Calson Management Training Manual

MARKETING TRAINING MANUAL

August 2019

This document is confidential and contains proprietary information of Calson Management LLC. Please
be aware that disclosure, copying, or distribution of this content is strictly prohibited

INQUIRY FOR RESIDENCY
INSTRUCTIONS/FORMS/SAMPLES

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INQUIRY FOR RESIDENCY – INSTRUCTIONS/FORMS/SAMPLES
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INQUIRY FOR RESIDENCY FORM INSTRUCTIONS

The Inquiry for Residency Form is a critical part of any potential move in/referral. Using this form helps
collect critical information on the potential resident/residents. Attached in this training manual, you will
have a blank sample form, along with examples of the form filled out for an Assisted Living resident,
Assisted Living couple, and a Memory Care resident. Please use these examples of information to gather
during your inquiry/tour.

Below is a step by step guide on how to fill out the form:

 Date – Enter the date that you took the call, received a walk-in inquiry, or had your tour. This
date is important as we track all tours and it helps determine who has first rights to this referral,
if this lead also came to the Community through a Placement Agency.

 Met With – Who is taking the information on this referral?
 Contact Name – Who will we be contacting when it is time to follow up on this lead?
 Phone Number – What is the best number to contact in order to follow up on the lead?
 Address – If they asked to have a brochure mailed to them, what is the address? (Note, please

verify that this request is not going to a “Shopper”, “Senior Marketing Analysis Firm”, prior to
sending. If you have any questions, please reach out to your trainer.
 Relationship – What is the relationship between the Contact and the potential Resident?
 Email – Ask if you can get their email as another form of contact info to follow up on the referral
 Resident Name(s) – What are the name(s) of the potential resident(s) that are being inquired
for
 Check if they were a Phone Call / Walk In / Brochure Taken / Tour Scheduled
 Referral From – You MUST check one of these boxes. This information is tracked by the
Owners.
 Approx. Move Date – When is this resident looking to move? Month/Months/Early Research
 Moving From – Home? Other Community? Home with Services?
 Reason for Moving – Need more care? Home getting to much for them to tend to?
Socialization?
 Oxygen / CPAP – Does the Resident use either one of these?
 Age of Potential Resident – Enter age
 Dementia – Yes / No – How long if so? MCI? Or N/A
 Veteran/Widow of Veteran – If Yes, do they Qualify? Are they familiar with Aid & Attendance?
Offer them forms if they haven’t heard of it
 Type of Apartment – Studio / 1 Bedroom / 2 Bedroom / Memory Care

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INQUIRY FOR RESIDENCY FORM INSTRUCTIONS
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 Diabetic – Yes / No – If yes, enter how they manage, i.e., oral, diet, insulin. If Insulin, they have
to be able to do injections themselves and not a sliding scale diabetic

 Doctor – Who is their Primary Care Physician?
 Prescriptions from - Do they get them from Grocery Store? Mail? Inform them of the

Community’s onsite Pharmacy. Let them know that we don’t charge them if they don’t use the
In-House Pharmacy as some Communities do so.
 Ambulates – How do they get around? Independent / Cane / Walker / Wheelchair
 Needs / Special Instructions – Use this area to enter what they need help with i.e., Med.
Management, Showering, Dressing, Toileting, Grooming, etc. What their likes/dislikes are. Do
they wear glasses or hearing aids? Are they on any special diets? What was their occupation?
Do they have any aggressive behaviors or wandering behaviors (ALWAYS ask this question for
any resident that would be Memory Care appropriate)? Did they have any major health issues
i.e., Stroke, CHF, COPD?
 Types of Medications – Find out what types of medications they are on especially anyone that is
a candidate for Memory Care
 If they are on oxygen, ask how many liters they are on

Once this is completed and tour is finalized, please enter this information into Salesforce and scan and
upload this form into Salesforce as an attachment to the lead. See instructions within the Lead Input
training manual on how to upload.

