Portfolio Wizard

When you regularly require reports for the same group of buildings, create a portfolio, so that you don’t have to list them individually, because a portfolio is any group of buildings. A portfolio can act as a "company" or can be any group of buildings for reporting purposes, as a building can be included in more than one portfolio.

1. In the Navigation Pane click on System Tasks

2. In the System Tasks, select Wizards

3. In the Start a Task menu, select Portfolio Wizard

Create a New Portfolio

A new portfolio can be created from existing portfolios, in other words you can group certain portfolios together, or you can create them from your list of buildings. You will most likely want to "Create from buildings."

If most of your buildings belong in one portfolio, send them all over to the right column (which will be your new portfolio) by clicking the double arrow button. Then eliminate those that don’t belong by double clicking them in the right column. If you have many buildings this will be a useful feature.

Will this portfolio be used for financial reporting?

The most common answer will be No.

Yes is only required if you will be reporting financial statements with less than 100% or will be reporting specific account numbers with a different percentage. E.g. Bill Smith owns 50% of the three buildings plus he has agreed to pay for all Leasing advertising. If you select Yes, the prompt will appear about the percentage being 100%.

If your answer is "No, percentage is other than 100%", the following screen will appear. All the buildings in the portfolio will appear in a list with the Ownership Percent shown as 100%.

The Ownership percentage can be modified.

Override Accounts:

Normally the answer would be No, but if for example, an owner has agreed to pay all Lease Advertising (not just his 50%, Yes would be selected.

Having answered Yes to the above screen, the following screen will appear. To set up the Override Accounts for a building, select the building by clicking on the box to the left of the building name.

The building name will appear in the bottom section. Key in the account number directly, if you know it, or double click on the account number field to call up the account selector screen. Select the account number and then click on OK.

You may set up any number of account overrides for each building. When all are set up, click on Next

Portfolio Name

Enter the portfolio name, and then click on Finish.

Reminders

- Use the Portfolio Wizard to add, change or delete portfolios.

- Portfolio by Owners: If you do third-party management for a number of different owners, use Portfolios to separate these properties from the other properties you either manage or own. Set up Portfolios for each group of properties.

- Portfolio Security: Another application for setting up a portfolio is when you want to restrict a user by a particular Portfolio, or set of buildings. This is only applicable if you have the optional Security module. For further instructions on security, see the index under "security".