Microsoft Dynamics 365 for Property Management

Greetings

Office 365 and D365 Integration

- Single sign on and authentication

o I am now signed in with my Office 365 account, Office 365 is your productivity tools designed in cloud so that you
can easily do your admin tasks while working through your business applications.
o More than just apps like Word, Excel, PowerPoint, Microsoft 365 brings together cloud services, device
management, and advanced security in one, connected experience.
o Through your app launcher also known as the waffle button, you don’t have to log off or sign out every time
because you can easily jump from one application to another with one click.
o With few clicks you can easily log in to your Business Central or collaborate and send emails in Outlook.

o Say you are the Order processer from the procurement team, and most of the time, you use Microsoft Outlook to
communicate to your developers or contractors. Here I can see the emails, offers and quotations from them. Now,
what I would like you to focus on is the BC button in your email. Without going directly to BC, you can quickly see
the historical information of my vendors and contractors. Not only that, you can also create Purchasing documents
like PO and PI.
o So imagine having this kind of collaboration with your vendors and contractors without the need to go to the
actual accounting system just to prepare purchase and sales documents, very efficient right?
o Let me continue this transaction by creating a PO and see if this is the same PO we can generate in the system.
o As you may observe, the system suggests line items from the database of Business Central and matched it to the
texts in the email. It has an AI technology that analyzes the text from your email and subsequently parses the data
to the system. No need to encode manually, you just experienced the seamless data connection without
compromising data integrity.
o Incorporating both your office 365 and business central with added services from latest technologies really made
my life easier to create these kind of transactions.
o Now from my outlook, let us go to the Business Central.

Dynamics 365 Business Central

- Show Dashboard
o This is your Business Central Dashboard, let me quickly show to you the dashboard. What we can see in the
dashboard is fully dependent on the role of the user. Microsoft BC employs RBAC system where permission and
rights to the module is anchored to the role of the user. You can see from here different pre-built roles that you
can readily use.
o For discussion purposes, I will be using Business Manager role and later the Property Manager role.
o Also, I would like to highlight that since you are a group of companies, you can easily create companies in the
system and roll it out to the subsidiaries. With single click, users under shared services or power users can easily
switch from one company to another and record the business transaction on respective coampany.
o Going back to the dashboard, you can see from here the modules relevant to your operation and role of the user.
You can see here in this section the commonly used actions of the user.
o In this section, you can see activities and documents organized through cue tiles. These cue tiles will serve as a
shortcut that will easily redirect you to group of transactions that requires your attention. It actually follows the
traffic light color coding.
o In this portion, you can see self service options where you can process time sheets and approvals requests.
o Here are “widgets like” showing relevant charts or reports that will help you in decision making. In the business
Assistance section, you can see different pre-built charts showing you top sales value, cash cycle, cash flow and
many more. These are pre built and real time, once you hit the posting button in each document, the data is
automatically considered here in these charts.
o These are Favorite accounts, you can easily select GL accounts the you usually monitor and while you have a trial
balance here showing the financial results per period.
 o To move one step ahead in reporting, you can also embed Power BI reports in the your dashboard. Power BI is data
visualization tool that can be easily connected to your Business central data so that you can create comprehensive
reports, be it financial or operational report in nature.
o Last but not the least is your report inbox, in BC, you can schedule generation of reports. Since it takes time
generating an aging report, I decided to schedule it every midnight so I can easily see it here when I opened my BC.
o These features, look and feel are the same User Interface that you will experience when you download BC app in
your Appstore, available in android, ios and Mircosoft Store.
o GO TO BC LOCALIZATION
o At this point, we have shown you the BC overview, now following the Purchase to Pay process, let me quickly
show to you how to purchase inventory or equipment in the system or even when you select or buy property.
 Vendor – Progressive – Outstanding Balance
 Item/Fixed Asset - MA000002 – Tower Crane
 Item Charges – BOC Charges
 Attachments
 PO – Compliant report following GAAP and RMO from BIR
 APV
 Go back to Vendor
 Create Payments
 Check Voucher – Report
 Go back to Vendor

