Getting Started - Steps on setting up Personal Property Pro, adding & printing clients/properties etc

How do I backup my data to another location?
    Select menu item 'File' then sub-menu item 'Database Utilities'. On the 'Manual Backup' tab, the white text box contains the location where files are manually backed up.  Click the 'Browse' button to change it to a new location and/or to create a new folder for your manual backups.  Click the green Backup Database Files Now button to backup your data.  To save this new backup location as the default, click either 'Save' or 'Save & Exit'.  If you just click the 'Exit' button, your location will be the same as it was before.  If you need to restore the backup (on this or another computer), use the 'Restore Database' tab in the same window. NOTE: The manual backup location is also where the program creates PDF files, so be sure this location is accessible to all users of the program.  In some cases, you may want to change the backup location, make a backup, and then close the window, leaving the original location intact.

How do I clear out last year's 'Return Status' for all of the clients?
    Select menu item 'File' then sub-menu item 'Utilities', then click the 'Clear all 'Return Status' and related Dates button.

Account Number Prints in a Large Font Instead of a Barcode and is chopped off at the bottom
    Here is how you can manually install the Barcode Font

Unable to Register ("...can't connect to our web server..." etc), and you are using Symantec's Norton AntiVirus
    Open Norton AntiVirus.  Go to 'Settings'.  Click 'Personal Firewall' and turn it off.  Click 'Intrusion Protection' and turn it off.  Try registering Personal Property Pro.  Remember to turn your settings back on when finished.

Assets TOP
   
Beginning Balances (Oklahoma only)
    Asset Entry

    Asset Import (general)

        Importing from Lacerte step-by-step instructions
        Importing from CCH ProSystem fx general step-by-step instructions
        Importing from CCH ProSystem fx Fixed Assets step-by-step instructions
        Importing from Creative Solutions Fixed Assets CS (Ultra Tax) step-by-step instructions
        Importing from BNA Fixed Assets Desktop step-by-step instructions

FMV (Fair Market Value)
   
Information about using Fair Market Value calculations in PPP

Peer-to-Peer Networks - Setting up a Server
    Using a Mapped Drive so all computers can run the program at the same time (including the machine PPP is installed on)

Moving the program from one computer to a different computer
    Instructions on migrating or moving your data files to a different computer (single or multi-user license)

Merging data of two or more companies
    We can now merge the data of two or more companies into one data file.


Printing Problems (always consult your IT person before installing any new drivers)
   Brother Printer HL1440 - Missing data - Brother Drivers
   Kyocera - Characters look like garbage.  Get the most recent printer driver for your printer at Kyocera Drivers.
   Ricoh - PPP shuts down trying to preview or print a return (sometimes reporting an error in a dll file such as 'ric63au.dll'):
      Get the most recent printer driver(s) at Ricoh.
Updating the PCL6 and/or the RPCS drivers will resolve most issues.
   Garbage characters where text should print.  Try using PCL and not PS as your print driver (known to resolve HP4050 issue).  If this fails, try updating your printer driver (go to your printer website to get the latest driver).

Installation Error 1720
    If you receive the following error when trying to install or uninstall Personal Property Pro:
   
'Error 1720.  There is a problem with this Windows Installer package.  A script required for this install to complete could not be run.  Contact your support personnel or package vendor'.
    You may need to install/reinstall Windows Script 5.7.  Click here for XP or click here for Win2003 Server.
    If that fails you may need to download and run the Microsoft Windows Installer Cleanup Utility to remove the installation from Add/Remove menu.

Converting SaxTax data into Personal Property Pro

Tax Year
    Changing the Tax Year

Open File Security Warning
    You get a message such as 'The Publisher Could Not Be Verified', when starting the program every time

Vista/Win7-8-10/Win2008/Win2012
   
Instructions for installing PPP on a computer running Windows Vista/Win7-8-10/2008/2012


Assets - Beginning Balances (Oklahoma Only)

Your county form may require a 'Beginning Balance' for each asset category.  There are three ways to get an accurate 'Beginning Balance':

  1. [Preferred] Enter every asset your client owns into the program, setting the 'Year Reported' to the year in which it was acquired; for Tax Year 2006, Year Reported = 2005 etc).  The quickest way to do this is to use our Import Assets feature, but you can add them one at a time if you choose.  Once you are familiar with the hot-keys, manual entry of assets is very fast.

  2. Create a single asset entry for each asset category that has a prior year balance, with something like "Furniture & Fixtures - Beginning Balance" as the description, and enter the total cost of all of the assets for that category.  Be sure to use TaxYear-2 for the 'Year Acquired' so the amount shows up as prior year assets.  In future years, you will need to use the 'Add a Deletion' button to remove assets from this lump sum asset entry amount.

  3. Enter the prior year beginning balances in the 'Beginning Balance Manual Entry' text boxes on the asset screen.  Leave these amounts the same indefinitely unless you later add all of the client's assets into the program.  We recommend getting all of the asset into the program as the best method (step #1), but to quickly create returns the first year you can simply use the 'Beginning Balance Manual Entries' to bring the return up to date.  Note that if you later delete assets that are contained in these 'Beginning Balance' entries, you will need to use the 'Add a Deletion' to mark an asset as deleted.
    Note: With the addition of Form 904-3-A we added in Tax Year 2007 we recommend you do not use 'Beginning Balance Manual Entry' fields, but rather import or key in all of the assets for each customer. Form 904 is a complete asset listing and does not include any 'Beginning Balance Manual Entry' amounts, nor does it include assets added as a deletion (to offset Beginning Balance Manual Entry amounts).