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INQUIRY FOR RESIDENCY FORM INSTRUCTIONS
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Inquiry for Residency

Date: ______________ Met with: _____________________________(Community Representative)

Contact Name: _____________________________________ Phone: _____________________________

Address: _____________________________________________________________________________

Relationship: ___________________Email: _________________________________________________

Resident Name(s): _____________________________________________________________________

____ Phone Call ____ Walk-In ____ Brochure Taken Tour Scheduled: ___________________

Referral From:

____ Discharge Planner or Nurse ____ Professional _______________________

____ Family ____ Resident (if so, which: _______________)

____ Agency (if so, which: _____________________) ____ Event _____________________________

____ Internet ____ Drive By

____ Ad (Commercial/Radio/Newspaper) ____ Other _____________________________

Where was ad placed: __________________________

Approx. Move Date: ____________________________ Moving From: ___________________________
Reason for Moving: _______________________________ Oxygen/CPAP: _________________________
Age of Potential Resident: ___________ Dementia: _________ Veteran/Widow of Veteran: ________
Preferred Type of Apartment: ______________________ Diabetic: ______________________________
Dr: __________________ Prescriptions from: _______________ Ambulates: ______________________
Notes/Special Instructions: _______________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Types of Medications: ___________________________________________________________________
If on oxygen, how many liters? ____________________________________________________________

SALESFORCE

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SALESFORCE
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SALESFORCE PROCEDURE
MANUAL

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SALESFORCE PROCEDURE MANUAL
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In this procedure manual you will learn how to enter and track leads, enter new residents,
track tasks associated with leads and residents, and how to uploading pertinent lead and
resident information for future use.
NAVIGATING SALESFORCE
Logging in –
Go to www.salesforce.com . You will get the below screen. Enter your username and password.

Once logged in, your home screen should look something like below.

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SALESFORCE PROCEDURE MANUAL
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If your Salesforce home screen opens up in “Lightning Experience” (See screenshot below),
Click on your initial, in the top right hand corner, and click “Switch to Salesforce Classic”
Once you click “Switch to Salesforce Classic”, your Home screen should look somewhat similar
to the screen below,

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SALESFORCE PROCEDURE MANUAL
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ENTERING LEADS
Salesforce is an amazing tool to track leads/referrals for potential residents. It also helps track
tasks that are specific to the lead.
Once you have finished your tour, phone inquiry, or referral inquiry, you will enter your lead
into Salesforce. All leads received from phone calls, emails, website, or placement agents must
be entered within 24 hours from receipt.

PRIOR TO ENTERING ANY LEAD/REFERRAL, PLEASE SEARCH SALESFORCE
TO CONFIRM THAT THE LEAD/REFERRAL THAT YOU ARE ABOUT TO ENTER
DOESN’T EXIST

This is very important! If you have a lead in the system already for a “Mary Johnson-Smith”
and then you receive the same lead from a referral agency, you will need to contact they
agency right away. You will need to be familiar with your response time to these agencies as to
what their rejection of referral timing is. If you have a duplicate lead received from a referral
agency, you must notify them of the rejection and duplication via email. Please keep this email
and upload it into Salesforce.

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SALESFORCE PROCEDURE MANUAL
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To enter a lead, you will click on the “Leads” tab
Click on “New”
Once you click on New, you should get the following screen

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From here you will start entering the potential resident information that you have received
based on your telephone inquiry, in person tour, or referral inquiry. (See example of Inquiry
Form)

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SALESFORCE PROCEDURE MANUAL
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All items that have a RED bar, next to the field entries, are required to be filled in prior to
saving. The following are guidelines on how to fill out all areas:

LEAD STATUS: The drop down box will open up “New, Working, Nurturing, Lost, and
Unqualified”. If this is a new lead, your drop down will be “New”. If the lead, that you took
information on, is not appropriate for your Community, then your selection will be
“Unqualified”. (Even if the potential lead is not a candidate for your Community, you will want
to enter so that you have historical data). If you were working on a lead, and they selected
another Community or decided not to move, then you would eventually go back to the lead,
and select “Lost”. (Make sure that if you move a lead to lost, also make sure you have no open
tasks associated with this lead)

STATUS: The selection will be PROSPECT

COMMUNITY: Open the drop down box and select your Community. Be careful not to select
the incorrect Community, otherwise the lead will not show up in your database.

