Landlord Record

The ‘Information Bar’ drop down menu within the Landlord record has the following tabs

When you click on them it alters the view of the right hand side column 

More Information

This will display the ‘User Fields’ window. This allows you to add user fields to store additional information (this is for information purposes only; it cannot be printed or fed to anywhere else). Click on the ‘+’ sign in the bottom right of the window, which will display a new window

Landlord Properties

This will display all the Landlord’s properties, which you can click on and it will open the property record

 Personal Information

This is where you will enter all the personal details for the Landlord, including DOB, NI number, etc.

Additional Addresses

If your client has additional addresses they can be stored in this window.

Landlord Management

This is where you set all the defaults for the Landlord.

If the Landlord is registered with the council, enter the number here and the expiry date

This is the default management fee

‘Man % Fee £’ is ‘Full Management’ % or flat fee

‘Coll % Fee £’ is ‘Rent Collection’ % or flat fee

This information feeds through to the Landlord statement and works out the fee automatically based on the value of the rent.

‘Year End’ – this is when the Landlord’s financial year end is

‘Statement by’ – you can choose either ‘All Properties’ (create statement for all properties) or ‘Individual Properties’ (create statement by individual properties)

‘Layout’ - from the drop down menu, you can select how you wish your statement to appear

‘Statement No’ – this will default to ‘0’ unless selected otherwise

‘Copy Statement’ – you can enter an additional email address to send copy statements to

‘Inc Arrears’ – if this is ticked, when the statement is Emailed, if there is any arrears, it will attach an arrears list

‘Inc SA Report’ – if this is ticked, the ‘Self-Assessment’ report will be attached when statement is Emailed

‘Inc Tax Report’ – if this is ticked, and you hold tax for overseas Landlords, this report will be attached when the statement is emailed

‘Inc Repair Report’ – if this is ticked, and you hold money from the Landlord, this report will be attached when statement is Emailed.

‘Print’ – when ticked, this allows you to print the statement

‘Email’ – when ticked, this allows you to Email the statement

‘On Hold’ – when ticked, suspends any charges going against the Landlord

‘Man Payment’ – when ticked, this means the system will not automatically create a Landlord payment when the statement is generated.

‘Negative Stat’ – if this is ticked, when a statement is generated, if the figure is negative it will create a transaction ‘Agent covers shortfall due to insufficient funds’ which makes the statement ‘0’

‘Frequency’ – this is when you would like the statement generating (from the drop down menu, you have various options –

‘On Receipt’ – is on receipt of the rent

‘Monthly’ – ‘Annually’ – you can set this and enter the date in ‘Next Due’ to generate on any of these, i.e. select monthly from 01.12.15 and the transaction will be generated every month from 01.12.15

‘Statement’ icon – you can click on this and it will display all the statements generated for this Landlord

You enter details in this section if you retain tax for overseas Landlords, please see ‘Retaining Tax for Overseas Landlords’ document

If you mark up on supplier invoices to charge to the Landlord, you enter either the % or fixed amount here, and this will feed through to the supplier invoice

You enter details in this section If you are retaining funds for repairs, please see ‘Retaining Funds for Repairs’ document

Bank Details

This section is where you would enter the Landlords bank details

Internet

This is where you would enter the Landlords log in details for access to your website

Supplier Record

Work Orders/Projects

This section displays any work orders/projects that have been created with the supplier attached

‘Approved’ at the bottom is for reference only, ticked when the supplier/contractor has supplied proof that he is approved, i.e. gas man

‘Mark up % / Mark up £’ - this is if the supplier offers discount, you can enter the % or £ and this will filter through to the supplier invoice

More Information/Personal Information/Additional Addresses and Bank Details are all same as above

Tenant/Applicant Record

Property Requirements

In this section you can enter the requirements of the applicant and property match to their requirement.

Once all details are entered, click on ‘Search’ at the bottom, this will bring up the window with a list of available properties, which you can then click ‘Match’ and it will filter the list to their requirement

Tenant Information

This will display the tenancy that this tenant is attached to

More Information/Personal Information/Additional Addresses and Bank Details are all same as above

Jobs Record

Worksheets

You can add details of the man hours and cost in this column by clicking on the ‘+’ sign in the bottom right corner.

This brings up the following timesheet.

Source – Internal or External

Worked on by – list of users

Type – This you can add your own descriptions

Date – date of work carried out

Time (hrs) – hours spent on job

Unit Cost – per hour

Total – hours x cost

Billable – tick this if an invoice has been raised

You can also add notes regarding the timesheet by clicking on ‘Notes’ in the bottom left corner and ‘Save’ – this will display the worksheet details in the column (this if for reference only and cannot be exported or printed)

Other Information

Same as ‘More Information’ above

Contact Information

This displays the contact information of who you have attached to the work order, you can also enter internal notes at the bottom

Property Record

Property Overview

This shows you at a glance, current tenant’/safety inspections etc

Other Information

Same as ‘More Information’ above

Room Management

This displays the information that is entered in the ‘Inventory’ tab under ‘Management

Tenancy Record

Tenancy Overview

At a glance gives you an overview of outstanding check list items/diary events etc.

Check List

This displays the check list items, which you can set your own, (see document ‘The tenancy Checklist’ for more information) – which you can click on each item to action and then it will display an ‘x’ against it to show this has been actioned

At the bottom, this is for internal referencing only

Renew/Update Tenancy Agreement

This section allows you to renew/update the tenancy agreement (see document ‘Give Notice/Renew and Complete a Tenancy’ for more information)

Other Information

Same as ‘More Information’ above

Property Information

This displays what inspections/utilities and property key information has been entered in the property record, under the ‘Management’ tab

Web Link

This is where you would enter the Tenants log in details for access to your website