One advantage of creating a single asset entry for each category (step #2) versus using the 'Beginning Balance Manual Entries' (step #3), is that the single asset lump-sum amount will print on the 'Asset Listing' report and the totals will then match the totals on the Asset screen, however any assets created as a deletion will not show on Form 904-3-A because assets 'created as a deletion' are originally intended to be used to offset 'Beginning Balance Manual Entries'.

One disadvantage of using 'Beginning Balance Manual Entries (step #3), is that these 'lump sum' amounts do not print any asset listing report or asset form (such as form 904-3-A).

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Asset Entry

From the Asset Tab, you can access 'ALL' assets, 'Prior Year' assets, 'Current Additions', 'Current Deletions', for either ALL asset categories, or any specific asset category.

After you click one of those buttons, another screen pops up where you can add an asset, edit an asset, mark an existing asset as deleted, or actually delete an asset.  One button is labeled 'Add a Deletion', which will create a new asset, but it will be marked as deleted in the current year.  This is useful if you start with 'Beginning Balance' asset entries (for Oklahoma but not Oklahoma County format), and you want to create a deleted asset that applies to the 'Beginning Balance Manual Entry).  Assets 'Added as a Deletion' do not show up as 'Prior Year' assets in the year you created them, but in future years, they will show up as items in your 'Prior Year' assets, that are now flagged as having been deleted.

If you choose to use the program primarily to fill in the general information, and simply attach a list of assets each year:
1) Create your client, entering all client information on the Owner and Property tabs.
2) For each Asset Category, take the actual Beginning Balance from last year's return, and either
    A) Enter that number in the 'Beginning Balance' manual inputs (Oklahoma only)
        - or -
    B) Create a single asset, calling it something like '2004 F&F Beginning Balance Entry', making sure the 'Year Reported' field is CurrentTaxYear-2 (2003 for 2005 return).
3) Additions: For each category, add a single asset with "2004 F&F Total Additions, See Attached", and the total amount.
4) Deletions: For each category, add a single asset by clicking 'Add a Deletion', with "2004 F&F Total Deletions, See Attached", and the total amount.

Your numbers will be correct on Page 1.  Page 2 will show each total with your description for each category, and you can attach your other attachments showing the additions and deletions detail.  Form 904-3-A however, does not include either BegBalManEntries or assets created by using the 'Add a Deletion' button.

Asset entry is straight-forward, asking for a Category, Description, New/Used status, Year Acquired, Year Reported (this is TaxYear-1), and depending on your state or county, Fair Market Value, Cost, or other items.  Some asset category types will show other items to enter, such as Lease information (if the asset is related to a lease), Consignment information, Petroleum information (901-P), Vehicle information, etc.  Learn to use the Hot-Keys (Alt-A to [A]dd an asset etc) and asset entry will be quick and (we hope) painless.

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Asset Import

If your tax or asset software can export assets, Personal Property Pro can open these asset files and import the assets directly into its database, significantly simplifying the initial process of setting up your assets, and making it easy to add new assets and mark deletions in subsequent years.

Click Here for line by line instructions for Lacerte
Click Here
for general instructions for CCH ProSystem fx
Click Here
for line by line instructions for CCH ProSystem fx Fixed Assets
Click Here for line by line instructions for Creative Solutions Fixed Assets CS
Click Here for line by line instructions for BNA Fixed Assets Desktop

Exporting your client/property assets from your tax or asset software
Open the tax or asset software you use, and for each client/property export the asset information into a separate file.  If possible, save it to a CSV (comma separated value) or ASC (ASCII) text file.  The steps for this process will be similar to this (depending on your software):

  1. Create a folder for the files you will be exporting.
  2. Open (select) a client
  3. Click 'File/Utilities/Export' or 'File/Export' ... something to export your asset data.
    (This will vary depending on your software.  Within your software, click on 'Help; and search for 'export').
  4. Choose to export the depreciation (or asset) information
  5. If possible, choose no heading information.  In particular you need the Description, Date Acquired and Cost columns.
    If given the choice, save as either a CSV or ASC (text) file (do steps 2-6 for each client)
  6. Save the file(s) to the folder created in step 1
  7. If necessary, open the saved CSV file and do the following:
    Format the 'Cost' column as 'General Number' which will remove any dollar signs and commas.
    Remove any commas from any Description fields.
  8. Make sure the file name corresponds to your client/property name so you can pick it out of several files

    A file's raw contents might look something like this (this example doesn't have any column heading rows at the top):


    "Computer","1/01/96",2570.00,"0.00","",2570.00,"0.00",2570.00,"0.00","200DB"
    "File Cabinets","1/01/92",10942.00,"0.00","",10942.00,"0.00",10942.00,"0.00","200DB"
    "Laptop","1/01/93",3428.00,"0.00","",3428.00,"0.00",3428.00,"0.00","200DB"
    "Carpet","6/17/98",1262.60,"0.00","",980.89,56.34,1037.23,225.37,"200DB"
    "Air Conditioner","8/17/00",529.33,529.33,"",529.33,"0.00",529.33,"0.00","200DB"

        If you want to view the raw contents of an exported file, right-click the file and then click 'Open With' and choose 'Notepad' or Microsoft Excel.  You can also view the raw file by clicking on the 'View File' button while in the Asset Import window (upper-right corner) within PPP.

