8/12/2019 LRM Access Manual

1/15

Microsoft AccessUsers Manual

Version 1

May 31, 2013

8/12/2019 LRM Access Manual

2/15

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

8/12/2019 LRM Access Manual

3/15

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

8/12/2019 LRM Access Manual

4/15

1 | P a g e

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.

8/12/2019 LRM Access Manual

5/15

2 | P a g e

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

8/12/2019 LRM Access Manual

6/15

3 | P a g e

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.

8/12/2019 LRM Access Manual

7/15

4 | P a g e

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

8/12/2019 LRM Access Manual

8/15

5 | P a g e

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

8/12/2019 LRM Access Manual

9/15

6 | P a g e

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@domain.com

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

8/12/2019 LRM Access Manual

10/15

7 | P a g e

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

8/12/2019 LRM Access Manual

11/15

8 | P a g e

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

8/12/2019 LRM Access Manual

12/15

9 | P a g e

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

8/12/2019 LRM Access Manual

13/15

10 | P a g e

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

8/12/2019 LRM Access Manual

14/15

11 | P a g e

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.

8/12/2019 LRM Access Manual

15/15

12 | P a g e

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