Rent Manager Guide

• Within RM, there is feature that lists available integrations. Purchasing Platform is listed here with a brief description of our company. A RM user can hit a button requesting an integration.
• This type of request does not require any account or access to Purchasing Platform

• During the course of setting up a new customer, they can request this function. This makes the integration process part of the onboarding process
• To direct a new customer to an integration request, send this deck
  
  

• Current Users
  • Dave Bowen
  • Jovana Florus
  • Zamira Norova
  • Elliot Schulz

Check the backend customer or user pages to confirm if company or listed contact has created an account with us

If the requestor has no account in our system, reach out to the listed email using the following language

• Hi (First Name), We recently received a request to integrate to your Rent Manager environment. To get this process started you will need to register for an account on our site. Please follow this link to create your free, no obligation account.

In order to get the most out of Purchasing Platform and our Rent Manager integration, I’d like to know a little more about your company. Let me know a couple of times we can chat or go through a short demo of the site.

Thank you again for your interest in Purchasing Platform! Have a wonderful day!

If the requestor does have an account, proceed to the next step

• DO NOT include the colon (:) or the period at the end of the example. This will negate the API and prevent integration

• This function should be universal for all new RM integrations. This determines how orders display in RM. This bill function is preferred to journal as it allows for more functions

• Access the specific customer page and click “Pmt Systems and Methods” to confirm if the customer has been granted terms

• Consult the customer contact on this. Checking this box determines the status of the order upon order transmission
• Use of this option depends upon the preference of the customer’s accounting or finance team

• This category is equivalent to locations
• Any locations that have been added must be mapped
• Use the search menu to locate the RM counterpart to the Purchasing Platform location
• It is not uncommon for their to multiple search results to appear for a single property
  • The business unit always displays in parentheses after the property name, when in doubt confirm the business unit via the specific location page
    • Ex. Agave Village see the Business Units section in the lower right to confirm you have the correct mapping
• Map all locations on the current page before clicking “Update Rent manager mapping”
  • Allow the page to completely reload with the newly assigned mappings before clicking “Back” or proceeding to the next page

• All registered payment methods (credit cards & bank accounts) will require mapping
  • If a non-admin user adds a credit card during checkout, this card will also be included with the mapping. Check with customer contact if they would like this mapped
    • Most times these cards are not registered or stored in RM, so cannot be mapped
• Use the same steps for Properties to search for the correct credit card or bank in RM
• Often, customers will have a different naming convention for their banks so matching can take additional time
  • DON’T BE A HERO -When in doubt contact your customer to confirm the appropriate bank GL code to match with
• Map all payment methods on the current page before clicking “Update Rent manager mapping”
  • Allow the page to completely reload with the newly assigned mappings before clicking “Back” or proceeding to the next page

• If a customer has been granted terms by our finance team, Terms will replace the “Payment Methods” line
• You must map the established terms from the backend in RM
  • Access the specific customer page and click “Pmt Systems and Methods” to confirm the terms assigned to a customer (ex. Net 15, Net 30, etc)
  • Click the “Terms” link and select the corresponding terms for RM
    • Most common terms have been added as selection already, but you can create custom terms if required
    • Click “Create” or update as necessary

• Any expense account (GL code) added to a customer’s Chart of Accounts (CoA) must be mapped to RM
• This is is the easiest mapping in RM as you can search by the listed GL code number and turn up the exact result in RM
• Map all payment methods on the current page before clicking “Update Rent manager mapping”
  • Allow the page to completely reload with the newly assigned mappings before clicking “Back” or proceeding to the next page

• Vendor is a one time mapping with only single item to map.  Purchasing Platform must be listed as the vendor
• This is crucial to link to RM as this will tie us as the vendor of record when bills are submitted
• If you do not see Purchasing Platform as an option, reach out to the customer to confirm we have been added as a vendor within their RM environment

• Once an integration goes live, we have the ability to access select customer data within RM
• If you struggling with mapping or matching items you can review the data en masse as an authenticated partner
• Use this article on Rent Manager API Data Pull for access and navigation

• Within some customer RM environments, their information can be sorted by “Location”
  • Location is a tool to isolate or sort different properties into established groups
• At present Purchasing Platform can only support integration to a single “Location”
  • If the customer is utilizing multiple Locations in RM, the data will only populate from the first Location selected
  • If this is the case, we can only support integration to properties within the designated location
• Most customers use “Default” as their only Location

• A base feature of the integration is linking all registered unit or lot numbers for expense classification in real time
  • So if a unit is added in RM it will be available for use in Purchasing Platform immediately
• Linking this feature requires a specific account configuration on the front and back ends
  • Proceed to the specific customer page on the backend
  • Once you find the correct customer page click on it
  • Note the account owner under “Users”
  • Click the edit button (pencil) in the upper right corner
  • Check the box for “Require unit/lot number during expense classification”
  • On the front end, start a shadow session as the account owner
  • Proceed to the Expense Account page
  • Once there toggle “Require Unit/Lot Field” on all applicable CoAs
• Once this has been turned on, a drop down menu will populate automatically on any line item linked to the CoA (Expense type)
• Note that once active only registered unit or lots will transmit to RM
  • If you have manually added or uploaded a list of units or lots, these will not be carried over to the customer RM environment
  • Any manually added lots or units must be deleted on the location page to make this an effective feature
    • Exception: Many customers will request a generic designation for orders intended for the office or community at large. This manually added lot can remain with the understanding that when selected, it will not show up in RM.

• All available job numbers will be linked and become searchable via the External Reference #
• Orders can only support a single Job #, you cannot add any additional numbers

• IMPORTANT: If a user, supervisor, or any other user makes adjustment within Purchasing Platform to an order (expense classification, unit, notes, etc.) after the order is sent, these changes will not be transmitted. The order can also not be resent. The customer will have to manually adjust within their RM environment

• If any of the new objects are not showing up it’s possible they haven’t been added in RM or weren’t authorized for integration
  • Confirm the objects were added by contacting the customer contact or utilize the Advanced Search Options to confirm inclusion
  • If you confirm that the object is present via the search or customer, but still cannot locate within mapping, integration permissions may be the issue
    • When customers are opting into integration (see Rent Manager Integration Process pdf) they have to specify which locations and payment methods to grant us access to
    • If locations or payment methods are added after the initial request, direct the customer back to their integration settings to make sure the new objects are authorized for integration

• Confirm that the mapping is done correctly
• If mapping is correct and the error still persists, the problem could lie with a customers vendor settings within RM
  • Advise the customer to navigate to Purchasing Platform’s vendor page within their RM environment
  • Under “General” request confirmation that all properties are enabled under “Associated Properties"

• These locations are registered to users as opposed to the customers so will never show up in mapping, making transmission impossible

• Zamira is the tech team member most familiar with RM errors and troubleshooting, never a bad idea to tag her in the ticket or reach out via slack DM to pick her brain

• Generally Gabe will loop in his API support team to assist
  • This API team will generally ask for logs or details related to the transmission
  • The RM API request and response will be published at the bottom of the order page and can be sent to RM upon request

• Orders are flowing over to RM without proper payment method mapping

• A number of RM customers are shifting away from lot/unit designation to using a feature called Assets to track expenses. This ticket is exploring what it will take to add a feature that allows users to link assets to an order.