Importing Assets into Personal Property Pro

  1. Open Personal Property Pro and select the 'Clients' window
  2. Select (just highlight) the client you wish to import assets for (use a test client until you are familiar with the process)
  3. Click on the 'Asset Import' button (or press Alt-I)

    The main Asset Import screen will open.

    The first step is to locate the file that contains the assets you wish to import for this client.

  1. Click the button that says 'Locate the File' that contains the assets for [company - contact name]
  2. A drive/folder navigation window will pop up
  3. Navigate to the drive and folder where you saved the client/property exported asset file (C:\Program Files\YourTaxSoftware\Data?...)
  4. Select the file that contains this client/property's assets by clicking on it
  5. Click the 'Open' button

PPP will attempt to open the file and read all of the information into a grid of 'X' number of rows (one row per asset) and 'Y' number of columns.  The number of columns will vary depending upon what type of software you used to export your assets.  Each column will contain similar data; one column might be your internal Asset Number, another might be the Description, Cost, Method, etc.

The first two columns are reserved.  The first column is named 'Import?" and contains a checkbox.  Assets that have 'Import?' checked will be imported in the final process.  The second column is the 'Asset Category' column.  Each Asset Category is initially set to 'Unassigned', and must be assigned to an actual Asset Category as defined by PPP (your State/County form).  Beyond the first two reserved columns, are the actually data that PPP read from your file.  These columns are numbered 1 through Y (Y being the number of columns of data in the export file).  PPP initially calculates a ballpark width for each column, but you can adjust the column widths by clicking and holding the mouse down on a column divider (in the actual column heading of the grid), and sliding it to the left or to the right. PPP will remember the column width for the first 10 columns and will set the columns to these widths later for you when you re-access the Asset Import window.

Once PPP has processed the file, the very first time you import assets it will pop up a message asking you to provide the following four items:

  1. The number of 'Column Headings' that the file contains.
    Some tax/asset software programs will provide one or more rows of 'column heading' information when it exports data.  Usually it will be just one row (if any), but it can be as many as five or more rows.  The 'column heading' row is used to help define what each column of information represents, such as the 'Asset Description', 'Date Acquired', 'Cost', 'Prior Depreciation', 'Depreciation Convention', 'Life' etc.

    Above the grid, on the left side, select the number of rows of 'column headings' that you see (or select '0' if you don't see any).  As you do, PPP will make all of the column heading rows BOLD and BLACK and change the 'Asset Category' column to 'Column Heading'.  These rows will not be imported.
     
  2. The column that represents the 'Asset Description'.  Locate the column that contains the Asset Descriptions (column 1 - ??) and choose that column in the drop-down combo box.
    PPP will change the grid column heading you select from a simple number (1-##) to ## - Desc?
  3. The column that represents the 'Date Acquired'.  Locate the column that contains the Dates Acquired (column 1 - ??) and choose that column in the drop-down combo box.
    PPP will change the grid column heading you select from a simple number (1-##) to ## - Date?
  4. The column that represents the 'Cost'. Locate the column that contains the Asset Costs (column 1 - ??) and choose that column in the drop-down combo box.
    PPP will change the grid column heading you select from a simple number (1-##) to ## - Cost?

    These are the four items that must be marked to be able to import assets.  PPP will remember these four settings on subsequent Asset Imports.  Once these are set, they should remain the same unless you change tax/asset software or if your software changes its export file format.  As you change these settings, PPP will change the Column Heading rows to bold black,  the Asset Description column data to blue, the Date Acquired column data to red, and the Cost column data to green.

Once you have correctly set these four items, click the 'Reload File' button in the upper-right corner.  PPP will open and process the file again, and this time it will do a 'Smart Search' of the Asset Descriptions as they are read in, trying to automatically assign the Asset Categories for you.  You should only have to reload a file just this one time after you have initially set your Description, Date and Cost columns correctly.  Reloading the file will override and reset any Asset Category changes you might have made.

How Smart Search Works -  If for example, your county has a category such as 'Furniture and Fixtures', as PPP is reading in an asset record, it will search the Asset Description column value for keywords such as 'Furniture', "Fixture", "Chair", "Furnish", "Cabinet", "Folder" etc (not case sensitive).  If PPP finds ANY of the keywords for 'Furniture and Fixtures', it will:

If Smart Search does not find any matching keywords for 'Furniture and Fixtures' in the Asset Description, it will then search the same Asset Description for the NEXT Asset Category's keywords, and so on, until it either finds a match, or finishes looking through your county's Asset Category keywords.  Then PPP gets the next record etc.  In a test of 2,000 assets with about 40% of the assets having a match, it took only about 5 seconds to open and process the entire file.

If Smart Search finds a match for an asset and flags its category properly, the asset is ready to be imported.  We have attempted to build a reasonable database of 'keywords' that Smart Search uses, but there will be instances when assets are incorrectly auto-assigned.  There will also most likely be several assets that don't get auto-assigned.  In either instance you will need to assign these asset categories manually...

Assigning Asset Categories Manually - If 'Smart Search' doesn't auto-assign some assets (or some are incorrectly auto-assigned), you can assign them manually by any of the following methods:

  1. Assigning a SINGLE asset:

    Double-click a single asset (or press ENTER or Alt-A[ssign] when an asset is selected/highlighted)
     
  2. Assigning MULTIPLE assets the same category at the same time (this can really speed up the process!):

    Hold down the CTRL key and click multiple assets (they do not have to be contiguous), then press Alt-A or click the 'Assign Category to Selected Assets' button.
            OR
    Click one asset, hold down the SHIFT key and click another asset (highlighting all assets in between including the outer two), then press Alt-A or click the 'Assign Category to Selected Assets' button.

