LRM Access Manual
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Transcript of LRM Access Manual
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Microsoft AccessUsers Manual
Version 1
May 31, 2013
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Definition of Terms
DetailInformation regarding an entity entry, which corresponds to one box in the Manage Entries
window or the Search Engine; In the Preview part of the Overview pane, one column is
considered as a detail
EntityObjects which details are being recorded and tracked; Entities include Lot, Lessee, Contract,
Title and Plan
EntryOne entry pertains to one document or entity; In the Preview part of the Overview pane, one
row is considered as an entry
IdentifierA detail which assigns a unique number for every entry in an entity
Overview PaneThe whole interface
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Table of Contents
1. Introduction ........................................................................................................... 1
1.1 General Purpose .............................................................................................. 1
1.2 Management of Lease ..................................................................................... 1
2. Interface ................................................................................................................ 2
2.1 Log-in Screen .................................................................................................... 2
2.2 Overview .......................................................................................................... 2
2.2 Manage Entries ................................................................................................ 3
3. Lot ......................................................................................................................... 4
3.1 Lot Details ........................................................................................................ 4
3.2 Lot Detail Search .............................................................................................. 5
4. Lessee .................................................................................................................... 5
4.1 Lessee Details ................................................................................................... 5
4.2 Lessee Detail Search ........................................................................................ 6
5. Contract ................................................................................................................. 7
5.1 Contract Details ............................................................................................... 7
5.2 Contract Detail Search ..................................................................................... 8
6. Title ....................................................................................................................... 8
6.1 Title Details ...................................................................................................... 86.2 Title Detail Search ............................................................................................ 8
7. Plan ....................................................................................................................... 9
7.1 Plan Details ...................................................................................................... 9
7.2 Plan Detail Search ............................................................................................ 9
8. Statement of Account ........................................................................................... 10
8.1 Statement of Account Details ........................................................................ 10
8.2 Statement of Account Detail Search .............................................................. 10
9. Transaction .......................................................................................................... 11
9.1 Transaction Details ........................................................................................ 11
9.2 Transaction Detail Search .............................................................................. 11
APPENDIX A ............................................................................................................. 12
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1. Introduction
1.1 General Purpose
The Microsoft Office Access file Lease and Rental Database.accdb for the Lease and Rental
Management Tracking System is intended for use by the Property Management Department for the
management of the Lease and Rental functions of the department. It is designed to make the tracking of
documents and information more efficient. This manual describes the system and its interface, includingthe details required for the system to work.
1.2 Management of Lease
Three types of documents need to be recorded in the Management of LeaseLease Contract,
Lot Title, and Lot Plan. The details of each document as well as their physical location are put in the
Tracking System. Details of other entities such as the Lot and Lessee are also derived from the said
documents.
Refer to APPENDIX A for the process flowchart. Points where information should be recorded
are also indicated in the said flowchart.
Lot, Title, Plan- These information are first to be included in the database.- Lot and Plan information are first managed in SAR and ESRI files. In these files, all information
including the IDs are managed and are further imported in the Lease and Rental Database.
- Information on Titles is acquired from the Property Department.- Lots dont have physical documents representing their data; documents of survey plans and titles on
the other hand are stored physically.
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2. Interface
2.1 Log-in Screen
Upon opening the file, log-in using a valid username and password:
2.2 Overview
An overview of the Lot tab will appear.
The overview pane is composed of the following:
A. Tabsused to see the overview (different for every tab) of the five important entities being tracked
(Lot, Lessee, Contract, Title, Plan); once you click a tab, an overview of that entity appears
B. Manage Entriesused to add, edit, delete, or print information of a certain entity; each entity has a
differently colored Manage Entries button (Lot green, Lessee red, Contract blue, Title violet,
Planyellow)
A
C
D
E
B
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C. Export to Excelused to export the searched entries to MS Excel and the user wants to print the
results. An overview of the exported file is shown below:
D. Previewdisplays saved information for the entity; entries CANNOT be edited in the Preview
E. Search Engine used to search/filter specific detail/s about the entry of a specific entity; click
Search to display on the Preview ONLY the entries which contain the details being searched. (NOTE:
The Search Engine is a continuous search, meaning new searches will add up to the previous searches.
