Once you have all your tenants entered in the
program, you generate rents from the Activities menu. The pop-up
window will contain a date which will be the number of days ahead
of the current date as you specified in the "lead days" field
on the Custom Information form. When you click on "OK" the
program will generate rents for any unit which is now due or will
become due by the date showing on the pop-up form. The next time
rents are created, the program also checks to see if any unit for
which a rent is generated has a "past due" amount. If so,
a late fee is generated based on that amount and the method you have
chosen [flat fee, percentage, or both.]
SWAMP contains a number of income and expense
categories which can not be deleted or changed, since they are
essential to many of the reports. However, an unlimited number
of new categories may be added to the program.
From the "Main Menu" click the
icon labeled "Lists." In the "Lists" menu
place your cursor in the small window under "Categories" and
double click the left mouse button.
The "Category List" will open
with three headings: "Category," "Description," and "Type." When
you first open this form it will probably have only "Miscellaneous" listed,
with a blank line under it.
On the blank line enter the name of the
new category, a description of that category and chose the type
as either "Expense" or "Income." [Note that
as you begin to type on this line, that a new blank line is entered
After you leave this form, the new categories
you entered will be available for use in the payments form or
the recording of expenses form.
There are two basic ways of entering payments.
The first is more convenient for entering a number of payments
at one time, such as those received in that day's mail. The second
is more appropriate for dealing with an individual tenant, especially
if you want to print a receipt.
From the Main Menu, click on the "Activities" icon.
From the "Activities" menu, click on the button reading "Record
The "Select Billings" form will
open. The default setting at the top are tenant field blank, "Both" under "Mailed",
and "Unpaid" under "Paid." The form is filled
with payment lines from all tenants in the database, from which
that tenant whose payment you wish to enter will be selected.
To select the tenant, click the arrow
to the right of the "Tenant" field. This opens a drop-down
window with tenant names. Begin typing the first few letters
of the last name of the tenant. The program will immediately
begin to search for the name.
When the name comes into view, click on
it. That tenant's name will appear in the "Tenant" field
and all unpaid billings will appear in the window with the following
column headings: P, D, M, Tenant, Unit, Type, $Billed, $Paid,
Billed, Due, Paid To, Paid. The meaning and appropriate entries
are as follows:
for paid and should be empty.
for deposited and should be empty.
for mailed and should have a check mark in it.
the name of the tenant or organization renting this unit. The
name should be there.
number of the unit rented should be in this field.
category of the billing should be written in this field, i.e. "Rental."
amount billed for this category should be listed.
field should be blank or have $0.00 entered. This will be the
amount the tenant pays.
date in this field is the date that this billing was created
by the "Generate Rents" function.
date this payment is due should be in this field.
To: In the case of a rental payment, this is the
last day of the rental period covered by this payment.
field should be blank. It will be filled by the program with
the date the payment is recorded.
At the bottom of this form are four windows,
labeled "Count." "Total Billed," "Total
Paid," and "Balance." The numbers and amounts
in those fields at the start are for the entire database. When
you have selected a tenant, they reflect only those billings
in the window. If the tenant made a partial payment earlier,
and you have only "Unpaid" entries in the window, the
past due amount will not show here.
Before entering the payment, check to
see that the amount billed is correct and that the payment is
for that amount. If that is so, click the box under "P." The
program will enter a check mark in that box, an amount in "$Paid" equal
to that billed, and the current date in the field "Paid."
If the payment is less than the amount
billed, click as above then select the amount in "$Paid" and
change it to the actual amount. The difference will appear on
the next invoice as "Past Due."
If the payment is more than the amount
due, but not a full additional payment, click as above, select
the "$Paid" and change to the actual amount. The difference
will appear as a credit in the "Past Due" space on
the next invoice or be applied to any "Past Due" amount
owed by this tenant.
If the payment is for more months than
billed, first change the "$Billed" to the amount of
the payment and change to "Paid To" date to the actual
date covered by the payment. Then click the box under "P."
From the Main Menu, click on the "Tenants" icon.
At the "Tenants" form click on the arrow to the right
of the Tenant name.
When that drop-down window opens, start
typing the name of the tenant whose payment you wish to record.
When the name appears click on it.