Once you have done any of the above selection methods, a small Asset Category Picker window will pop up just beneath the lowest selected asset.  This floating window contains a combo box that contains all of the asset categories that PPP uses for the county where this property is located.  As you change the asset category (using either the up/down arrow keys OR by typing the first letter of an asset category), the selected asset(s) will change to the new asset category, their 'Import?' checkbox will be checked and 'YES' will be printed next to the checkbox.  If you select the FIRST item in the combo box (Unassigned), all of the selected assets' Asset Category will change back to 'Unassigned', and the Checkbox will be unchecked.

If you type Alt-N (or press the 'Next' button) while in the Asset Category Picker window, the focus will move to the NEXT asset in the grid while keeping the Asset Category Picker open.  Typing Alt-P ('Prev' button) will move to a PREVIOUS asset.  Alt-N and Alt-P work well when assigning one asset category at a time since you don't need to Close the Asset Category Picker window when going from one asset to the next.

Once you get the hang of it, you will find it takes just a few seconds to change the category for each asset, and even less time if you select MULTIPLE assets at a time, and then press Alt-A to change all of the selected assets at once.

When the Asset Category Picker window is shown, several buttons on the Asset Import form are disabled.  Pressing the ESC key or the 'Close' button will close the Asset Category Picker window, and the disabled buttons will be enabled again.  Pressing ESC from the Asset Import window will close the Asset Import window itself.

TIP: If you sort the entire grid by Asset Description you might be able to group several asset types together making it easier to select them. For example, if you want to sort by Asset Description, click on the grid column heading of the Asset Description (it will read ## - Desc? depending on which column it is).  You won't be allowed to sort if you have one or more 'Column Heading' rows in the export file.  You can delete your Column Heading rows by highlighting the rows and then clicking the 'Delete Selected Rows' button, or PPP will do it for you by asking you if you want to delete them after you have tried to sort on any column of the grid when you have designated one or more Column Heading rows.  PPP does not actually delete rows in your Export file, but only removes them from the grid.  When in doubt, Reload the file again.

Now We're Ready - Once you have all of the assets you want to import flagged (Checked with 'YES' next to the checkmark), click on the 'Next Step' button near the top of the asset import form.  PPP will load a new grid with ONLY the assets you have selected for import, showing just the Asset Category, Asset Description, Year Acquired, Cost, and a note if any (Date fields that are erroneous or blank will be converted to TaxYear-1 and so noted. An asset with a zero cost will be noted).  Initially the new grid will be sorted first on the Asset Category column ascending, then sorted within each category by Year Acquired descending.  You can sort on any column by clicking on the grid column heading (sorting is always in Ascending order when you click on a column).  You can print a report of this grid of information by clicking on the 'Print Report' button.  You also need to decide whether to APPEND or OVERWRITE the assets for this client/property.  If you APPEND, PPP will simply add the current list of assets to this client/property's assets.  If you choose to OVERWRITE, PPP will DELETE any existing assets for this client/property and then add these assets.  PPP will remember the Append/Overwrite setting you choose for the future when you import assets, but not specifically for each client/property.

Importing ONLY Assets within a range of years - When you first setup your clients you will most likely want to import ALL assets (but skipping assets that are NOT reported on your County Rendition form, such as Vehicles in Oklahoma, or real property, etc).  In subsequent years, if you decide to import new assets for clients rather than key them in manually (this is usually not the case but it can be done), you can might want to check the 'Flag all assets acquired from YYYY to YYYY checkbox in the bottom-left corner of the window.  If this is checked, PPP will scan the Date Acquired column when reading in assets, and ONLY flag (check the checkbox) the assets whose Date Acquired column value is within that range of years.  It will flag these assets regardless of whether or not 'Smart Search' can auto-assign an asset category.  With 'Auto-Flag' turned on, if you are in the Asset Category Picker, pressing Alt-N or Alt-P will move not just to the next or previous asset, but the next/previous asset that is flagged to import, skipping the unchecked assets.  If you do not have any 'Column Heading' rows, PPP will automatically sort by the 'Import?' status, moving all of the Flagged (checked) assets to the top, making it even easier to assign categories that were not auto-assigned or need to be changed.

Deleted (sold/removed) Assets - If you have prior assets within PPP for a client/property and the asset has been removed, the Asset Import routine will not automatically mark that asset as deleted, since we don't have a direct link to your software.  You will need to open each client/property, click on the 'Assets' tab, click on the 'View All Assets' button, and 'Mark as Deleted' any assets that were in the system in previous years but that have been removed this year.  However, if you decide to import all assets each year (this is usually not done), you can overwrite all of the assets in the final process of importing assets.  This will remove all of the assets that are in the system for this client, and replace them with the assets that are being imported.

Special Note to Oklahoma - If a property is in Oklahoma (but not Oklahoma County) and you are using 'Beginning Balance Manual Entries', you should not import all of your client/property assets since you will be duplicating the asset costs.  You can however clear out the 'Beginning Balance Manual Entries' if you have been using them, import all of your clients assets, and make sure you end up with the same 'Beginning Balances' for the next year.