FIRST NAME: Potential Resident first name

LAST NAME: Potential Resident last name

BIRTHDAY: If you are able to get the birthdate of the potential resident, enter it here. If you
just have the age, enter 1/1/and the year that they were born based on their age

PHONE / EMAIL: If you have this information for the potential resident (and not the contact),
please enter this information

SPOUSE NAME: Enter the first and last name of the spouse, if they are a potential resident

SPOUSE BIRTHDAY: Same instructions as entering the potential resident birth information

CONTACT NAME: Enter the first and last name of the Contact Person

PHONE / EMAIL: Enter the Contact’s phone and email info

MOVE IN DATE: Enter the potential move in date

ROOM TYPE: Enter the type of room that the potential resident is looking for

ADDRESS INFORMATION: If you have this information, please enter accordingly

COMPANY: Enter the potential resident’s first and last name

REFERRAL SOURCE: How did we hear about this potential resident? Use the drop down box
for choices

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SALESFORCE PROCEDURE MANUAL
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REFERRAL DATE: Very important! Enter the date that you first heard about this resident. This
will help should there be a duplicate inquiry by different referral agencies, or if Community
knew about them prior to a referral agency, then a referral fee does not apply. REMEMBER TO
NOTIFY REFERRAL AGENCY IF YOU HAVE A POTENTIAL RESIDENT IN YOUR DATABASE THAT
THEY ARE REFERRING. IF NOT, A REFERRAL FEE MAY BE DUE FOR NOT NOTIFYING THEM IN A
TIMELY MANNER. PLEASE BE FAMILIAR WITH YOUR REPORTING REQUIREMENTS, FOR ALL
AGENCIES, FOR DUPLICATE REFERRALS. RULE OF THUMB IS 24 HOURS.
REFERRAL CONTACT: Entering the referral contact information. This could be from a
placement agency or current resident.
REFERRAL PHONE / EMAIL: Enter this information if this applies
CARE NEEDED: Drop down selections are Independent, Assisted Living, Memory Care
CURRENT LIVING SITUATION: Use the drop down to select appropriate answer
NOTES: If you have a referral from an agency, copy and paste the referral notes here.

Once this information is entered, click SAVE. Your screen should look like:

Scan your inquiry form and save it to your computer. If you received a lead in the form of an
email, Print to PDF and then save to your lead file on your Computer. You should label your
scan or Print to PDF with the potential residents name and date.
Go to the Files section of the lead screen and click Upload:

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Once you click Upload, a window will open you will need to locate where you saved the scan on
your computer. Easiest is to have a “Leads” folder in your documents that all referrals are
saved to. Once you find, click open and you will get the following screen:

Once the file is uploaded, you will see the word DONE and a check mark in Green
Now create a “New Task” in order to follow up with the potential resident. This task could be
“Tour”, “Phone Call”, “Email”, etc. You will enter this in the Subject Line. Enter a due date.
This will show up on your Home Screen as a reminder. If the due date for this task comes and
you do not do anything with this task, it will show up RED as a past due. Once you complete a
task, you will mark the Status “Completed”. If you need to create another follow up, you will
check “Save & New Task”. If there is no additional tasks, due to the resident choosing another
Community or they decided to not move, then you will need to go back to the Front page of the
Lead Information and change the Status to “Lost”

You will continue to add tasks until a decision is made by the potential resident, or after several
attempts to follow up and no response, you can close the lead.

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SALESFORCE PROCEDURE MANUAL
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ENTERING RESIDENTS
All residents should be created by converting an existing lead. To create a resident from an
existing lead, you will need to go into the lead and click on Convert.

