Property Vista Concession Setup
Property Vista Concessions Setup
Including Yardi Setup and Mapping from Yardi to PropertyVista
Purpose, Scope and Assumptions
The purpose of this Document is to assist Property Management Company’s (PMC) using Yardi Voyager and/or other software
from Yardi family of products, to setup Concessions.
For PMC this document also assists with setup and configuration of Yardi Leasing Specials. The Yardi section of this document
applies to Yardi Voyager 6.x and 7.x. (some of functionality will be added in future Property Vista releases. The future
functionality is referenced throughout the document, and such references are marked in red).
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Contents
Purpose, Scope and Assumptions ....................................................................................................................................................................................... 1
1.
Basic Workflow ............................................................................................................................................................................................................ 3
2.
Leasing Specials Setup in Yardi Voyager 6 ................................................................................................................................................................... 4
3.
Leasing Specials Setup in Yardi Voyager 7 ................................................................................................................................................................... 7
4.
Concessions Setup in Property Vista ......................................................................................................................................................................... 10
5.
Leasing Specials Reference and Mapping to Property Vista Concessions ................................................................................................................ 13
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1. Basic Workflow
When working with PropertyVista products in Yardi mode, PMC needs to setup Lease Specials in Yardi Voyager on Unit Type or
Unit level. Please see next two sections for detail instructions how to set Lease Specials for Voyager 6 and 7.
PropertyVista will use Leasing Specials from Yardi as Concessions during Lease Application Creation process. Leasing Specials
that were created in Yardi can be selected for use in PropertyVista.
In future releases, PMC will be able to use Yardi Lease Specials as PropertyVista Concessions also during Lease Renewal
Process. PMC will also be able to make charges to Concessions during Lease Application Creation and Lease Renewal
processes, using Yardi Voyager’s flag Modifiable=Yes. Please see Leasing Specials Reference and Mapping to Property Vista
Concessions Section for details.
After Lease Application submitted to Yardi, and converted to Lease (“Move-In”), Voyager adds resident's selected concessions
as lease charges with negative amounts and credits the resident when monthly charges are posted. PropertyVista Lease
module will import charges and outstanding balances from Yardi, and they will be used for setting payments and will be
displayed in CRM and on Resident Portal.
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2. Leasing Specials Setup in Yardi Voyager 6
This section applies to Yardi 6.x Voyagers users. This section does not replace the Yardi User Guide, and is not intended to
provide the explanation of Yardi functionality, components, or complete setup of Leasing Specials. This section provides the
basic setup of Leasing Specials for PMC that are using both PropertyVista and Yardi products.
In Voyager, select Residential->Community Manager. In Community Manager Dashboard, select Property and click on Leasing
Specials
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Then select Unit Type
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In this screen, you can create or edit Unit Type Specials or Unit Specials. Unit special is applied for specific unit, where Unit
Type Special is applied for the entire Unit Type. For example, Unit Type Special that is set for Unit Type “2bdrm” will apply for
all units of that type.
Please note: If unit has both Unit Type and Unit Specials, Unit Specials will override Unit Type Specials.
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3. Leasing Specials Setup in Yardi Voyager 7
This section applies to Yardi 7.x Voyagers users. This section does not replace the Yardi User Guide, and is not intended to
provide the explanation of Yardi functionality, components, or complete setup of Leasing Specials. This section provides the
basic setup of Leasing Specials for PMC that are using both PropertyVista and Yardi products.
You can create or edit Unit Type Specials or Unit Specials. Unit special is applied for specific unit, where Unit Type Special is
applied for the entire Unit Type. For example, Unit Type Special that is set for Unit Type “2bdrm” will apply for all units of that
type.
Please note: If unit has both Unit Type and Unit Specials, Unit Specials will override Unit Type Specials.
To add a Unit Type Leasing Special:
From the side menu, select Unit Pricing > Specials > Update Specials. The update specials screen appears.
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Click the Add Special button in the row corresponding to the unit type to which you want to add a special. The Leasing
Specials screen appears.
In the Amount Type field, select whether you want the Unit Type Special to be a flat amount or a percentage of the market
rent. For information about the fields on this screen, see “Leasing Specials Screen Reference”
Complete the rest of the screen. For information about other fields on this screen, see “Leasing Specials Reference and
Mapping to Property Vista Concessions”.
To add Unit Leasing Special:
From the side menu, select Unit Pricing > Specials > Update Specials. The update specials screen appears.
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Click the Unit Specials tab. Click the New Record button
. The Leasing Specials screen appears.
In the Amount Type field, select whether you want the Unit Type Special to be a flat amount or a percentage of the market
rent. For information about other fields on this screen, see “Leasing Specials Reference and Mapping to Property Vista
Concessions”.
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4. Concessions Setup in Property Vista
In Property Vista CRM PMC can select concessions that were setup in Voyager as Leasing Specials in Create Lease Application
process. In future releases, PMC will be able to select Concessions for Lease Renewal process, as well as modify Concession
start and end dates and amount.