Other:
    Sorting - We can't accurately sort on the DATE or the COST columns with this grid.  Trying to do so will give you a message that it's not possible.
    Multiple Sets of Records - Some software might write out all of the assets as 'Current Year' and then duplicate all of the records beneath these rows, but showing 'Next Year' data etc.  If you get more than one set of data you will need to highlight all of the rows below the initial set and delete them.  If this is the case, try and limit the amount of information that is exported from your tax/asset software to just one set of asset information.

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Manually Installing the Barcode Font

Issue: On many 'Signature' forms, the account number is often printed somewhere as a barcode to expedite processing by the county.  If instead of a barcode you see the account number in a large font (often surrounded with asterisks[*]) and the bottom of the number gets chopped off, OR you don't see anything at all, the barcode font ('FREE3OF9.TTF') did not get correctly installed onto the computer in the C:\Windows\Fonts\ folder.  This can happen when PPP is installed from a workstation to a mapped drive on a server but it also happens on occasion on workstations that have Windows 7-8 operating systems, due to security settings on the computer.

Resolution: Close Personal Property Pro if it us running.  Click Here and SAVE this font file FREE3OF9.TTF to your desktop.  After the font file is saved on your desktop, open 'My Computer' and open the C:\Windows\Fonts\ folder.  Drag and drop the font file from your desktop into the C:\Windows\Fonts\ folder. Windows will register the font automatically.  Start Personal Property Pro, select a client and preview the return. You should see the barcode now.  If you have a multi-seat license, you might need to install the font in the \Font\ folders on both the server and the workstations, but usually installing the font on the workstations is all you need to do.

If you still have the problem after copying the file into your Fonts folder: Try rebooting your computer and check again.  If that doesn't work, click the windows Start button then click on Control Panel.  Double-click 'Fonts'.  The fonts folder will open up showing you all of your fonts.  Click on the menu item 'File' then click 'Install New Font'.  Find the font file FREE3OF9.TTF in the C:\Windows\Fonts\ folder.  If the font file is still saved it to your desktop you can find it at C:\Documents and Settings\YourComputerName\Desktop\ (Windows XP machines) or C:\Users\YourComputerName\Desktop\ (Windows 7 and above).  Select the file and click OK to register the font.  Tada!

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Fair Market Value

Personal Property Pro now calculates the Fair Market Value of assets for you.  This is especially helpful in Texas and Florida, where the return itself can ask what a fair market value is for assets.  To calculate this, the program uses the following items:

    1. The Cost of the asset.
    2. The Year Acquired (from which the Age of the asset is calculated).
    3. The Economic Life of the asset (based on the asset category the asset is assigned to).
    4. The 'Present Value' table (sometimes called 'Percent Good') for Economic Lives of 2, 3, 4, 5, 6, 7, 8,10, 12, 15, 18 & 20 years.

You can choose instead to use 'Straight Line' calculations along with a 'Salvage Value' percent.

Click on the thumb-nails to see screen shots of FMV Setup and Asset Entry screens

Present Value table

Economic Life

Asset entry with FMV calculations

For the 20+ largest counties in Texas, 19 counties in Florida, as well as Tulsa and Oklahoma county in Oklahoma, we provide you with preset tables.  In most cases we have acquired this data from county websites.  If you find any discrepancy in any of our preset tables, please notify us by following the instructions in the program when you make any changes.  You can make changes to these tables and use the changes immediately.  For all other counties, we have preset 'State Default' tables that you can use.  These 'State Default' tables are not necessarily provided by or approved by any state and/or county but are general values.  We can add any other county's Present Value table to our program, so if you are doing a return in a county where we do not have a preset table and you choose not to use the 'State Default' table, and you know the Present Value table percentages are available from the county, please notify us so we can add this table for future releases!  Some county's also have an 'Inflation Index' or 'Factor' that is used in calculating the 'Present Value' table.  Where available, we have included this in the Present Value percentages.  We encourage you to check the accuracy of the 'Present Value' table and Economic Life values for county's that you use.

Every time a client return is opened, previewed or printed, the program recalculates the FMV for all of the assets for that client.  If you have opened a client return, you can access the assets of the client, and see the FMV calculations for each individual asset.  You can override the default LIFE for any individual asset, rather than accepting the default Economic Life that the program uses.  Several existing reports now include the FMV calculations, including the Cross-Tab Summary, Additions & Deletions (TX & FL), generic 'Asset List', and the new  'Asset List All Companies' reports.

Accessing the FMV setup window: Click on the menu item 'Setup' and then click 'FMV - Method, Present Value Table, Economic Life' menu item to access the FMV setup screen.  On the left side, you can assign a system-wide default for all clients regarding FMV calculations (Use Manually Entered FMV Values, Use FMV Table Calculations, or use Straight Line Depreciated Values with a Salvage Value percentage).  If you have selected a client from the Clients window (or actually opened the client) for Texas or Florida return and then opened the FMV setup screen, you will also see beneath this section, a section where you can specifically assign the settings for this individual client (choose to either use the system-wide default, use Manually Entered FMV Values, Use FMV Table Calculations or use Straight Line Depreciated Values with a Salvage Value percentage).  On this FMV setup screen, you can select any State and County within that State.  As you do, the program will show you the State Default table for that county as well as the Economic Life used for each asset category..  For any county, you can then 'Load' the preset Present Value table for any specific county that is in the list, although that is not necessary since the program uses the county specific data where available.  Some counties use the same Present Value percentages as other larger counties.  In that case, you can select any county in the list, and load it for use for returns in the county you have selected.  By default, if the program contains a preset Present Value table for any county, it will use those values even if you have not 'loaded' it for that county.  In this case, it will show 'State Default' numbers in the table while turning the 'Load Table' button and county drop-down GREEN, showing you that it has values for that county.  You can then 'load' this specifically for the county so you can see and verify the Present Value percentages.  If you change any values, it will use your changes.  Also on this screen, you can see the 'Economic Life' that is assigned for any county in any state.  Many counties are assigned the default Economic Life that ships with the program.  You can change these defaults from this screen as well.