Once you hit Convert, the following screen will appear:

Click on Convert again.
Now you will update the information on the following screen by:

 Changing the “Status” to Deposit (if you have received a deposit and the resident hasn’t
moved in yet), or to Resident (if resident has moved in).

 Entering the Apartment #
 Confirming Move in Date
 Check the “Spouse Add-on” box if there is a 2nd Occupant

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SALESFORCE PROCEDURE MANUAL
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 Entering in the Market Rate for the Apartment
 Entering in the Base Rent that the Resident in getting charged
 Entering the Community Fee that they were charged
 Entering the Level of Care, if any
 Entering the Leve of Care cost, if any
 Entering Spouse Add on Fee and Spouse Level of Care, if there is a 2nd Occupant
 Entering the Last Rent Increase which would be the move in date if this is a new resident
 Enter the Next Rent Increase, which be one year from the first of the following month of

the current year. i.e., if a resident moves in 11/20/2018 (date of last increase), then
their next rent increase would be 12/1/2019.
 Enter the rent increase amount. This would be 3% of the current amount that they are
currently paying. If this increase becomes more than the Market Rate, you will need to
check with the Owner to see if there is going to be a Market Rate increase as we can not
charge more than the Market Rate. If there is no Market rate increases coming, then
the rent increase amount would be the amount to get the current rate to the Market
Rate.
 Then click Save.
 Upload any and all lease agreements and concession forms
 Create 2 tasks – One for sending out Rate increase Letter 2 ½ months prior to the 60 day
notice required when doing a rent increase. Then do an activity for the actual date of
the rent increase.
 When the rent increase occurs, you will update the Market Rate, Base Rent paying, Date
of Last increase, Date of Next Rent Increase and rent increase amount. You will then
create the 2 new tasks for the following year for the next increase.

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SALESFORCE PROCEDURE MANUAL
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 Update the Resident Contact by “Editing” the current contact and entering the
information from the Resident face sheet that you receive from the Care Coordinator /
Medical Records. (See screenshots). Please enter Emergency Contact and who the
Financial Responsible Party is. Click Save when Completed

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When a Resident leaves a Community (due to more care, passing, etc), you will need to go to
the Resident record, click Edit and:

 Change Status to Past Resident
 Enter the move out date
 Enter the reason for move out (use drop down). You can enter any notes
 Delete any upcoming tasks that will not be taking place for the Resident
 Upload 30 day notice if there is one

Always stay on top of your Resident Details as Owners pull financial reports based off of this
information. So if a Resident’s level of care changes, you will need to update the resident detail
with this information.

ITEMS TO BE UPLOADED INTO SALESFORCE

 Lease Agreements – Original and Renewals
 Level of Care Change Forms
 30 day Notices
 Concession Forms
 Inquiry Forms
 Referrals Emails / Profiles received from Placement Agents, APFM, Caring.com

DO NOT UPLOAD Assessments or Resident Paperwork due to HIPPA and Proprietary
Information (Social Security #, etc.)

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SALESFORCE PROCEDURE MANUAL
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RENT ROLL

Rent Roll – This is a report that the Owners run for their financial information. This report lists
all rooms within the Community. The report is broken down by Occupied Apartments,
Deposited, and Vacant Rooms. At all times this report, this breakdown should total the total
number of apartments in the Community. For example, when you convert a lead to a resident,
you will be receiving a deposit on a Vacant Room. Once you enter all the information in, you
will need to go to the VACANT room listed and delete it so that you don’t have more rooms
listed on the Rent Roll then what you have in the Community. When you have a Resident that
moves out, you will need to go in and create a VACANT room under Residents and enter all of
the information that is required in RED:
Status: Select VACANT from drop down
Account Name: VACANT
Birthday: Click the date to the right
Community: Select your Community
Apartment Number: Enter the apartment number that is Vacant
Move In Date: Click the date to the right
Room Type: Select the room type from the drop down
Market Rate: Enter the Market Rate for the Apartment
Base Rent: Enter “0” ZERO
Community Fee: Enter “0” ZERO
Level of Care: Select Independent
Level of Care Cost: Enter “0” ZERO
Spouse Add-on Fee: Enter “0” ZERO
Referral Source: Select Walk-in from Drop Down
Last Rent Increase: Click the date to the right
Next Rent Increase: Click the date to the right
Rent Increase Amount: Enter “0” ZERO

