Monthly Archives: December 2019

Common Issues and Solutions

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Since we upgraded to the Excel plus Database file solution back in 2014, there have been a few common queries, most of which are easily solved.

The new system is based around TWO files.

RentalWorkbook VersionNumber.xslm  – This is the Main Excel file.  It does not contain any data, but it is linked to the database file (explained below)

RentalWorkbook.mdb  – This is the relational database containing all your properties and data. You don’t open this file, however it MUST be saved in the same folder as your Rental Workbook Excel file.  Do not rename this file as the Excel file needs to refer to it. Please ensure this file is backed up as part of your normal backup process.

Opening problems

Initially, the biggest issue is that the mdb file has not been put into the same folder as the Excel file, or has been renamed – please refer to the note above about the two files.

When you receive the files, they are “Zipped” – this is because the purchase program lets you download a single file, not two or more separate files. Please ensure that you UnZip and put the files in the same folder as one another.  Do not run anything from within the Zip program itself – the database will not be able to be found by the Rental Workbook file as the Zip program will store this in a Temporary location only. This also applies to any file opened from an email and not just Rental Workbook – we recommend that you always save the document somewhere else rather than opening from an email – files opened in this way are always read-only and only stored in your computers’ temporary location.

Keep Microsoft Up to Date

As small number of users are having problems with Windows 8 and or Excel 2013.  According to Microsoft, any such issues should be resolved by making sure that all the latest Service Packs and Updates are installed. We test on fully updated software at all times.

Use Microsoft Office 32-Bit Only

We create and test the Rental Workbook on a very stable system of Windows 10 and Office 2016, however tests on Windows 10 (home version) with Office 365 work as normal too.

If you have the 64-bit version of Office you will find that issues will be resolved if you replace it with the 32-bit version.  This is the default install and does not have the same system problems as the 64-bit install. The 64 bit version of Office is a corporate business version only, and is only suggested for huge companies who may analyse masses of data. Unfortunately, this is not made clear by Microsoft upon install, and the assumption would be that 64-bit Windows needs 64-bit Office. This is not the case.

Windows is not Office – Windows is the operating system, and is built as a 64-bit system, whereas Microsoft Office program suite (with Outlook, Word, Excel, powerPoint etc) is by default installed as 32-bit. You may find the Office program files stored in a folder named with “x86” – this is the 32 bit version of Office, is normal and works just fine.

Finding your Office version is quite easy –

  1. At the top of Excel, click File.
  2. Then, click Account.
  3. Click About Excel.
  4. View the Information to see the version.
Finding out which version of Office you have

Enable Macros / Protected View:

In Office, to open any files that contain Macros, you will need to make sure that your Excel settings are not too strict, as the Rental Workbook will not open correctly.

Rather than Enabling All Content (Not recommended), we suggest that you add the folder where you store your Rental Workbook to a Trusted Location.

Microsoft regularly makes updates to its programs, and Office is no exception, however this link will take you to Trusted Locations – Microsoft

Moving Between Properties:

Jumping between properties is done by using the Retrieve Property button. Choose the property, and the tax year you need to edit and then click OK. If you do not choose a tax year, you will see an error message.  That message simply means you haven’t chosen a tax year before clicking OK to the open dialog box.

As the Rental Workbook allows you to keep and refer to many tax years, you always need to know which tax year you are editing.

You can stop accidentally editing old tax year data by using the Close Tax Year feature, however this is not compulsory. If you have closed a tax year, you will not be able to use that year for ANY of your properties.

Saving your Data

As mentioned above, your information is stored in the database file, and accessed through the Excel file. This means that when you are finished with one property, simply pressing Save in the Excel file will not Save the data. 

On the Rental Workbook toolbar, there is a button which uses programming to record your property information directly to the database file. This button is called Save Current Property

Saving your property data

Finding the right tenants

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Well presented house
Photo by Gustavo Zambelli on Unsplash

Any landlord who has made the difficult search for the right tenant knows it’s more cost-effective to keep a tenant than to continually find new ones. Keeping a good tenant for a long time means less work, less stress, and reliable income. The goal of every landlord should be to attract and keep high quality tenants, reducing turnover rates and maximising profit.