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Installing PPP on Windows VISTA/Win7-8-10/Win2008/Win2012

 

This has been tested with Vista Home Premium, Vista for Business, Win7-8-10 Pro, Win2008 R2, Win2012 but it should work on all platforms.

 

If you are installing PPP on a stand-alone computer (or server) that is running Vista, Win7, Win8, Win10, Win2008 or Win2012:

 

Allow users 'Full Control' (full rights) to the folder where PPP was installed by following steps 1-12.

 

NOTE: Version 7.0 installation and beyond now automatically does this! You need to do the steps below only if you have an error such as 'Path/File access' error.

 

  1. Log on as an administrator and be sure nobody else is logged on (switch users to verify this)
  2. Uninstall ANY PPP product using Control Panel/Programs and Features (formerly 'Add-Remove Programs')

    Download and install the newest version of Personal Property Pro, noting where you install it to.
    Do NOT start the program yet.
  3. Double-click My Computer
  4. Navigate to the destination folder where you installed PPP to.
    By default, the installation program installs to C:\Program Files\Personal Property Pro\ on a 32 bit machine,
    or C:\Program Files (x86) \Personal Property Pro\ on a 64 bit machine.
  5. Right-click this folder
  6. Click 'Properties'
  7. Click the 'Security' tab
  8. Click the 'Edit' button to change permissions
  9. In 'Group or user names:' select 'Users (YourComputerName\Users)'
  10. In 'Permissions for Users' to the right of 'Full Control'  check the 'Allow' checkbox.
    This will also give users full access as well as 'Modify' and 'Write' rights in this folder and folders beneath it.
  11. Click OK twice.  You are done with these instructions.  If you were moving your data from another computer to this computer click here.

 

If you are installing PPP on a client (workstation) computer that is running Vista, Win7, Win8 or Win10:

 

  1. Uninstall ANY PPP product on the client machine
  2. Download, Save and Install the newest version of 'Personal Property Pro Workstation'
    Note: You will have to have Admin rights to start the installation program.
  3. Open My Network on your desktop.
  4. Find the network location or mapped drive where 'Personal Property Pro' was installed to.
  5. Right-click and drag the file named 'Personal Property Pro.Exe' to your desktop and let go.
  6. Select 'Create Shortcut' (do NOT copy the file to your desktop).
  7. Go to Internet Explorer Options, Security, Local intranet, Sites and either:
          Uncheck the 'Automatically detect intranet network', check all 3 checkboxes and click OK

                  OR check 'Advanced' and add the server where PPP is installed to the web zone:
                        Example: //HP-Server1    or     //SomeServer/SomePathToPPP/

If you skip step 7 Vista/Win7-8-10 will ask if you want to run "MergePDF.bat' whenever you save returns are PDF files.

 

Peer-To-Peer Networks and Servers (Mapped Drive)

In a peer-to-peer network, you will need to share Personal Property Pro as a mapped drive in order to be able to run the program on all machines including the Server machine simultaneously.  Failure to do so can result in errors when both the Server machine and one or more of the other machines are running the program at the same time.  The error will usually be something like 'couldn't find database xyz'.

The following steps will help you in setting up your peer-to-peer network by utilizing a mapped drive.  These steps apply specifically to Windows XP, and may vary slightly on different operating machines.  Have your network administrator perform these steps.

 
On the Server machine (or peer-to-peer computer that will host the actual PPP software):
 
    1) Uninstall the program if it was already installed on this machine. (do not remove any directories or files manually after uninstalling it)
        If it was already installed ON a mapped drive, be sure you are connected to the mapped drive before uninstalling it (click MyComputer, and click on the mapped drive (Z: or whatever) and make sure it does not say 'Disconnected Network Drive').
    2) Create a new folder to hold the Personal Property Pro program, something like C:\PPP\
        Right now you could also create a folder for manual backups performed within PPP, such as C:\PPP\SharedBackup\.
    3) Share the C:\PPP folder and give users read, write and create rights to this folder and any folders beneath it.
    4) On the same computer, map a drive to C:\PPP (My Computer/Tools/Add Mapped Drive) and call it Z: You can use any available drive letter, but it must be available on all machines as the same letter.
    5) Install Personal Property Pro on just the machine that will simulate the server, and select the new drive/path C:\PPP as the destination for the program to be installed to during the installation process.
            Note: You may receive errors (Error 1904) on the following files during the installation. Click 'Ignore' for each error if you get these:
                SSInput1.ocx
                SSCala32.ocx
                IGResizer40.ocx
                IGThread40.ocx
                IGScroll40.ocx
                PVMask.ocx
    6) When the installation is complete, delete the Personal Property Pro shortcut created on the desktop of the server that points to C:\PPP.
    7) Create a new shortcut on the server machine to Z:\Personal Property Pro.exe\  (assuming Z: is your mapped drive)
    8) Click the new shortcut.  If this is a first-time installation,  Personal Property Pro will re-link the database tables when starting.
    9) Test the program's ability to edit and save a client as well as view/print a page of a return etc.
  10) Within the program, click 'File', 'Database Functions', 'Manual Backup', and create or use another folder for backups that can also be accessed by all users.  This is where all PDF files will be saved in addition to the backed up database files.
        Make sure it is a NETWORK path, such as Z:\ ... etc.
        You could create another folder underneath the original, such as C:\PPP\SharedBackup\, which you would now use as Z:\SharedBackup\.  We recommend that you use a different backup device unless you are backing up your server every day, or at least once a week.
 