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CONCESSION FORM
INSTRUCTIONS/FORMS/SAMPLES

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CONCESSION FORM – INSTRUCTIONS/FORMS/SAMPLES
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CONCESSION FORM INSTRUCTIONS

Any Concessions that are made towards Apartment Rent, 2nd Person Rent, Care Fees, Community Fee, or
Pet Fees must be approved by the Owner, or someone that has been given authority to approve for the
Owner. The Promotion / Discount / Concession Form must be filled out. All discounts, promotions,
and/or concessions must be listed on the form. Attached in this training manual, you will have a blank
sample form, along with an example of this form filled out.

Below is a step by step guide on how to fill out the form:

PROMOTIONS

 Date – Enter the date that you are asking for the Concession
 Resident Name – Name of Resident who is moving in
 Apartment # – What apartment # is this Resident moving into
 Type of Promotion – What the Promotion on? Community Fee or Rent?
 Total Amount of Discount – How much is the discount that we are giving?
 If Discount on Rent, what month is it taking place – Enter the month that we are giving the

discount on rent
 Was Promotion/Discount a special? If so where was it advertised? – Enter where the

promotion was advertised i.e., Newspaper, Radio

CONCESSIONS

 Type of Apartment – Enter type of apartment the Resident is moving into
 Market Rate – What is the Market Rate for the apartment that the Resident is moving into
 Rent Approved – If the rent being paid by the Resident is less than the Market Rate, what is the

amount approved?
 Care Level – What level was the Resident assessed at?
 Care Level Fee – How much is the Care Level Fee that the Resident was assessed at?
 Care Level Fee Approved – What is the approved Care Level Rate?

Once this is completed and signed by approver, please enter this information into Salesforce and scan
and upload this form into Salesforce as an attachment to the Resident. See instructions within the
Resident Input training manual on how to upload.

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CONCESSION FORM INSTRUCTIONS
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PROMOTION / DISCOUNT / CONCESSION FORM

Date: ________________________________________
Resident Name: ____________________________________________
Apartment #: ______________________________________________

PROMOTIONS

Type of Promotion (i.e. Community Fee Discount/Rent Discount): _______________________________
Total Amount of Discount: _______________________________________________________________
If Discount on Rent, what month will this take place?: _________________________________________
Was Promotion/Discount a special? If so, where advertised?: __________________________________

CONCESSIONS

Rent Concession
Type of Apartment: ______________ Market Rate: _______________ Rent Approved: ___________

Care Fee Concession Care Level Fee:_____________ Care Level Fee Approved: ___________
Care Level: ___________

Requested By: ____________________________________________ Date: _______________________

Approved By: _____________________________________________ Date: _______________________

LEVEL OF CARE FORM
INSTRUCTIONS/FORMS/SAMPLES

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LEVEL OF CARE FORM – INSTRUCTIONS/FORMS/SAMPLES
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LEVEL OF CARE CHANGE FORM
SALESFORCE INSTRUCTIONS

At times, our Residents Care needs could become greater or could become less than what was in their
lease agreement.
If the Care Coordinator indicates that a change in care has taken place for a current Resident, please ask
to have a Level of Care Change form filled out. The Care Coordinator will meet with the Resident /
Responsible Party to go over the Residents new assessment. Based on this assessment, the Resident’s
care costs could increase or decrease.
Once received, please enter in the new Level of Care rate into Salesforce and upload the Level of Care
Change form into the system. Please also create and close a task called “Level of Care Change” and have
the date of this task be the effective date of change. (See below)

Please also remember to do a prorated invoice for the increase / decrease based on the date of change

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LEVEL OF CARE CHANGE FORM SALESFORCE INSTRUCTIONS
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LEVEL OF CARE CHANGE FORM

I, ____________________________ (Resident / Responsible Party) for _________________________,
residing in Apt. #_______ understand that the level of care provided by the Community has changed and
the costs will change as stated below. Effective________________.