For a new search, click Clear.)
2.2 Manage Entries
Once the Manage Entries button is clicked on the Overview pane, a window with the same color
as the button will appear.
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ADD a new entry:
1. DO NOT click the Go to detail.2. Proceed with the filling up all the necessary/available details.3. Click Save and New if you want to add another entry or Save and Close to go back to the
Overview pane.
EDIT an existing entry:
1. Look for the identifier (e.g. Lot ID for the Lot entity) in the Search Engine.2. Click Manage Entries, and look for or type the specific identifier in the Go to detail. Other details
related to the specific identifier will also appear in the other boxes.
3. Proceed with editing the details.4. Click Save and New if you want to add another entry or Save and Close to go back to the
Overview pane.
DELETE an existing entry:
1. Look for the identifier (e.g. Lot ID for the Lot entity) in the Search Engine.2. Click Manage Entries, and look for or type the specificidentifier in the Go to detail. Other details
related to the specific identifier will also appear in the other boxes.
3. Click Delete to remove all the details of that entry.PRINT an existing entry:
1. Choose an entry by clicking Go to.2. Click Print Record and a print preview of that record will appear.
3. Lot3.1 Lot Details
Detail Description
Lot ID (identifier) To be assigned; Unique for every entry
Lot Name Lot Number
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Address Actual location of the Lot
Land Use What the Lot is being used for
Area Area (in square meters) of the Lot
Leased? Check if YES; Uncheck if NO
Remarks Other necessary information
Title Number Identifier of the Title associated with the Lot
Plan Number Identifier of the Plan associated with the Lot
Plan Location Actual location of the Lot Plan
Contracts Identifier of the Contracts associated with the Lot
3.2 Lot Detail Search
Detail Description
Lot Number Lot Number
Address Actual location of the Lot
Lot ID (identifier) Identifier of the Lot; Unique for every entry
Land Use What the Lot is being used for
Plan Number Identifier of the Plan associated with the Lot
Leased? Check if YES; Uncheck if NO
Area Not Less ThanArea (in square meters) of the Lot
Area Not Greater Than
4. Lessee4.1 Lessee Details
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Detail Description
Lessee or Applicant?Choose Applicant if the person is still applying for lease; Choose Lessee if the
application has been approved
Lessee ID (identifier) To be assigned; Unique for every entry
Last Name
Name of the Lessee/ApplicantFirst Name
Middle Name
Birth DateBirth date (month/day/year) of the Lessee/Applicant; Use the calendar on the right
side of the detail to choose the date
Gender Male/female
Civil Status Married/Single/Widowed
Company Fill out if the Lessee belongs to a company
Title Position of the Lessee on the said company
Land Line Use the format (xx) xxx-xxxx
Mobile Number Use the format 09xxxxxxxxx
Email Address [email protected]
4.2 Lessee Detail Search
Detail Description
Last NameName of the Lessee/Applicant
First Name
Lessee ID (identifier) To be assigned; Unique for every entry
Address ANO TO?Company Fill out if the Lessee belongs to a company
Lessee/ApplicantChoose Applicant if the person is still applying for lease; Choose Lessee if the
application has been approved
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5. Contract5.1 Contract Details
Detail Description
Contract Number (identifier) To be assigned; Unique for every entry
NameName of the Lessee (Last Name, First Name MI.) associated with the Contract; Use
the drop down menu to choose among the Lessee entries
CompanyFill out if the Lessee belongs to a company; Use the drop down menu to choose
among the company entries
LotID/LotNo/PlanNo Identifier of the Lot associated with the contract
Area Leased Area (in square meters) of the Leased part of the Lot
Start of ContractDate (month/day/year) of the Start of Contract; Use the calendar on the right side of
the detail to choose the date
End of ContractDate (month/day/year) of the End of Contract; Use the calendar on the right side of
the detail to choose the date
Name of Property Name of property
Address of Property Actual location of the property
Purpose What the Leased part of the Lot is being used for
Notes Additional details
Title NumberIdentifier of the Title/Lot/Plan associated with the Contract; Use the drop down
menu to choose among the previously recorded PlansLot Number
Plan Number
Contract Location Actual location of the Lease Contract
