Changing Software

Discussion in 'Property Management' started by Pumpkin, 21st Aug, 2020.

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  1. Pumpkin

    Pumpkin Well-Known Member

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    The time has come for us to change our Rental /Trust Account Software....

    For those of you who had done it, would you mind sharing what did you do? I would imagine to download all transactions in csv, and as many Reports as possible, but it's just impossible to do all.
    I have looked and it seems that the moment we stop, we will lose access. It doesnt look like they have a read-only copy.....
     
    Pumpkin, 21st Aug, 2020
    #1
  2. qak

    qak Well-Known Member

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    Do you have an auditor? Check with them what information/access they might need.
    I would think the best time to change would probably be either end of your trust account year, or the financial year.
     
    qak, 21st Aug, 2020
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  3. Tom Rivera

    Tom Rivera Property Manager Business Member

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    Are you using one of the big boy software platforms?
     
    Tom Rivera, 23rd Aug, 2020
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  4. Pumpkin

    Pumpkin Well-Known Member

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    Currently with a very small company, moving to a Big Boy :)
     
    Pumpkin, 23rd Aug, 2020
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  5. Tom Rivera

    Tom Rivera Property Manager Business Member

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    We changed recently and couldn't data export. It was an entirely manual process and we did it in house- though some of the companies can outsource it for you.
     
    Tom Rivera, 23rd Aug, 2020
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  6. Pumpkin

    Pumpkin Well-Known Member

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    I still havent gotten a direct answer as to whether they can export data. Fortunately our Rent Roll is very small.
    I have downloaded everything to CSV and expect there will be a lot of C&P.
     
    Pumpkin, 23rd Aug, 2020
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  7. Tom Rivera

    Tom Rivera Property Manager Business Member

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    Make sure you leave yourself plenty of change over time where you can still access your old database (3 months?) and ask your auditor for a list of things you need to keep, on top of the obvious things.
     
    Tom Rivera, 24th Aug, 2020
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  8. Lil Skater

    Lil Skater Well-Known Member

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    I changed years ago from PropertyTree to PMe. I don't know if things have changed, but at the time there was no read only through PropertyTree and also no export for PMe so I had to do it all manually :eek:

    I downloaded every single report from PT, including all EOFY summaries, ledgers, notes, contacts etc. Manually entered everything into PMe over the course of about a month. The year I changed all owners received two EOFY summaries. I didn't use PT as my filing system at the time, so there was less to do on that end.

    I did end of month with PT and started a new month with PMe. I had to go through everything again at the start of the month with PMe and double check all paid to dates. I also kept access to PT for about 2/3 months after the change just in case I missed anything.

    Also a good thing to do at the same time is file audits, might as well make sure everything is 100% at the same time. If you need a checklist let me know as I have a great one on Trello I'm happy to share.
     
    Lil Skater, 24th Aug, 2020
    #8