On each Client machine:
 
    1) Download and install the Personal Property Workstation program (from the email you received when you purchased the Multi-User module).  If you do not have this other installation program, do NOT install the main PPP program on each machine as this will cause problems.
        If you had a previous Personal Property Pro Workstation (formerly called 'Client Configuration') program installed on any machine, uninstall that version first before installing the most recent version.
    2) Add a mapped drive (My Computer/Tools/Add Mapped Drive), and select the new C:\PPP shared folder located on the Server machine.
        Use the SAME drive letter (Z:) that you used for the Server's mapped drive.
    3) Create a desktop shortcut to the executable on the Server's Mapped drive/path (shortcut to Z:\Personal Property Pro.Exe\)
 
To verify the settings are correct, run the program on each machine.  Click on File/Database... The location of where the data is currently stored (click File/Database) should be the same on all machines (Using the Z: drive, it would show your data is stored in the Z:\_~private\ folder).  When the first machine runs the program (either the Server or a Client machine), the database tables will be refreshed and re-linked, and you should get a message saying so.  After that, you should not see this message each time a computer runs the program.

Now all machines can simultaneously run the program without Personal Property Pro re-linking the database tables when each user starts the application.

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Changing the Tax Year

Why would you ever change the tax year within Personal Property Pro?  Generally speaking, you never should, but you might have situations where you would consider doing so.  When you change the tax year to a previous year, Personal Property Pro will run as though the new tax year is the actual current tax year within the system.  Adding assets will be limited to acquiring them in TaxYear-1, all forms will print with the new year, calculations and printed amounts will be based on the new year as well.

When you close and re-open Personal Property Pro it will always revert back to the current Tax Year set by your license.

NOTE: One reason to change the tax year would be to review or print prior year county rendition forms.  The need for doing this has been made obsolete since we have added the ability to print returns as PDF files.  That said, as long as your county form doesn't change and its asset categories haven't changed and the FMV values haven't changed, PPP should create an accurate return for prior years (the exception being inventory/raw materials/supplies/etc and any inventory-related Freeport Exemption form).  We do not guarantee the accuracy of forms printed after changing the tax year to an earlier year, since county forms and/or asset categories and/or FMV values may have changed, or our database layout might have changed.  We strongly recommend that you save your returns as PDF files in current years and print those PDF files if you need to print prior year returns later.  To save a return as a PDF file, select the client, click the 'Print Return' button, select the forms you want to save as PDF files, and click the 'Save as PDF' button.  Personal Property Pro will tell you where the files will be saved (as well as how to change this location), and then create each page of each return, and save them as PDF files for you.

Another reason to change the tax year might be if you are were manually adding assets acquired in prior years.  Originally, PPP didn't let you determine the 'Year Reported' when adding or editing assets.  It only let you set the 'Year Acquired', and by default it always set the Year Reported to the same year as the Year Acquired.  Since it is possible to acquire an asset in one year and forget to report it until years later, we added the ability to set both years when adding or editing an asset, thus making this reason to change the tax year for this purpose somewhat obsolete.  We have also added robust Asset Import functionality to the program, which again makes adding your prior year assets by hand obsolete (if your current tax or asset software can export assets).

Lastly, you might want to change the tax year to test the program's ability to calculate and print assets either as prior year or current year (as we do).  Let's say you are trying out the DEMO program and have setup a few customers with their real asset data.  You fall in love with the software (how can you not) and buy the program.  When you register your software, our website sets your tax year to the new tax year (after the January release or earlier if you request it).  You can roll the tax year back and see how the system correctly handles your assets (prior year versus current year etc).

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Moving the program (data files) from one computer to a different computer (single or multi-user license)

By default Personal Property Pro is installed to the following folder:  C:\Program Files\Personal Property Pro\
 
Wherever you installed PPP to, the installation program creates another folder beneath this called "\_~private\"
For example, the default location for this folder would be: 
C:\Program Files\Personal Property Pro\_~private\
 
This "\_~private\" folder contains your data files along with some other files.  The important files to note are:
 
    dbData.mdb       (Your clients, property and asset information)
    dbCoSetup.mdb (Your company setup information)
    *.rtf (any file that has an .rtf extension) - These are the system default cover letters as well as your customized cover letters.

Special Notes:
    1) If you don't use PPP's cover or transmittal letters, you don't need to copy over the .rtf files
    2) *.rpt files (ending in a
t) are NOT to be copied to the new computer.
 

Steps to remove PPP from one computer and install PPP to another computer along with your data:

NOTE: Version 7.0 and beyond now has the ability to find and restore a database for you:
                    1) Click on menu item 'File'
                    2) Then click submenu item 'Database Functions'
                    3) Click on the 'Restore Database' tab, and locate the database to restore.
           If you had already registered the CURRENT year's software on that computer, you will still have to first unregister the program on the old computer.
           If you don't use the program's 'Restore' function, follow the steps below.