To start new Lease Application, press New Lease Application button in Marketing & Rentals->Lease Application navigation
menu item.
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New Lease Application form will appear. In the form, click on Add Concessions after Building and Unit selection.
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All concessions available for the unit or unit type that were set in Voyager will appear in selection box.
Selected concessions will be added to Lease Application. After Lease Application submitted to Yardi, and converted to Lease
(“Move-In”), Voyager adds the resident's selected concessions as lease charges with negative amounts and credits the
resident when monthly charges are posted. PropertyVista Lease module will import charges and outstanding balances from
Yardi, and they will be used for setting payments and will be display in CRM and on Resident Portal.
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5. Leasing Specials Reference and Mapping to Property Vista Concessions
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Attribute
Description
PropertyVista Mapping
Mapped to
PV
Lease Type
Type of lease for which the leasing special is available:
New Move-In The special is available for prospects signing new
leases.
Renewal The special is available for residents renewing leases.
NOTE If you want to select both options: select one option, hold
CTRL, and click the other option.
Lease Type=Move- In will be mapped to Concessions available
during Lease Application Create process
Lease Type=Renewal will be available for Renewals in future
PropertyVista releases
Y
Charge Code
Charge code for the special. Your system administrator sets up
the options for this field.
Charge Code needs to be mapped to PropertyVista AR Code
Y
Start Date
Date on which the special is available for selection. If the special Ignored in PropertyVista (not passed in Yardi API)
is available immediately, leave this field empty.
Expiration
Date
Date on which the special can no longer be selected. If the
special can be selected indefinitely, leave this field empty.
Ignored in PropertyVista (not passed in Yardi API)
Recurrence
Determines if the special repeats:
One-Time The special occurs only once.
Recurring The special repeats every month.
NOTE If you select the Recurring option, the Proration and the
Recurrences fields appear; you must complete these fields.
One-Time only
Proration
(This field appears only if you select Recurring in the Recurrence Ignored in PropertyVista (not passed in Yardi API)
field)
Determines if the special is prorated:
None The special is not prorated.
Life-of-Lease The special is prorated.
Recurrences
(This field appears only if you select Recurring in the Recurrence Ignored in PropertyVista (not passed in Yardi API)
field)
Number of repeats for the repeating special.
Lease Term
From
Shortest lease term for which the special is available.
Future
mapping
Y
Will be used for term validation in future PropertyVista releases
Y
Lease Term To Longest lease term for which the special is available. If you do
not want to specify a longest term, leave this field empty.
Will be used for term validation in future PropertyVista releases
Y
Taxable
Ignored in PropertyVista (not passed in Yardi API)
Applies sales tax to the special.
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Modifiable
Enables users to modify the amount of the special when they
select it.
Must be set to Yes to be used in future releases to modify
amount and from , to dates during Lease Application and
Renewal process in future PropertyVista releases
Y
Starting
Month
Month in which the special begins.
Will be used in future PropertyVista releases
Y
Notes (applicable for future PropertyVista releases – in red):
1. When choosing Lease Term From and Lease To attributes, please remember that you can set up additional unit type
specials if you have different specials for different lease terms
2. If unit has both Unit Type and Unit Specials, Unit Specials will override Unit Type Specials
3. Checkmark the modifiable box will give PropertyVista users in future releases the ability to change the amount of the
special, the starting month and the duration when the special is chosen for a prospect or at time of move in. Not
marking it as modifiable means these items cannot be changed when the special is chosen
4. Enter the starting month of this special. If you want the special to be given at time of move in, choose 1 as your
starting month. If the special should be given on the first full month of the lease, choose 2 as your starting month. In
future releases of PropertyVista if 1 is chosen, the amount will be subtracted from total amount that tenant owes at
Move In time, and posted in generated Lease Application and Lease Agreement
5. In Voyager, you can set up proration and recurrences. This proration will be ignored by PropertyVista as this attribute
is not supported by Yardi API. Even though the Leasing Special proration cannot be used by PMC with PropertyVista at
the time, it is important to understand how Yardi interprets the proration. Specials can occur once or repeat every
month for a specific number of months. If you want to divide the amount of a repeating special by the number of
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months in a lease-term, you can prorate the special. Prorated specials are multiplied by the number of repeats. For
example, you can set up a $600 special for a 12-month lease in the following ways:
Repeat No. of Prorate Result
Repeats
No
N/A
N/A
$600 at the starting month
Yes
1
No
$600 at the starting month
Yes
2
No
$600 at the starting month and $600 the next month
Yes
1
Yes
$50 every month ($600 special ÷ 12 months = $50 per
month × 1 repeat = $50 per month)
Yes
2
Yes
$100 every month ($600 special ÷ 12 months = $50 per
month × 2 repeats = $100 per month)
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