Tenancy Activation - Landlord Version

Tenancy Activation - Landlord Version

Go to ‘Tenancy’ or ‘Lease’ module.


Select ‘Pending’ in the left side filter. This will bring up a list of pending tenancies. Double click on the pending tenancy you wish to activate.

If the window below appears, please click ‘NO’.







For expired tenancies only:

You will see the window below (expired tenancy information window) click ‘OK’.


Select accordingly on next window:


1. If tenancy is extended on periodic basis select ‘YES’

2. If tenancy is extended on another fixed term, select ‘NO’ and overtype END of tenancy day.



 Important notice:
Check all highlighted fields before you activate tenancy (once the tenancy is activated some information can’t be amended).
 

 

 

 

If all information in tenancy window is correct, please select ‘Change Status’.


In the ‘Change the Status of the Current Agreement’ window, click on ‘Activate’ and ‘Activate’ again in the next window



 Click ‘YES’.

 







The next window is the Charging Schedule; this is the most important window for future tenancy transactions; (Accuracy and correct information/settings at this point is essential.)


Under the Rent tab (at the bottom) there are 6 options:

    1. New Tenancy (if this tenancy is new)

    2. Opening balance (if tenant has an opening balance when you move from your old system to the new system)

    3. Continue with Sage financial activity or existing tenancy (not a new tenancy and with no opening balance) – you can also enter rents to increase automatically at particular times (This applies only to Commercial properties)

    4. If your tenant requires an invoice, tick ‘Tenant Requires an Invoice’ (this will generate a paper copy invoice in sage, under ‘Invoice List’ to be printed

    5. Raise Deposit Charge – this will automatically be ticked if New Tenancy, and raise the deposit when creating the schedule

    6. You can create a S/C schedule as well as the rent by ticking this option


When you are happy with all information, click ‘Create’ – this will create a charging schedule, which will appear in the ‘Activity’ window, under ‘Schedule’ –


If all looks correct the next action is to move them in.

In the ‘Details’ screen, click on ‘Change Status’


In the ‘Change the Status of the Current Agreement’ window, click on ‘Move In’


 In the next window, enter the information required

Comment – This information appears in the ‘Status Log’

Move In – The date the tenancy started

Next Inspection – You can enter a date for the next inspection and if ‘Create Diary Event’ is ticked, this will create a diary event

Advertise From – This will automatically prefix with tenancy end date, however you can select a date and tick ‘Advertise this Property’ and this will appear on the availability report from that date

Update Invoice Address – If this is ticked, the system will update the contact record with the new tenancy address as the invoice address

Update Contact Address – If this is ticked, the system will override the contact address with the new tenancy address, and the old address will appear in ‘Address 2’ under ‘Information Bar’ – ‘Additional Addresses’ in the contact record


Once entered, click ‘Move In’

 

And ‘Yes’ to the next window


This tenancy is now set up

 


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