AppFolio CAMtastic Webinar

1 2015 © AppFolio, Inc. Confidential.

AppFolio CAMTastic Webinar!

October 27, 2015


Presentation Details

Team: Beth Gilbert, Katie Rudolph, Todd Smith

Duration: ~1 Hour

Recording: Webinar is Recorded, You will Receive Link

Follow-Up: Email will be Sent within 48 Hours


Agenda• CAM Overview• CAM Setup• CAM Progress• CAM Reconciliation• CAM Reports


Ask Questions….Please :-)

Send Your Questions in the

“Questions” Section of the GoToWebinar Panel on the Right

Side of the Desktop


FAQ’sIs this being recorded, can I access this information later?

• Yes. It is being recorded and you will receive a follow-up email with a link to the recording and presentation within two days

• You can also access information in the online Help Resource Center


Beth GilbertDirector Customer

Development

Special Guest Speakers

Katie RudolphTraining & Documentation

Specialist


CAM Overview


Common Area Maintenance (CAM)• Charge or group of charges for

operation of a commercial building• Paid by commercial tenants to the

property management company• Charged in addition to monthly rent• Can be composed of maintenance,

utilities, property taxes, insurance etc…

• Tenant's pro rata share of property’s CAM expenses is based on their lease terms

• Excel is most commonly reported tool for CAM Reconciliation

• Can be time consuming and difficult to manually calculate


Ideas

Time for CAM Reconciliation?...


Ideas

Open the door to something new…


AppFolio Makes it Easy!• Full CAM functionality built-in to your database, no add-ons or downloads needed• Track your progress and compare actual vs estimated expenses any time


CAM Details• For Commercial Property type only

• Use GL Account groups to identify and categorize GL accounts used to track CAM expenses

• Allocate property expenses to tenants based upon their lease terms

• CAM Summaries at property and tenant levels compare actual vs. estimates

• Reconcile CAM at any time


Role Restrictions• President, accountant, or property

manager roles can access the CAM Recoverables tab and edit all CAM information, settings, and reports

• Other user roles, except Maintenance, can view CAM Recoverable sub-tabs and reports, but cannot edit any settings or information

• Contact [email protected] if you wish to edit user role permissions related to CAM

mailto:[email protected]


CAM Tab• Properties designated as a commercial in AppFolio will have a new tab

exposed called CAM Recoverables• When you navigate to a commercial property page, a notification appears

regarding the new CAM Recoverables tab and how to get started


Required Setup• Using CAM requires an initial

setup process• Setup may be conducted

anytime, recommended before start of each year


CAM Setup


Setting Up CAM in AppFolioSteps to Getting Started:

1. Select CAM Year2. Create GL Account Groups3. Select Accounting Basis4. Enter Tenant Allocations5. Enter Property Estimates6. Review Tenant Estimates


Everything is tied to a year.

2014

2014

2015

2015

2016

2016

Step 1: Select CAM Year


Step 2: Setup GL Account GroupsOperational Expenses

Electricity > 6410: Electricity

Gas > 6420: Gas

Water > 6430: Water

Garbage / Recycling > 6450: Garbage / Rec

Tenant Charge

CAM Charge > 4705: CAM Income

• Categorize expense and income GL accounts used to track CAM

• Create as many GL account groups as necessary

• Each account group can have one or more expense accounts, which are are funneled into to one income account used to charge the tenant

• Can copy GL account group setup to another property


Example of GL Account Groups


Step 3: Select Accounting Basis• Affects CAM only• On commercial property page,

select Cash or Accrual• Cash basis totals reflect bills

paid and journal entries• Accrual basis totals reflect

bills recorded, and journal entries

• Affects property and tenant level summaries, and all CAM related reports

Cash Basis Accrual Basis

= Bills Paid

= Bills

Recorded


Step 4: Enter Tenant Allocations• Identify tenant’s responsibility

of property expenses• Pro rata share of property

expenses (%)• Can enter multiple Allocation

Sets• Yearly Limit

Property expenses x

allocation % =

tenant’s allocated expenses


Step 4: Cont., Yearly Limits & Base Year• Apply Yearly Limits:

