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AMS 3.0 is sold for $99.00    AMS 4.0 is sold for $149.00

Apartment Management Software (AMS 3.0 & AMS 4.0)

AMS 3.0 and 4.0 are written in Access 97. This program requires Microsoft Access 97 or Access 2000 or Access 2002 to run. The purpose of AMS is to assist managers keeping track of apartment units and ease daily operation by total electronic automation. The program strongly emphasizes user-friendliness, strict data type checking, data error control, rigid enforcement of data integrity rules, referential integrity rules, business rules, and relational database rules. The program will be user-friendly enough to where any ordinary clerk can master it within 24 hours. At the beginning of every month, management can print out a report of all the tenants that have not paid their rent. They can also print out a report of all the tenants that have requested maintenance, and whether or not the problem has been addressed. Management can also print out report of projected income for the next 1 to 99 months based on the number of units that are currently occupied (positive revenue), reserved (positive revenue), and vacant (negative revenue).

Both versions of AMS will run under Windows 95, 98, ME, NT, 2000, and XP. AMS 3.0(97) can accommodate over 10,000,000 (ten million) units and tenants, while AMS 4.0(97) can accommodate over 1,000 (one thousand) different property, wherein each property can have over 10,000 (ten thousand) units and tenants. An Access 97 database file can be as large as 1 gigabyte, while an Access 2000 database can be as large as 2 gigabytes. Therefore, AMS software for Access 2000 can contain a much larger number of properties, tenants, and units than the AMS 97 versions.

This program was painstakingly written to maintain strict data type checking, data error control, rigid enforcement of data integrity rules, business rules, and relational database rules in accordance with a professional business application program. For example, in the form "Tenant", in order to delete a tenant, several conditions must be met.

1. Tenant must have already moved out

2. Tenant must not owe landlord any money

3. Landlord must not owe tenant any money

4. When a tenant is listed as “moved out”, then a penalty will be charged . if he is moving out before the lease date has expired.

5. Total_Amount_Owed = Total_Rent_Owed  + Penalty_For_Moved_Out_Early +

                                           Damage_To_Unit  -  Security_Deposit

          Here is another example. In the form "Tenant", before a tenant 's lease could be renewed, two conditions must be met.

1. Tenant have not moved out

2. Tenant must not owe any rent (total rent owed = 0)

THE ONE DIFFERENCE BETWEEN AMS 3.0 AND AMS 4.0  

           AMS 3.0 and AMS 4.0 are identical in features and functionalities, except that AMS 4.0 has multi-property capability. This simply means that the software can keep track of many properties wherein each property is at a different location and each with a different name. For instance, the property name "North Carrollton" has a unit number 100, and is located in the North, while Sakowitz Farmers Branch also has a unit number 100, and is located at South side of the city. Having multi-property capabilities, means that all data representation on forms, and reports will be categorized under the appropriate property name. Everything is easy to read and understood properly by any novice.

 AMS 3.0 and AMS 4.0  has nine major forms for displaying and inputting information.

1)    Unit – Allows you to keep track of apartment unit information such as unit number, rental cost, number of square feet, number of bedrooms, number of bathrooms, whether the unit is vacant, occupied, reserved or occupied/reserved, and more.

2)   Reservation – Allows you to store information of a potential tenant who has already paid a deposit and is waiting to move in. Common information is first name, last name, middle name, driver license, social security number, amount deposited, type of payment (cash, credit, check, money order) unit number reserved, planned move-in date, and more.

3)  Tenant – Allows you hold information of current and past tenants and whether or not they presently owe any money to the landlord.

4)   Payment – Allows you to see payment activities of all tenants. How much they paid, when they paid, etc..

5)   Maintenance – Allows you to log and manage maintenance activity of all units that either tenants, staff or management have requested. What kind of work needs to be done, when it was completed and how much labor and material cost were involved.

6) Tenant Phone List – Allows you to quickly lookup a tenant ‘s work, and home phone, and the property name as well as the unit number in which they reside.

7) Property - This is where you enter the property name, property ID, address, phone number, and the manager name that is in charge of that particular property. 

8)  Projected Deficit – All landlords desire a 100% occupancy rate for all units at all times. Projected Deficit allows you to project your deficit (negative revenue) from 1 to 99 months into the future. Projected deficit is computed by taking all existing apartment units (regardless of their status) and multiplying their rental cost by the number of months projected. This will provide an ideal situation where supposedly there is a 100% occupancy rate for all units at all times. These figures will then be subtracted from the figures of projected revenue. Projected revenue is comprised of revenue from  units that are occupied (positive revenue) and/or reserved (positive revenue). The end result for these figures shows how much money has been lost when a 100% occupancy rate has not been achieved. Projected deficit will either be a zero or some negative amount, but it will never be a positive amount. Projected revenue, however can be zero, a positive amount, or a negative amount.