PREVIOUS CARE LEVEL ______ NEW CARE LEVEL ______
Previous Cost__________________ New Cost__________________

____________________________________ ____________
Resident Signature / Responsible Party Date
____________________________________ ____________
Care Coordinator Date

-Copy to Marketing Director – to be entered and uploaded into Salesforce

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LEVEL OF CARE CHANGE FORM
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QUICKBOOKS

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QUICKBOOKS
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QUICKBOOKS TRAINING
FOR

MARKETING DIRECTORS (A/R)

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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Congratulations!!! You have a new incoming Resident.
This section of the training manual will help guide how to
enter new residents, enter invoices, enter payments, and
record deposits. Let’s get started!

ENTERING NEW RESIDENTS

WHEN ENTERING THE INFORMATION FOR A NEW RESIDENT, ALWAYS
START THE ACCOUNT WITH THE APARTMENT NUMBER. IT MAKES IT
EASIER TO PULL RESIDENT SPECIFIC INFORMATION.

Log into Quickbooks with your username and password. Once Quickbooks is up, go to
Customers and from the drop down, click Customer Center.

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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Click on New Customer & Job and then from the drop down, click New Customer. Now you will
enter the information for the new Resident. The information, that needs to be entered here,
comes from the Invoice Information Sheet that is part of the Resident’s move in paperwork.
(See screenshot)

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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New Customer Window:

Listed below are the areas that need to be filled out along with what to enter into each of
them. The information that needs to be entered here comes from the Invoice Information
Sheet that is part of the Resident’s move in paperwork. (See screenshot
Customer Name: Apartment XXXXX First Name Last Name (Example: Apartment 112 – John
Smith)
Full Name: Enter First Name of Resident in First Name Box and Last Name or Resident in Last
Name Box
Main Phone: Enter Telephone Number from Invoice Information Sheet
Invoice/Bill To: The Resident’s first and last name should have been populated into this area.
Now enter the Responsible Party’s Name (if there is one) and the mailing address from the
Invoice Information Sheet. (Example Below)

John Smith
c/o Susan Jones
Address from Invoice Information Sheet
Hit “OK” when all information is entered. Exit out of the Customer Information and click Home

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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Now that you have entered all of the Invoice Information, you are ready to create an Invoice.
From the Home Screen, click “Create Invoices”

The Invoice screen will open and look like

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Now let’s create an Invoice.
At the Customer Job box, you can start typing in the Resident information and from there you
should be able to populate the box…(Example, start typing – Apartment 112 and the Resident
that you created earlier will pop up).
Date: This is an important area. If you are creating an Invoice for a Community Fee, you can
have the invoice be the date that you are going to deposit the Community Fee. If this is an
Invoice for Rent, the date of the Invoice needs to be when the Income needs to be recognized.
So if you are doing an invoice for prorated rent for the current month, then use the current
date. If you are creating an invoice for the next month, then the invoice date needs to be the
1st of the month for the following month.
Invoice #: This should populate and you don’t need to enter any information here.
Invoice To: This should populate. No information needs to be entered here.
Account #: Enter the Apartment Number and last name.
Terms: From the drop down, enter DUE UPON RECEIPT
Item #: This is a drop down menu of items that can be billed. If you are billing for Rent, click
the drop down menu and select what type of rent you are billing for (i.e., Studio, 1 bedroom,
Memory Care) The Description populates as to what type of apartment you are billing for. At
the end of the description, please enter the apartment number, and the month billing for. (See
below for example). If you are billing for Assisted Living and the Resident has a Care Level, then
you will do another entry in order to bill for their care fees.