o To one or more GL accounts e.g., a max for only electricity or water

o To entire GL Account Groups e.g., a max for only Insurance or Taxes

• Apply Base Year:o To entire GL Account Groupso Determines the increase in tenant’s

responsibility as expenses increaseo Enter Base Year amount and tenant’s

allocation %

Total property expenses –

base year amount =

total adjusted expenses

================

Total adjusted expenses x

allocation % =

tenant’s allocated expenses


Step 5: Enter Property Estimates• Allows for comparison

between budgeted vs actual for property & determining tenant charges for upcoming year

• Specify budget amount for each GL account within each GL account group used for CAM

• Must enter property estimates to determine a tenant’s estimated CAM charges


Step 6: Review Tenant Estimates• Review recommended

monthly charges per GL account group

• Create monthly CAM charges for the selected year


CAM Setup Demo


Tracking CAM Progress


Use the CAM Summary• Compare actual vs

estimated CAM totals for the entire property in the year selected

• If setting up CAM mid-year, use CAM summary to verify totals are accurate based on what has been billed and charged so far this year


View Tenant Summary• Compare an individual

tenant’s allocated expenses to what they have been charged so far in the year selected

• If setting up CAM mid-year, view the summary to confirm allocations and yearly limits are calculating accurate totals for the selected year to date


How Totals are Calculated• Expense totals shown on the

CAM and Tenant Summary are the total of all bills and journal entries paid or recorded during the selected period

• Expense totals exclude unit specific bills

• Charges totals shown on the CAM and Tenant Summary are the total of all charges posted during the selected period


CAM Progress Demo


CAM Reconciliation


CAM ReconciliationSteps To Reconcile:1. Set Reconciliation Period2. Make Reconciliation Adjustments 3. Send Tenant Summary4. Apply Charge or Credit and

Complete Reconciliation

Tenant allocated expenses

– tenant charge

amount =

balance


Step 1: Set Reconciliation Period• If you are required to reconcile

CAM more than once per year, you can specify the reconciliation period by changing the end date on the Tenant Summary page.


Step 2: Make Reconciliation Adjustments • Supports adjustments as needed to

increase or decrease a tenant’s CAM balance

• One Adjustment can be applied to each GL account group

• Will only affect the tenant’s overall CAM balance, not allocations or monthly charges

• Adjustments can be made and updated at any point during the year


Step 3: Send Tenant Summary• Recommended best practice to send a

Tenant Summary Report to commercial tenants before reconciling

• Report displays the tenant’s allocation percentages, actual property expenses, their allocated portion of the expenses, what they have been charged thus far, and what they still owe or what they are due to be reimbursed.

• Any maximums, base year, or adjustments applied per GL account group are also accounted for in the Tenant CAM Balance figure


Step 4: Apply Charge or Credit and Complete Reconciliation• If the tenant has a CAM balance

that is not $0.00, a Charge Tenant or Credit Tenant button will appear on the Tenant Summary page under each GL account group

• Use these tasks to charge or credit a tenant and bring their CAM balance for the selected year to $0.00


CAM Reconciliation Demo


CAM Reporting


CAM Reporting• Specific reports can be

accessed within the CAM Recoverables tab, and most are CAM-specific

• Print, save, or email these reports the same as all other reports within AppFolio

Property Summary - Primary resource to compare year to date actual vs. estimated expenses

CAM Expenses – Details CAM expenses

CAM Charges – Details CAM charges

Tenant Summary - displays the tenant’s allocation percentages, actual property expenses, their allocated portion of the expenses, total charges posted, any yearly limits applied, adjustments, and their CAM balance for the specified date range.

Tenant Estimates - Summary of yearly and monthly estimated costs


CAM Reporting Demo


Summary


More InfoHelp & Training Link Top Right of Page

1. Access Help

2. Visit Forums

3. Submit Support Request

4. Make a Suggestion


We Wish You A CAMTastic

Reconciliation!


Thank You

Date post:	15-Apr-2017
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