Google Maps Address Lookup

Google maps is great for looking up property addresses. RentHQ already uses Google maps for displaying the location of a property on a map.  However the accuracy of the map is dependent on the accuracy of the address information entered into RentHQ.

Now RentHQ will do an automatic google maps address lookup when entering or changing property addresses.  RentHQ will show a list of address lookup matches, and you can choose to select one of those addresses to help populate the rest of the address information.

You can choose to ignore the google maps address if a match can not be found, for example if this is a new property address that google maps does not know about.

Note – this works better and faster with the Windows 10 app version of RentHQ.  The app version would therefore be better of doing a lot of data entry.

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Scan documents directly into RentHQ

You can now use your scanner to scan documents directly into RentHQ and add them as attachments to tenants or owners or properties or property inspections.

Note – This only applies to the Windows 10 app version of RentHQ.  The browser version does not have access to your scanner.  This also may not work with older scanners.

To scan documents directly into RentHQ…

  1. Go to the Attachments tab on the tenant, owner, property or inspections screens and press the new Scanner button.
  2. Choose your scanner preferences using the selection of dropdown boxes.
  3. Next just press the Scan button.  This will scan the document(s) that are sitting in the scanner.
  4. You will be provided with a Preview link to view the file you have just scanned.
  5. If you are happy with the preview, just Save it.  This will upload the scanned file to RentHQ and save it as an attachment.
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Windows 10 App Updates

A new update has been released which only affects the Windows 10 app version of RentHQ.  A number of people have provided feedback on the Windows 10 app usability, so this update is to address those issues.

  • The scrolling tabs used in windows 10 have been replaced with something that now looks a lot more like the Silverlight browser version of the tabs.
  • The scrolling date picker has been replaced with a date picker that again looks a lot more like the browser version.  This is the old school calendar date picker.
  • The drop down combo box now behaves more like the browser version as well.  You can start typing the first few characters of the thing you want to select and it will find the closest match.

As a windows 10 user, I think you will find these changes are easier to use.  The scrolling behaviour found in Windows 10 is better suited to touch screens, however RentHQ is more likely to be used with a mouse than a touch screen.

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Adding photos to work orders via mobile phone

Using the Contractors login, you can now add attachments to a work order via your mobile phone.  This could be a photo taken from the phone, or another file already on the phone.

This enables contractors to take photos of the work completed, and have these automatically uploaded to RentHQ for the manager to see.  The contractor can also see the files uploaded for their records as well.

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RentHQ customers worldwide spread

Have you ever wondered where in the world RentHQ is being used?  Strangely enough, so did I.  So I decided to find out.

You can now view a world map showing where currently managed properties are located by going to
www.RentHQ.net/mapdata.aspx

There is some important information regarding this map.
Not all properties are represented.  Actually only a small proportion can be represented.  This is because we can only show properties which have complete addresses.  For example a property with a street address but no suburb or city is not specific enough to establish where in the world that property is located.  You can check if one of your properties has a specific enough address by clicking the ‘pin’ button to the right of the property address on the property details screen in RentHQ.
We have also hidden the exact location of a property.  Each pin on the map is accurate to within approximately 11km or 6.8 miles of the actual location of the property.  As a result some pins have ended up in the ocean, and multiple properties in similar locations could be shown as a single pin or number.

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Work Orders on the Mobile Phone

The RentHQ mobile companion software has been enhanced to include Work Orders.

This means when you are using the mobile phone or tablet, and viewing property details, you can now view the work orders associated with that property as well.

Not only that, but you can also create new work orders while on the go.  These work orders will appear back in the main RentHQ software just like any other work order.

This is ideal for anyone who uses the mobile software when doing property inspections.  If you notice something that needs repairing, you can now log it straight away so it does not get forgotten about.

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Issue with blank report screens

Over the last week or so a number of customers have had an issue when printing reports.  What they are seeing is a blank grey screen where the report output should be.

The issue seems to be an issue with Adobe Acrobat in Internet Explorer 11.  Adobe say they are looking into it and should have a fix shortly.  If you read the following web page, you will see a lot of other people are having the same issue with different software products.  A staff comment on October 28 suggests they have a fix, and will be sending it out shortly.

https://forums.adobe.com/thread/2221850

As a temporary workaround, when the blank screen opens, copy the web page URL and past it into a different browser such as Chrome or Firefox or Safari or the Edge browser.

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New Update – Add Multiple Attachments

The ability to add attachments has been enhanced.  Now you can add multiple files at the same time.  This applies to everywhere where attachments can be applied – tenants, owners, work orders and inspections.  So now you can add all those inspection photos at once.

To add multiple files you press the Add button on the attachment screen as per normal.  However when you choose which file to attach, you use the standard windows functionality of holding down the shift or controls keys while clicking the files to include.  Once selected, the RentHQ screen will go through each file one at a time allowing you to enter an attachment description and confirming the upload.

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GST or VAT reporting changes

More work has been done around printing the GST or VAT reports for property managers.

If you go to Functions/Setup/Income Groups or Functions/Setup/Expense Groups you can now choose to exclude specific groups from GST reporting.

The GST reporting is intended for printing the GST obligation of the property manager.  However commercial property managers often receive rent inclusive of GST.  That GST amount however is not normally paid by the property manager, but is paid by the property owner.  Therefore for GST reporting purposes, it would be necessary to exclude Rent from the GST report.  The same could also apply to other income or expense groups.  Generally the only income the property manager has which incurs GST is the management fee.

The existing report called Tax Summary has been modified to exclude income or expense groups which are specified as excluded from GST reporting.

A new report has also been created called New Zealand GST Calculation.  This is intended for New Zealand customers only.  It will print a report in a similar format to the New Zealand GST return, and could be used as a basis for completing your return.

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New Feature – Close Off Date

In RentHQ we have added a new close off date.

The close off date is any date which you can set by going to the Functions/Setup/Options screen.  (It defaults to 1/1/2000).

Once the close-off date is set, this effectively locks any transactions prior to this date.  This means you will not be able to edit or delete any transaction with a date prior to the close off date.  You will also not be able to create a new transaction with a date prior to the close off date (except for transaction imports).  Not only does this apply to transactions in the cashbook, but the same also applies to extra charges, extra fees and disbursements as well.

The primary intention of this feature is for people who know they have finished their transactions and want to make sure someone does not accidentally change or delete any of them.  If you really did need to change one of those transaction, you can change the close off date, and then change it back again after your modifications are complete.

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