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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If you are billing for Memory Care, this is an all inclusive billable item and will only require a one
line entry for the Resident’s invoice. (Note the billable item is different than AL). See below

Again, mostly anything that you are creating an invoice for has a drop down. If not, you are not
allowed to add an item. Reach out to your Administrator or Trainer to ask where to bill your
item to.

When creating you invoices, some of the items that you will be billing for
will have dollar amounts that will populate into the invoice once you
select the item. Please use caution as sometimes there are concessions
to the items billing for. We want to make sure we are billing the correct
amounts

Once you are done creating an invoice, select Save and New, if you are creating another
invoice, or Save and Close if you are finished.
One thing to make sure of is when creating your invoice, make sure the “Print Later” box is
checked so that when you are ready to print your invoices in a batch, it will be in the items to
print. Print 2 copies of the invoice. One to be mailed and one to be kept onsite. Monthly
invoices should be done and mailed out by the 20th of the month, dated for the 1st of the
following month as invoices are due by the 1st late by the 5th.

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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Now that you have sent out your monthly invoices, the next step is recording payments once
received.

BEFORE “RECEIVING PAYMENTS” AND RECORDING THEM INTO
QUICKBOOKS, YOU MUST VERIFY THAT THE CHECK IS NOT POST DATED
AND THAT THE DOLLAR AMOUNTS WRITTEN NUMERICALLY AND IN
WORDS MATCH.
Once you have verified that you can deposit your payments, please select “Receive Payments”
from your Home screen on Quickbooks

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
This document is confidential and contains proprietary information of Calson Management LLC. Please
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When you click on Receive Payments, the following screen will open

Now let’s enter the payment information

Received From: Start typing in the Apartment number and name of resident. Once it
populates select the resident. Once you hit enter, any outstanding items that is owed by the
resident will be listed below.
Payment Amount: Please enter the amount of the check
Date: This is the date that you are entering the payment. IMPORTANT! The date that you
enter the payment MUST be the date that you take the deposit to the bank and record the
deposit in Quickbooks. If you deposit and don’t record until the next day, then it is critical that
you enter the correct date when you RECORD the deposit (to be explained in the RECORD
DEPOSIT section of this training)
Check number: Enter Check number.
Now when you enter the Amount of the check, Quickbooks will automatically select the invoice
that the payment is to be applied to. Please confirm that this is where you want the payment
posted to.

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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Once completed, either select Save & New if you are entering another payment or Save & Close
if you are finished.
Now it’s time to make copies of all of the payments that you entered. Once copied, please
scan, label, and upload the copies of the payments into Dropbox. This is for future auditing
purposes. Please attach copies of the checks to your invoice copies
Now let’s enter the info on to your deposit slip

Enter date of deposit

Enter Check # and Amount of Check

Enter total Enter total of deposit
of deposit

Enter # of checks that are being deposited

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QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
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be aware that disclosure, copying, or distribution of this content is strictly prohibited

Once the deposit has been taken to the bank and you have the deposit receipt, please log into
Quickbooks and from the Home Screen select “Record Deposits”. Prior to selecting, you should
a Red circle with a number in it indicating how many checks that are waiting to be recorded,
which you do after making the deposit. Once you select Record Deposits, the lists of checks
that were deposited is populated on the screen. Click “Select All”. From there, you will be in
the “Make Deposits (Editing Transaction)” screen. Please verify that the date at the top is the
same date that the deposit was made. If all information is correct, please select Save & Close.
Now take the carbon copy of the deposit slip from your deposit book and staple it to the bank
deposit receipt and file.

11 | P a g e
QUICKBOOKS TRAINING FOR MARKETING DIRECTORS (A/R)
This document is confidential and contains proprietary information of Calson Management LLC. Please
be aware that disclosure, copying, or distribution of this content is strictly prohibited