PIMS - Property Integrated Management System

System Overview

PIMS is a comprehensive integrated Windows based Property Management and Accounting system designed by chartered surveyors experienced in property management. The system is easy to use and is totally interactive between modules.

PIMS provides comprehensive property management solutions for investment Companies, Managing Agents, Owner-occupiers, & Multiple Tenancies.

Key Features:

• A truly interactive system of all property management and accounting functions
• End user friendly
• Facility to "switch" between active modules
• Multi group, sub group and company structure
• Lease wizard providing users with simple and logical data entry format
• Rent roll by group, sub group, company, property
• Automatic logging of changes to records
• Over 100 standard reports
• All reports can be saved in a variety of formats, attached to an Email or transferred to spreadsheets, word processors etc. All reports have a print preview facility
• Full "drill down"
• Easy to use windows interface with "Outlook" style menus
• Integrated document manager for photos, leases, plans, and correspondence.
• Comprehensive diary for Event Management.
• Extensive Credit Control Features including Final Demands, Bailiffs and Solicitors Letters.
• Import/Exporting of data.
• Dynamic Data Exchange (DDE) from the system to other applications - word processing, spreadsheets and databases.

Property Management Modules

• Property Register - Records details of properties and their valuations, head leases and units.
• Tenants Register - Records lease and tenant details.
• Property Managers Diary - Provides a diary for event monitoring.
• Progress and Comparables - Mmonitors negotiation of Rent Reviews and Leases/Licence terminations.

Rent Receivable

• Manages the rental income for a landlord lead system based on lease information.
• Produces Arrears Reports and full tenant payment history.
• Aged debtors by income type e.g. rents, insurance etc.
• Formulas for interest on late payment and retrospective rents
• Credit Control status reports.

Service Charge Accounting

• Manages the apportionment of service charge payments into various expense types and categories.
• Records income and expenditure for each category, service charge year and property.
• Provides for budgets and recharging.
• Extensive flexible reporting.

Insurance

• Manages the Insurance Policies for properties and charges premiums to tenants for Rebuilding, Loss of Rent, Engineering, Inspection and Terror
• Extensive flexible reporting.

Client Accounting

• Provides reports on a Landlord basis itemised by type of income/expenditure.

Purchase Order Processing/Invoice Register Integration

• Monitors order progress with Purchase Invoice Register for automatic authorisation
• Facility to scan and store Invoices for use during enquiry/authorization

Purchase Ledger

• Records details of suppliers, transactions and payments due.
• Automatic production of Remittance Advices/Cheques.

General/Nominal Ledger

• User defined chart of accounts with group, sub group and company structure.
• Full journal facilities including reversing and recurring.
• Provides provisional and final year-end routines.
• Full itemised and summary reporting by cost centre, account, period, sub analysis, group, sub group, company
• Standard reports include Trial Balance, Profit and Loss & Balance Sheet.
• Automatic Posting of Deferred Income and Accruals and Full VAT Reporting

Fixed Assets/Investment Register

• Integrated registers
• Automatic depreciation facility

Cash Accounting

• Daily cash accounting and reconciliation
• Automatic posting of receipts to Tenant Accounts/General Ledger
• Import Bank transactions to facilitate Bank Account Reconciliation

Security & Audit

• Users are assigned to user groups depending on their specific needs. This allows the menu options to be predefined and ability to edit records assigned on a user basis.
• Automatic logging of changes to records, for example, changes to lease details are logged and change advices printed and details transmitted to surveyors.

Other Modules

• Full Utility Meter support for Electricity, Water and Gas meters which can recharge to clients automatically.
• Telecoms module which records any telecommunications devices set up with tenants and can automatically import telephone records.

Many clients have specific requirements, for example, the charging method for Insurance. In acknowledgement of this, PIMS can be customized accordingly. In addition, we are able to provide data conversion facilities where necessary.

Provision of 1-2 days training spread over several weeks are usually sufficient. This may be carried out on site at the client's premises, or alternatively at our offices. Additional training is available dependent on client's requirements.

On going telephone support is available via our Help Desk from Monday to Friday between 9.00 am to 5.30 pm through a Software Maintenance contract. Links via Broadband are available where clients have these facilities available.

"Richlyn have developed, specifically for Evans Easyspace, a truly integrated property management and accounting system which is regularly updated to meet ongoing information requirements in an increasingly changing business environment. We are more than pleased to recommend their products and excellent customer service."

Bradley Cooper, Financial Director, Evans Easyspace

"We have enjoyed a very strong working relationship with Richlyn since 1999 and they have been instrumental in enabling us to implement fully integrated property management and financial systems which are tailored to our needs. Our continuous improvement plan and agreed upgrades ensures that we remain ahead of our competitors.

More recently Richlyn have developed a number of websites for various group companies, introduced complex telephony billing systems and has provided IT solutions to many of our operational activities. We have always received an excellent standard of service and, we would have no hesitation in recommending Richlyn as an IT solutions provider."

P.T. Millington, Finance Director, Evans Property Group

"Wykeland Group has used PIMS, an integrated property and accounting package developed by Richlyn, for the past three years, and I have been impressed by its user friendliness, flexibility and level of integration it offers. I have used numerous accounting applications in the past; this is the first package I have seen that genuinely integrates seamlessly with other business functions within the same application. We have also been impressed with the willingness of Richlyn staff to overcome problems with minimum delay and fuss, find solutions, and the ability to adapt PIMS to meet new needs and challenges."

Ian Franks, Finance Director, Wykeland Group Limited

"Valad has grown rapidly over the last few years as we have expanded our wide range of property activities on a national basis. We required an integrated Property Management and Accounting System for our UK operations that would meet our current and more importantly our future needs to allow us to expand further.

After researching the products available on the market we chose PIMS because of its automatic integration between the various ledgers, its extensive reporting and the flexibility of the system to meet our changing needs."

K. C. McCabe, Director, Valad