember no matter how many buildings are in one company under one legal entity it
has to be one company per one company file then in that file you can list the buildings in the
customer center and then list the units and the tenants has sub customers under that building so
let's take a look let's imagine this is the tenant list for Peyton Place and the tenant
list for Meadow Lane but both of those buildings are in our company we're going to put in everyone
on the tenant list just to see how it gets input but in our course we're only going to use Meadow
Lane just to save time so let's take a look how to put in this information here we are in the
customer center okay on the top left you see new customer click new customer then first you have to
click new customer and put in the building we're going to put in first Meadow Lane now we're going
to click OK if we double click we can edit any of the permanent information QuickBooks thinks
this is a particular customer so if there were an email address or a phone number associated with
the building itself or any other important data that you feel you could put in and benefit from
in the meadow lane building record you could put it here let's do the same thing for Peyton Place
new customer new customer Paignton place so all I did was put the name of the buildings now what
we're going to do is put the tenants under each building for example under Meadow Lane we're
going to put in part Minh one a is Allen R B two B is Betty Boop and so on this is how you do it
you well we can make this column a little wider if we need to so click on the building then when
that building is selected click new customer job and over here click Add job remember you have to
click Add job when Meadow Lane is selected now it says new job and it knows it's under
Meadow Lane and we type in part Ninh 1a Allen RB just follow along step by step now of course you
might want to put a dash between the 1a and the Allen RB and of course you could fill in other
information about his work number and his website or additional information about you know you might
want to categorize certain types of customers and other kinds of things that you could explore
and experiment with if you edit his information and need to pull it up at any given moment click
ok and notice there's an indent here this indent tells you that Allen RV is under Meadow Lane make
sure Meadow Lane is selected and click new ad job now we type an apartment to be - Betty Boop and
of course we could put in any other additional information that we could double click and open
and edit at any time click OK notice Betty Boop is under Meadow Lane again make sure meadowland
be careful not to leave the cursor on Betty Boop or you're gonna make a sub customer of Betty Boop
make sure you again select Meadow Lane click new customer ad job and then this is apartment
3c candy Charles okay then click OK same thing Meadow Lane new customer and job 4d Dave Dini ok
very good click ok now um notice if I click one a Allen RB his name comes up here and it says
what job he's under and if I clicked here after I recorded his transactions I would see all of his
transactions listed here and so on see if you can do the rest with Peyton Place while I pause the
video see if when you come back to the video your peyton place list looks the same as mine
so if your final list looks like this with these folks indented after Peyton Place then you did
the setup correctly for the other tenants if not you have to learn what you used when managing the
chart of accounts regarding deleting and making lists items inactive in order to get it to work
right don't forget if I double-click and I see that I'm under the wrong job I can switch jobs if
I need to in this case I don't but that might help you correct things so that we can move on to the
next part of the video and here we are in the next part of the video we're going to explore features
of the Customer Center first you should know that if you open the Customer Center you can see every
transaction you ever had with that tenant so just to remind you how to open it you click customer
customer center if you want you can even add it to the icon bar let's do that view add customer
center to the icon bar and click OK now we won't have to remember where to click in the main menu
to open it up now notice if I click to be and I get Betty Boop what would show up here under
by the way there's the customer job tab and the transactions tab in the left margin so I prefer to
see my customer transactions organized by customer not by transaction type if you want to see your
transactions organized by transaction type of course you would click there but I'm not going
to we click customer job here and you can see them listed here as long as you choose this tab if this
tab is chosen you could see all transactions you can sort them by type you or you could even sort
them by date or even choose a different date range and that's how you can see all of the customer or
tenant transactions you can actually sort them as I mentioned and you can record notes if you
have issues or problems with a tenant what you can do is select that tenant then click notes and then
you can click manage note and new and type in anything you want to remember about this tenant
and that note will be there you can even date and timestamp the notes so that you can remember the
date and time that you put that note in then click OK and then it means when you come back
to that particular tenant you'll automatically see notes as soon as you click here and you'll
see each note that you left listed here and when you click on it you can see the note and you can
edit it or delete it or do whatever you want so don't forget to add to the list of handy things
that the customer Center can do the fact that you can date and timestamp the notes that you make for
the customer now the Customer Center is nice but there is no substitute for the customer or more
specifically the tenant reports the most important report is the customer balance detail now we don't
want to call it the customer balance detail we want to call it the tenants balance detail but
what it will show us is not only every transaction we've ever had with that particular tenant or at
least transactions that change the balance but it also shows the running balance which means the
balance that the customer or tenant owed us or the balance that we owed the tenant at any particular
moment in time so we have to open it up pin it to the icon bar and we'd like to change the name from
the customer balance detail to the tenant balance detail so from the main menu we click customers
excuse me we click reports reports customers and receivables customer balance detail now of
course it's blank now because we haven't had any transactions but we need to do two things we need
to expand our knowledge of modifying reports a little bit to make this read tenant balance
detail so we learned in a previous video that if we wish to customize a report we go to the top
left that we click customize report then in this case we're going to customize the header/footer
and was simply going to change the word customer in the title of the report to the word tenant
now it says tenant balance detail if you want you could even remove date prepare time prepared and
any of this other nonsense and then just click OK and now the title of the report looks the
way we need it to look we can also expand upon the knowledge that we learned about our icon
bar by putting it up in the icon bar but also having the label read tenant balance detail so
from the main menu we click view to come down to add customer balance detail to the icon bar
but remember in the label we can change the word customer to the word tenant oops we're not doing
that way you have to do it this way you go tenant just like that and now the label will say tenant
balance detail so if we want to see the tenant bounce detail we click here and it remembers the
title that we like so now we have successfully changed our customer balance detail into tenant
balance detail and we're going to do the same thing with the second most important cost a
tenant report the profit and loss by job let's make it change to the profit and loss by tenant
very simple from the main menu click reports jobs time and mileage and then profit and
loss by job now don't forget to make the date pull down show the results of all transactions
regardless of date now we'll change the title in the report click customize report click the
header and footer tab and change the word job to the word tenant don't forget to remove the date
prepared the type prepared and report basis and anything else in the header/footer tab that you
want to get rid of now when I click OK it has the right title and it's nice and neat now all
we have to do is add it to the icon bar from the main menu click View and profit & loss by job to
the icon bar but in the label we'll change the word job to the word Tennant so we're changing
the label in the icon bar now we have profit and loss by Tennant just one more thing I don't like
that this says tech customers I want to change it to have it's a tenant so I'm going to click
view customize icon bar click on the word customer click the word edit and change the word customer
to tenants records and that improves your skill in QuickBooks about the icon bar and it clarifies
what we're about to do going forward excellent work be very patient there's only one more setup
video after this I promise and then we will start to make landlord related transactions