Renewed? Check if the contract has been renewed
Renew Click to renew the contract and change the new start and end of contract
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5.2 Contract Detail Search
Detail Description
Contract No (identifier) To be assigned; Unique for every entry
Contract Location Actual location of the Lease Contract
Lot ID Identifier of the Lot associated with the contract
Starting Year Date (month/day/year) of the Start/End of Contract; Use the calendar on the right
side of the detail to choose the dateEnding Year
Lessee Name of the Lessee (Last Name, First Name MI.) associated with the Contract
Company Fill out if the Lessee belongs to a company
Property Address Actual location of the property
Area Not Less ThanArea (in square meters) of the Leased part of the Lot
Area Not Greater Than
Renewed Contract? Yes/No
6. Title6.1 Title Details
Detail Description
Title Number (identifier) To be assigned; Unique for every entry
Lot Number Identifier of the Lot associated with the Title
Title Location Actual location of the Land Title
6.2 Title Detail Search
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Detail Description
Title Number (identifier) To be assigned; Unique for every entry
Title Location Actual location of the Land Title
Lot Number Identifier of the Lot associated with the Title
7. Plan7.1 Plan Details
Detail DescriptionPlan Number (identifier) To be assigned; Unique for every entry
Lot Number Identifier of the Lot associated with the Plan
Plan Location Actual location of the Land Plan
7.2 Plan Detail Search
Detail Description
Plan Number (identifier) To be assigned; Unique for every entry
Plan Location Actual location of the Land Plan
Lot Number Identifier of the Lot associated with the Plan
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8. Statement of Account8.1 Statement of Account Details
Detail Description
Contract Number Identifier of the Contract associated with the Statement of Account
StatAccount Number To be assigned; Unique for every entry
Lessee NameName of the Lessee (Last Name, First Name MI.) associated with the Statement of
Account
Location of Property Actual location of the property
Monthly Rate Amount charged per month
Start Date Date (month/day/year) of the Start of the Account; Use the calendar on the right side
of the detail to choose the dateEnd Date
8.2 Statement of Account Detail Search
Detail Description
Contract Number Identifier of the Contract associated with the Statement of Account
SOA No To be assigned; Unique for every entry
Lessee Name of the Lessee associated with the Statement of Account
Monthly Rate Amount charged per month
Start Date Date (month/day/year) of the Start/End of Contract; Use the calendar on the rightside of the detail to choose the dateEnd Date
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9. Transaction9.1 Transaction Details
Detail Description
Transaction Number To be assigned; Unique for every entry
Statement of Account Number Identifier of the Statement of Account associated with the Transaction
Period Identifier for which period (billing year) in which the transaction was done
Contract Segment Identifier for which segment within a period the transaction was done
Rental Due Date (month/day/year) when the rent is due
OR Number Official receipt number of the transaction
Date Paid Date (month/day/year) of the transaction
Amount Paid Amount paid during the transaction
Total Amount Identifier for total amount due during that specific contract segment
Current Due Identifier for the total due amount during that specific contract segment
Paid? Check if the transaction has been fully paidInterest Amount of interest to be added to the total amount
VAT/EVAT Amount of VAT/EVAT to be added to the total amount
9.2 Transaction Detail Search
Detail Description
Transaction Number To be assigned; Unique for every entry
SOA No Identifier of the Statement of Account associated with the Transaction
OR Number Official receipt number of the transaction
Date Paid Date (month/day/year) of the transaction
Paid? Check if the transaction has been fully paid
Adjusted?Identifier for a yes/no criteria if the total due was adjusted for inflation and contract
increase.
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APPENDIX A
Flowchart for the Processing of Lease Application
A,
B,
C
Information
aboutLot,
Title
andPlana
reacqu
iredfromS
ARandESRIfiles/PropertyDepartment
D
InformationabouttheLessee
isobtainedafterthe
requestofleasehasbeenconfirm
ed
E
InformationabouttheContractisobtainedafterth
edocumenthasbeenmadeanda
pproved