9)   Projected Revenue – Allows you to project your income into the future based on the number of units that are occupied (positive revenue), reserved (positive revenue), and vacant (negative revenue). When vacant units is selected, any units that are vacant will generate a negative amount and it will be subtracted from the positive amount. You can project anywhere from 1 to 99 months into the future.

            There are 18 different reports that you can print that show detailed and summarized information. In AMS 4.0, these reports will be grouped under property name so that you will know whether the unit number 100 is under say “North Carrollton” or “Farmers Branch” or others. There is no confusion as to which unit belongs to which property and which tenant belongs to which property and to which unit number.

1. List all units with vacant status

2. Show loss of revenue due to units that are vacant

3. List the total number of apartment units in the database

4. Show report of Projected revenue based on units that are occupied, reserved or  vacant or all

5. Show report of Projected deficit based on units that are occupied or reserved or vacant or all

6. List all tenants that have moved out and still owe money

7. List all tenants that are late on payment

8. List all tenants that will be moving in

9. List all tenants that are moving out within the next 31 days

10. List all apartment units and detailed information

11. Show a summary report of all units grouped by status, and number of bedrooms

12. List all tenants that have moved out and still owe money

13. List all of the maintenance work that has been done in all apartment units

14. List all maintenance request for all apartment units

15. List all maintenance requests where maintenance had been completed

16. List all maintenance requests where maintenance has not been completed

17. Show revenue if there is a 100% occupancy rate

18. List all information associated with a property

            AMS 3.0 and 4.0 has many color bar chart and 3-D pie chart that will display the detailed and summarized data in an easy to read format.

1. A 3D PIE CHART that displays all units by status (vacant, occupied, reserved or occupied/reserved) and by percentage of total.

2. A 3D PIE CHART that displays all units by status (vacant, occupied, reserved or occupied/reserved) and by value of total.

3. A 3D PIE CHART that displays tenants that have paid rent versus tenants that have not paid rent for the current month.

4. A 3D PIE CHART that displays all tenants (current and moved out) that paid rent versus tenants that have not paid rent for all time (previous to present).

5. A 3D PIE CHART that displays all units where repairs have been completed versus all units where repairs have not been completed.

6. A BAR GRAPH that displays maintenance costs of labor, materials, and the total cost of both for each of the different months.

7. A BAR GRAPH that displays the projected deficit for the next   1 to 99 months. 

8. A BAR GRAPH that displays the projected revenue for the next   1 to 99 months based on the number of units that are currently occupied (positive revenue), reserved (positive revenue), and vacant (negative revenue).

1. Days After Move - This is a minimum number of days that must pass before a tenant who has already moved out can be deleted from the system.  Ex: If a tenant moved out on 10-1-97, then he can only be deleted on 10-11-97 if the Number_Of_Days_After_Moved is set to 10.

2. Discount on rent –  Landlord can set a discount and its amount for units with 1, 2, or 3 bedroom and a date range along with the type of tenant (new tenants, current tenants or both)  to whom that discount is offered.

3. Grace period - This is the number of days a tenant has after the monthly rent is due to pay. Ex: If the monthly rent is due on 1/1/97, and if the grace period is 3 days, then the grace period is up to 1/4/97. If a tenant did not paid by 1/5/97, then he is considered late on payment.

4. Payment Cycle - There are three different payment cycles that a landlord can choose. The first option is payment due the first business day of every month, where Monday  through  Saturday  are considered     business days. Ex:  3/1/97 is a Saturday, and is also the first business day of the month. The second option is payment due the first business day of every month, where Monday  through  Friday  are considered business days. Ex: 6/2/97 is a Monday, and is also the first business day of the month. The third option is payment due on the first of every month, regardless of whether the day is a weekday or a weekend. Ex: 12/1/96 falls on a Sunday, and 1/1/97 is a Wednesday.

5. Penalty for Moving Out Early – Management can designate the penalty amount that a tenant incurs if he moves out before the lease expires. This penalty amount can be set differently for one bedroom units, two bedroom units and three bedroom units.

            Additional features of version 3.0 and 4.0 are not listed here because this information is only a summary.

    Click one of the options below to download either AMS 3.0 or AMS 4.0. These trial programs have all of the functionalities of a full version except you can only work with the sample data. In addition, please select the the item with the correct Access version that you have, since AMS 3.0 for Access 97 will not run under Access 2000 and vice versa. Likewise AMS 4.0 for Access 97 will not run under Access 2000 and vice versa. The password to gain access to the form "Parameters and Variables" is "administrator". To obtain a working version of AMS, please send $99 for AMS 3.0 or $149 for AMS 4.0 to the address below.

Download AMS 3.0 for Access 97        Download AMS 3.0 for Access 2000

Download AMS 4.0 for Access 97        Download AMS 4.0 for Access 2000

Linh Vu
P.O. Box 117933
Carrollton, Texas 75011-7933

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Last updated: 9/01/2001