    1) Un-register and then uninstall your current version of PPP on the old computer if you still have the computer by following these steps:
        (If you are unable to successfully do a) thru d) below, contact us and we will manually clear your registration code for you, then go to step 2.)
            a) Run PPP on the original computer. 
            b) Click on Help/Register. 
            c) In the upper-left corner, change the option from 'Register' to 'Un-Register'.
            d) Click the 'Un-Register' button.  PPP will connect to our web server and un-register your license on this computer.
    2) Locate the files listed above (two .mdb files, and if you are using customized cover letters, the *.rtf files) and copy them to a different location (can be anywhere).
    3) On the original computer, uninstall PPP via Windows (Start/Control Panel/Add-Remove Software/Remove PPP)
    4) Uninstall PPP (or even the Demo version) on the new computer if it was ever previously installed on that computer.
    5) Install PPP on the new computer by following the steps listed in the email you received from us.
    6) Copy the files mentioned above (the two .mdb files and any .rtf files) into the NEW computer's ...\_~private\ folder, overwriting any existing files.
        Note: If you copied the files from a CD-ROM or DVD, after copying the files to the computer, right-click each .mdb file and click 'Properties'.  Make sure the 'Attributes: Read Only' checkbox is not checked.  Sometimes when copying a file to a CD-ROM device it sets the files to 'Read Only' which will cause an error when the program starts.
    7) Run PPP on the new computer and register your software (Click on Help, Register, etc).

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Problem printing forms with a Brother HL1440 Printer

Personal Property Pro uses a product called Crystal Reports to print its forms.  Brother has an update that resolves a problem where the form prints the lines, but there isn't any data or text on the form.  We found an update you can get by reading this article: http://tinyurl.com/7pnx2  As always, it is best to contact your support personnel before installing any update.

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Merging Data of two or more companies into one data file

    We provide this service for a fee of $750 to merge two company database files.

    If you need this service, please perform the following steps:

    1) At each location, Compact the database:
            Make sure nobody else in in PPP
            Start PPP
            Click menu item 'File', the click 'Database Functions'
            Click on the 'Compact Database' tab
            Click the green 'Compact Database Now' button.
            Exit PPP
    2) At each location, make a manual backup of all of the data files:
            Start PPP
            Click menu item 'File', then click 'Database Functions'
            Click on the 'Manual Backup' tab (it is the first tab where you should be).
            Click the 'Backup Database Files Now' button.

        While on the 'Manual Backup' tab, make a note of the GREEN box.  This is the location where your data file is located.
        If you double-click the green box, it will open that folder so you can easily find the database file mentioned in the next step.

    3) At each location, find the file called dbData.mdb. It is located in the \_~private\ folder beneath the folder where PPP is installed.
            Example: C:\Program Files\Personal Property Pro\_~private\dbData.mdb
               
or        Z:\PPP\_~private\dbData.mdb   (if Personal Property Pro was installed to Z:\PPP)
    4) Copy each dbData.mdb file and save them all into one new folder.  Rename the copy based on the company name:
            Example: JonesAndCompanydbData.mdb
                           SmithCPASdbData.mdb 
                           EdwardsdbData.mdb (if there was a 3rd database to merge)
    5) Zip these files into one zip file (SomeName.zip) and email it to sales@personalpropertypro.com
            In the email, tell us:
                A) Which company file is considered the 'master' file (Ex: SmithCPASdbData.mdb).  The other file(s) will be merged into this file.
                B) How many returns are in each file (we will verify this).
    6) Make a payment for the service ($750 if merging two database files, $1,500 if merging three etc).
  In the payment process please make a note detailing what the payment is for, such as 'Merging Databases'.

Pay $   to TorqueWare, Inc. with a credit card through PayPal.
You can also mail a check to TorqueWare, Inc. 9719 S 92 E Ave, Tulsa OK  74133

    After we get the files and payment for the service, we will:

        A) Count the total Clients, Properties and Assets in each original file.
        B) Print out the first 3-5 returns from each original file (alphabetically).
        C) Merge the data from the files into one file (the 'master' file).
        D) Verify that the total number of Clients, Properties, and Assets in the merged file matches the sum of the original files.
        E) From the merged file, print the same 3-5 returns from each original file and compare the returns, asset totals etc.
        F) Zip and email a file to you that contains 'MERGEDdbData.mdb' that will have all of the data merged into this one file.

    ... your steps continued ...

    7) Extract and rename MERGEDdbData.mdb (the file we zipped and emailed back to you) to dbData.mdb.
    8) Copy dbData.mdb over the top of your existing \Personal Property Pro\_~private\dbData.mdb file at your master location.
    9) Right-Click dbData.mdb, click on Properties, and make sure the 'Read-Only' attribute is NOT checked.
  10) Run the program and verify that your returns are there, the total clients is accurate, and check two or more returns for accuracy.
  11) Reregister your software (click menu item 'File' then 'Register', make sure your email address is entered and click the Register button.
  12) If the combined databases exceeds 200 clients/returns, you may need to upgrade your plan at http://www.personalpropertypro.com/upgrade.htm

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Open File Security Warning

You may get a message 'The Publisher Could Not Be Verified' when starting the program every time.  This has to do with security procedures for Internet Explorer Click Here for an example from another company on what this is, and how to stop it from happening.

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