GO BACK TO SAAS search JOBS

o We just completed the cycle on the procurement whether for materials needed, machine or land, all centralized in
purchasing module and settled in Accounts Payable.
o Now once materials are available, land were secured and we can now develop property to build the towers
needed.
o In Business Central, you can perform common project management tasks, such as configuring a job and scheduling
a resource, as well as providing the information needed to manage budgets and monitor progress. You can track
machine and employee hours on the project by using time sheets. As a project manager, you have a good
overview, not only of individual jobs, but also of the allocation of employees, machinery and other resources being
used in all projects.
o In this

Once the Project is fully completed.

o We then automate property management process.

- Show Job Role for Real Estate
o To show this to you, let me quickly use the role of Real Estate or Property Manager, this the dashboard for
Property Managers.
o In this dashboard, you can see the modules and master file on the top most portion.
o The activities and common tasks in tenant management are also here.

Property Manager Role Center

- Check available properties

o Let as assume now that I am one of your property managers. With regards to availability of the project or property,
as a Property Manager, it is important for me to know two things (1) where are my properties and (2) what are the
status of these properties
- Maps/floor plans
o To know these things, in my dashboard I can refer on my lease are map and see in detailed where it is located and
tell me if the lease unit is rented, reserved or vacant.
 o Lease unit is the lingo we use for every rentable units. This actually refers to the inventory of my property. In this
tree list view, you can easily see all Lease Units and their hierarchy, category and classification.
o Customer
o Now, digging deeper to each lease unit, you can see here the information per lease unit level. Pertinent
information like floor number, the area and even information about who is the current tenant and previous
tenants. You can also see lease unit meters and inlet meter if applicable, lease units assigned and services made for
the lease unit.
- Discuss Ongoing Contracts

o LC00025- C00020
o Once Lease unit is ready for rent, contracts can now be created whenever tenant has engaged. Tenants in BC are
the customers.
o If we go back in our role center, we also have a view here showing all of the released contracts, these are the
effective contracts.
o Here you can see information from your tenant, form the lease unit and the contract itself. In the line items, you
can see the contracted obligations of the tenants organized in this fashion.
o I would like to also highlight how documents are managed in the system. If there are addendum or changes in the
contract you can easily create new version based on the existing contract or quickly terminate the need arise.
o Aside from that, under documents, you can get standard set of proposals and contracts any branded templates
with all the contract data filled in automatically, set up various pricing rules; add multiple services or lease units to
one contract, set reminders on contract expiration date. It can even automatically pull the document and parse the
data from the system to the actual document.
- Discuss Terminated Expiring contracts
o Once terminated, contracts are dumped here for your monitoring and references.

Property Sales Manager

- Check available units for rent

o Let as assume now that I am one of your property sales managers. We are done answering where and what, the
most common question we get from a Property sales Manager is the “When”. When will be the units be available?
When will contracts expire? How soon? And many more.
o One thing to quickly do it is by analyzing the Lease Unit Availability chart. You can how many lease units will be
available after certain period of time among after 6 months or a year or any period of your choice.
- Check contracts about to expire
o Another way to do it through reports, you can easily generate reports that will tell the contracts of lease unit that
are about to expire
- Check prospects/leads and tenants
o As sales manager a bit of my concerns is the funnel of leads for my prospects and tenants, now if we use Dynamics
365 for Sales formerly known as CRM, we can Track and monitor leads and opportunities in the pipeline for all
vacant premises

Tenant Manager (WORK ORDERS)

- Monitor regular services and work Orders

o Finally, let us assume this time that I am a tenant manager who does the monitoring of regular services and jobs or
work orders from the customer.
o In BC, we can also Track customer requests and plan your maintenance work, create work orders, set up
appointment times and assign them to your employees.
o From the work calendar, we can see the pending job schedule for each of our engineer/technician or any
resources.
o Discuss Maintenance/Work Orders
  Billable and Non-billable
 Purchase Request
- Tenant billing and Date reminders

Finance Management

- Power BI
- Standard Reports
- Jet Reports