Microsoft Dynamics 365 for Property Management

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, BC is the latest and cloud
version of your Dynamics NAV.

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 company.
o Going back to the dashboard, similar with your NAV, you can see from here the modules
relevant to your operation. You can see here 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.
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 In this portion, you can see self service options where you can process time sheets and
approvals requests.
 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 windows.
o At this point, we have shown you the BC overview, now going deeper to our main topic
today which is property management, Microsoft has extended its functionality through
SOFT4 to automate property management process. It is built for companies that
manage retail, office, industrial or other types of commercial properties.
- 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. As you may observe, the functionality, look and
feel are embedded and developed inside BC so you don’t have to go to another system
just to automate your processes. Moreover, you do not need, intermediary app to
integrate the data and transactions.
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.
o For better appreciation on my demo samples, let me use my BC client version.

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 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 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

- 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
- Tenant Portal

Finance Management

- Standard Reports
- Jet Reports