From that tenant's form click on the bar
reading "Payments." The "Rents" window which
opens is a little different from the "Select Tenants" window.
Here the tenant's name is at the top, the default listing of
payments is "Both" and there is an additional box at
the right end of the billing line under the heading "R."
Also at the top is a window with instructions
on how to print a receipt and a button labeled "Receipt." At
the bottom are the same fields as the previous form except the "Count" window.
You may want to change the setting to "Unpaid" in order
to more accurately keep track of the amount entered as paid at
the bottom of the form.
You enter payments here exactly as above.
If you wish to print a receipt, click
the box under "R" and then click the "Receipt" button
at the top of the form. The receipt printed is similar to the
half page invoice form, and includes tenant information, a column
showing the amounts billed and a second column showing the amounts
Swamp allows you to have all rents due on
the same day of the month and automatically prorate the first payment
to that common due date.
Open the "Custom Information" form.
Click the box in front of the statement "Start All Rentals
on the Same Day." When that is done, the "Which Day" window
becomes active. In that field choose the day that you wish your
rents to be due. You may choose any day between 1 and 28.
When a rental occurs, enter the tenant
information as usual on the tenant form. When the "1st" button
is clicked, the "Rents" form opens and the first payment
will be prorated from the "Start" date to the date
selected on the "Custom Information" form.
At the top of that form is a button on
which is written "Add Another Payment." Click this
if you wish to enter another full payment in addition to the
prorated first payment.
NOTE: The prorated first payment will
always be a partial month, even if the "Period" is
for more that a month. The "Add Another Payment" will
follow whatever number has been entered in the "Period" field.
Swamp allows you to change rates on all
the same size and type of storage unit at one time. You may change
one sized unit at a time, all the units at once, or any combination
of different sized units. You may also update the tenant's rate
at the same time, or not.
[If you are just installing this program,
you do not need to do this. The rate dates will be automatically
created as the new tenants are entered in the program.]
Go to the "Administration Form" and
click on the button reading "Update Rate Dates." This
opens a pop-up window with options for your selection. The first
option is "What To Update" and the choices are to update
only blank rate dates or to update all. The second option is "Update
To What" and your choices are Move in date + guarantee time
or to a specific date. If you choose the latter, there is a field
to enter the specific date through which the current rate will
When you have made your selections, click "Update
Now." The program will enter the appropriate dates in the
field on the "Tenant Form" which has the heading "Rate
Date." This is the date that the new rate will go in to
effect for this unit. [Note: When you do this for the first time
to an old database, many of these dates will be in the past.]
Go to the "Main Menu" and click
on the icon titled "Unit Rates." The form which opens
contains a summary listing of all your units grouped by size
and characteristics [such as heat, inside, tall, elect.] and
listing the rate for that type of unit.
Click on the button at the top titled "Update
Rates" and three columns of fields will open at the right
with the headings: "New Rate," "Effective Date" and "Update
Tenants." The new rate and update tenants fields are blank.
The current date is printed in the effective date fields.
Enter the new rates for all units that
you wish to update at this time. Accept or change the effective
date [This date is just for your information, and will be entered
on the units form, so the current date is most appropriate].
The "Update Tenants" click boxes
can be clicked if you want the new rate to overwrite any rate
now on the tenant forms. Normally, you would not click these,
as all special rates and guaranteed rates would be overwritten.
Click on "Update Now" at the
bottom of this form. SWAMP will enter the new rates in each of
the units on the "Units" form and on the "Rate" field
on the "Tenant Form" for all current tenants where
you have clicked the "Update Tenants" click box. When
the function is completed, a report of the number of rates changed
The next time the "Generate Rents" function
is used, the program will look at the "Rate Date" for
that unit on the tenant form. If the date has passed it compares
the rate on the unit form with that on the tenant form; and if
they are not the same, the new rate is inserted and a billing
is generated at the new rate. At the same time, a new "Rate
Date" is entered according to the guaranteed time found
on the custom information form. If the date already on the form
is still in the future, the old rate continues to be used.
NOTE: If you give a tenant a special rate,
it is now imperative that you also extend the "Rate Date" for
the period that you wish that special rate to stay in effect.
Otherwise the "Generate Rents" function will change
it to the new rate when the "rate date" is passed.