Finding a perfect tenant though, is easier said than done. The world is filled with unreliable tenants looking to move in right away, or those not interested in paying rent on time. How do you find that perfect tenant? How do you persuade them to stay?

  • Spruce-up your property.

When it’s time to show your property to prospective tenants, it needs to look good. A tenant looking for a long term home won’t be impressed if the front of your property looks run down, unpleasant and in poor repair. Invest in a fresh coat of paint before taking photos and showing your property.

Make sure that any repairs needing to be done before you show the property are actually done. Landlords often make empty promises about repairs (illegally), and prospective tenants may hesitate to believe your claims even if you do intend to follow through. You may also choose to update any built-in appliances. If you really fix-up your property, you may even be able to raise the rent a bit.

At the very least, organise a deep clean inside and out before showing your property.

  • Describe your perfect tenant.

If you want to find the perfect tenant but don’t know what they look like, you can easily miss your chance. Before working to attract that ideal tenant, get an idea in your mind of who that would be. Some important characteristics of a good tenant are stable employment, adherence to rental agreements, timely rent payment, considerate attitude towards neighbours, and no history of eviction.

You may also have some special considerations for your property. Perhaps your ideal tenant doesn’t smoke or doesn’t have any pets. Whatever your needs, get a clear idea of your list before you begin interviewing tenants.

  • Keep an open mind.

When you come up with the list of qualities your ideal tenant will have, you may unconsciously picture them in your mind. The perfect tenant may not look like the imaginary person you have summoned to mind. When interviewing tenants, don’t let their appearance influence your decision. You may miss out on the perfect person because they didn’t look how you would expect. What’s more, housing discrimination is illegal – you could end up in trouble if you are not careful to stay neutral about your prospective tenant’s race, gender, family status or disability.

  • Research the local area

Find out about the local foodie hot spots. Who doesn’t love food? Even though they’re looking for a property to rent, they perhaps also want to know about the suburb they live in. Sharing favourite food places is a great way to build community and show you’re relatable.

  • Advertise effectively.

To attract a good tenant to your property, you have to understand what that tenant would want and advertise those things. What do you as the landlord have to offer your tenant? How can you make your tenant happy?

Be sure to advertise the best parts of your property. This may include the property’s location, its security, and/or its modern amenities. If you’re struggling to come up with ideas, take a look at other rental advertisements. Which ones stand out? How can you make your property look good in writing and in photographs?

Also be sure to advertise yourself. As much as you’re looking for the perfect tenant, that perfect tenant is looking for a good landlord. Having a bad landlord can make a beautiful property in a good location a nightmare to live in. Show yourself as a professional who is responsive to tenant needs. However, be careful to not make any promises about the property you don’t intend to keep. Not only does this lead to a dissatisfied tenant, it is illegal in some cases.

  • Screen your tenants.

An in-depth tenant screening process is essential to finding a good tenant. Check up on your tenant’s income, credit score, criminal history, and civil history. If your tenant has been involved in an eviction case in the past, this is a red flag. Having a high income is a great indicator of a reliable tenant – but if that high income comes hand in hand with a poor credit score and big debts, your tenant may not be willing or able to pay the rent on time (or at all).

Getting some personal and professional references is also a good choice for determining the kind of person your prospective tenant is. Try to talk to landlords they have rented from in the past to get an idea of what kind of tenant they are.

  • Keep up with repairs and maintenance.

Nothing sours a tenant on a property quicker than a landlord dragging his or her feet on repairs. When a tenant contacts you to inform you something is broken, you should respond quickly. Fixing your tenant’s problem should jump to the top of your list of priorities. It’s good practice to already have skilled workers in mind whom you can contact when something breaks.

Tenants also like you to perform regular maintenance of the property. This saves you money – if you maintain them, things are less likely to break. This keeps your relationship amiable, as things are kept up to date and in working order.

Finding the perfect tenant is a process. However, it is well worth the time and effort when you find that perfect renter. Take the time to make your property a place your ideal long-term tenant would want to live, and you will reap the benefits.

  • Keep in touch.

Once you’ve found your tenant, the process isn’t over. You must make that tenant’s experience in your property positive, so he or she wants to live there for a long time. A key element is being easily reachable. Your tenant should be able to contact you or somebody else in the event of an emergency or if a repair is required.