LOGIN

MANAGEMENT OF SCHEMES FEATURES

Simple Setup
and Take-on

Quick step-by-step setup to get the scheme running. This includes Scheme Info & Banking details; Setting of Financial Periods & Chart of Accounts, Agency & Scheme Stationary & Notes; Specialized Email Library and Docs Viewer setup. Simple importing of .xls (Excel) spreadsheets from your previous system that includes Owner & Supplier details; Opening Balances for Owners, Suppliers and the Trial Balance GL.

Dashboard

The User Dashboard shows different aspects of BCMTrac which is controlled by your Administrator. On the Owners Dashboard Owners are given access to their invoices and statements as well as other important documents like Applications; AGM Minutes; Rules; etc. Trustees have more access to information on the Trustee Dashboard such as Management Reports; Financial Records; etc. and their online voting platform to participate in meetings

Accounting

BCMTrac is a fully IFRS compliant accounting system using the double entry system to provide a comprehensive set of books that include Invoices; Purchase Notes; Journals & Cashbook. All sets of books include recurring invoices, purchases notes and journals. In the Cashbook, import your bank statement and map your transactions for future allocations.

Comprehensive
Reports

We provide a comprehensive suite of reports: Income Statement; Balance Sheet; Trial Balance; Levy Roll Report; Budget Variance Report, various Detailed Ledgers and more. Export to PDF or Excel for ease of use. Simple and flexible Management Reports module takes the stress out of merging financial reports by a few simple clicks. Email to the Trustees directly from the same screen.

Debtor Admin and
Legal Handover

Debtor administrators can stay on top of the outstanding accounts. Admin related charges, collection commission, cash deposit fee, sms charges and interest on arrears can be viewed and processed here. Letters of Demand and Final Legal Handovers sent from one tab. All documentation is stored online so both Managing Agent and Attorney to view and edit.

Task Manager

On demand ability, on all key screens, to Add and Edit tasks and schedule them for email and sms notifications for yourself or other agents in the office. This is an integral element of our website and has extensive, easy to use capability.

Notes Recording &
Action Dates

Fully integrated Notes Recording which allows you to provide a detailed 'paper trail' on each owner. Action Dates can be set for follow up reminders on recorded notes, so you don't forget to follow up any query.

Communication

Communicate with your owners using ad hoc email messages or message templates created and stored in the Message Library for quick and easy, ongoing use, including personalized bulk emailing capability. Email Tracking and History available. Send sms’es to all categories of people in your database including your owners, trustees, colleagues and third parties. SMS History available.

Tools

We provide a wide variety of tools that include Clear Tables, Task Manager, Docs Viewer, Emails and Email Tracking, Export and Import of Excel spreadsheets, SMS, Backup/Restore and Activity table for you be hands on in the program.

Documents Viewer

Create directories and store documents online giving you quick and easy access thereto. This can be used for Lease Agreements, Mandates as well as Utility bills. Give access to the Owners to view and/or download important documents.

Training and Support

We provide “one to one” training using Skype for talking and sharing of screens to help you settle quickly and easily into using our website. There is also, a comprehensive help section with manuals and other guidelines at your fingertips. Support uses Skype for quick response to any queries that you have.

Meetings Manager

A major feature and a must have when doing scheme management. This affords you the ability to manage and control your meetings whether it be virtual or a hybrid meeting, in an efficient and compliant fashion. Weighted voting and an easy to use vote system for owners is what makes this module stand out in the market place.

Maintenance
Management

Record and Manage the scheme's day to day maintenance to units and common property. Generate a monthly report as part of your Monthly management report to the Trustees / Excom / Directors.

Insurance
Management

Create and track each schemes insurance claim with a simple to use claims registration and maintenance process. Generate a monthly report as part of your Monthly management report to the Trustees / Excom / Directors.

10 Year Maintenance
Plan

We have a built in 10 year maintenance plan manager. This tool calculates what must be save annually, including forecasting taking into account inflation, degradation and thereby allowing the scheme to properly calculate what the future budget amounts needs to be.

MANAGEMENT OF SCHEMES FEATURES

Quick step-by-step setup to get the scheme running. This includes Scheme Info & Banking details; Setting of Financial Periods & Chart of Accounts, Agency & Scheme Stationary & Notes; Specialized Email Library and Docs Viewer setup. Simple importing of .xls (Excel) spreadsheets from your previous system that includes Owner & Supplier details; Opening Balances for Owners, Suppliers and the Trial Balance GL.

The User Dashboard shows different aspects of BCMTrac which is controlled by your Administrator. On the Owners Dashboard Owners are given access to their invoices and statements as well as other important documents like Applications; AGM Minutes; Rules; etc. Trustees have more access to information on the Trustee Dashboard such as Management Reports; Financial Records; etc. and their online voting platform to participate in meetings

BCMTrac is a fully IFRS compliant accounting system using the double entry system to provide a comprehensive set of books that include Invoices; Purchase Notes; Journals & Cashbook. All sets of books include recurring invoices, purchases notes and journals. In the Cashbook, import your bank statement and map your transactions for future allocations.

We provide a comprehensive suite of reports: Income Statement; Balance Sheet; Trial Balance; Levy Roll Report; Budget Variance Report, various Detailed Ledgers and more. Export to PDF or Excel for ease of use. Simple and flexible Management Reports module takes the stress out of merging financial reports by a few simple clicks. Email to the Trustees directly from the same screen.

Debtor administrators can stay on top of the outstanding accounts. Admin related charges, collection commission, cash deposit fee, sms charges and interest on arrears can be viewed and processed here. Letters of Demand and Final Legal Handovers sent from one tab. All documentation is stored online so both Managing Agent and Attorney to view and edit.

On demand ability, on all key screens, to Add and Edit tasks and schedule them for email and sms notifications for yourself or other agents in the office. This is an integral element of our website and has extensive, easy to use capability.

Fully integrated Notes Recording which allows you to provide a detailed 'paper trail' on each owner. Action Dates can be set for follow up reminders on recorded notes, so you don't forget to follow up any query.

Communicate with your owners using ad hoc email messages or message templates created and stored in the Message Library for quick and easy, ongoing use, including personalized bulk emailing capability. Email Tracking and History available. Send sms’es to all categories of people in your database including your owners, trustees, colleagues and third parties. SMS History available.

We provide a wide variety of tools that include Clear Tables, Task Manager, Docs Viewer, Emails and Email Tracking, Export and Import of Excel spreadsheets, SMS, Backup/Restore and Activity table for you be hands on in the program.

Create directories and store documents online giving you quick and easy access thereto. This can be used for Lease Agreements, Mandates as well as Utility bills. Give access to the Owners to view and/or download important documents.

We provide “one to one” training using Skype for talking and sharing of screens to help you settle quickly and easily into using our website. There is also, a comprehensive help section with manuals and other guidelines at your fingertips. Support uses Skype for quick response to any queries that you have.

A major feature and a must have when doing scheme management. This affords you the ability to manage and control your meetings whether it be virtual or a hybrid meeting, in an efficient and compliant fashion. Weighted voting and an easy to use vote system for owners is what makes this module stand out in the market place.

Record and Manage the scheme's day to day maintenance to units and common property. Generate a monthly report as part of your Monthly management report to the Trustees / Excom / Directors.

Create and track each schemes insurance claim with a simple to use claims registration and maintenance process. Generate a monthly report as part of your Monthly management report to the Trustees / Excom / Directors.

We have a built in 10 year maintenance plan manager. This tool calculates what must be save annually, including forecasting taking into account inflation, degradation and thereby allowing the scheme to properly calculate what the future budget amounts needs to be.