Onboarding Quick Reference

• This is set as a quick reference guide for building out a larger accounts that require the use of uploads. See Legacy Onboarding for best practices.

Creating Accounts

• Definition: Creating the customer account on the Purchasing Platform backend.
• Collateral/Templates: SOP
• Notes: Can be done whole cloth, but wherever possible, utilize cloning feature based on customer portfolio type or via the appropriate super customer.

Data Request/Intake Form Sent

• Definition: Sending a form for customer to identify locations and users they would like added to their account
• Collateral/Templates: Template for Customer

RM Integration Acitvation

• Definition: How to set up and activate a new customer within in Rent Manager
• Collateral/Templates: Rent Manager Guide

Locations (Upload)

• Definition: Uploading of confirmed locations to the backend.
• Collateral/Templates: Uploading Locations, Upload Template

Chart of Accounts

• Definition: Adding the chart of accounts obtained from customer or pulled from Rent Manager API to the front end
• Collateral/Templates: RM API Data Pull, Adding CoAs and Mapping Defaults
• Notes: This must be done via the front end and the list can simply be copied and pasted directly into the system. Multiple different CoAs can be supported under a single customer

Business Units (Upload)

• Definition: Uploading accounting short codes to the system. These code can be customer provided, or pulled directly from Rent Manager. Business units link CoAs to locations which allows for expense classification
• Collateral/Templates: Uploading Business Units, Upload Template, RM API Data Pull
• Notes: Business units can be used multiple times as longed as they are linked to different types of COAs. Ex. Business unit ABCD can be uploaded twice on same property ID as long the expense type is different each, so one listed as Operations and the other as Capital

Map CoA Category Defaults

• Definition: Setting defaults on the front end to categories so expense classification is automated.
• Collateral/Templates: Adding CoAs and Mapping Defaults
• Notes: Should be completed by internal team, but functionality should be highlighted during training or on follow up call with customer so they can adjust as needed.

Lot Designation (Optional) (Upload)

• Definition: Uploading housing units into the core system. These can be obtained via the customer or pulled directly from Rent Manager.
• Collateral/Templates: Uploading and Maintaining Housing Units, Upload Template, RM API Data Pull
• Notes: If using this functionality, remember that boxes must be checked in two locations to enable this. First during customer setup click “Require unit/lot number during expense classification” and then in the COA on the front end the gray button reading “Require Unit/Lot Field” must be clicked and showing blue for all COAs this should be utilized for.

Synch/Map Data in Rent Manager

• Definition: Mapping all data shared by Rent Manager to it’s counterpart in Purchasing Platform. Must be completed in order to allow orders to be sent to Rent Manager
• Collateral/Templates: Synch/Map Data in RM
• Notes: N/A

User Upload

• Definition: Uploading user to a specific customer
• Collateral/Templates: Rent Manager Guide, Upload Template
• Notes: This is is best done when all locations and payment methods have been added. Best practice is to do this in tranches starting at the top of the approval chain so active supervisors can be assigned during upload