Tenancies

The Tenancies screen displays a chronological grid of Tenancies made for the current Contact or Property.

This screen is accessed from the Contact or Property screen by clicking on the Tenancies icon. The screen is also accessed from the Tenancy List screen by clicking on the Tenancy button. Alternatively if a Pre-Tenancy has already been set-up an option enables this to be converted to a Current Tenancy.

To set up a Tenancy you need to set up the Tenant (purchaser), the Property and the landlord (vendor). Both the Tenant and the Landlord are connected via the Property

Quick Start Guide

Converting a Pre-Tenancy to a Tenancy

Find the Property or Tenant, click Tenancies right-click and choose the Change To Current Tenancy option. This option is also available from the Tenancy List screen.

Adding A Tenancy

Find the Property or Tenant, click Tenancies or from the Tenancy List and choose the New Tenancy option which will guide you through the steps for creating a Tenancy. See Add New Tenancy

Once a Pre-Tenancy or Tenancy has been created the following options may appear by right clicking on the Tenancy:

1. New Tenancy

2. Edit Tenancy

3. Change to Current Tenancy - displays the New Tenancy screen

4. Cancel Pre-Tenancy - cancels the Pre-Tenancy, displays whether a Holding Deposit was received with options to Refund to Tenant, Transfer to Company Account or Transfer to Landlord. Optionally enables the Property to be re-marketed.

5. Check In - performs a check In, allowing users to enter meter readings and a check In date

6. Extend Tenancy

7. Adjust Start & End Dates - enables you make minor adjustments (increase or decrease by a few days) to the Start/End dates of a Tenancy. If the End date is changed rent due transactions part the new End date will be automatically deleted, if you do not wish the transactions to be deleted clear the 'Delete Rent Due Past this Date' check box

8. Update Rent & Commission

9. Serve Notice

10. Set Tenancy As Tenant Renewing

11. Set Tenancy As Tenant Leaving

12. Check Out button - performs a Tenancy Check Out

13. Update Utility readings

14. Send to Tenant Shop

15. Tenant Introduction

1. Request Deposit from Custodial Scheme - This option appears for Tenancies where the Deposit Held By is set to Custodial Scheme.

2. Update Utility Readings - displays the Check In and Check Out readings allowing the User to change them. Note this does not check the Tenant in or out of the Property.

3. Appointment - takes you to Diary screen to make an Appointment, it will populate the Appointment with the details for the selected Property.

4. Delete button - enables a Tenancy to be deleted

5. Recurring Fees - set up Recurring Fees such as such as Ground Rent or Service Charges

6. Reports - provides the following options;

• Tenancy List

• Tenancy Analysis

• Tenancy Commission

Letters, Email & SMS Texts - provides the following options;

• Produce Address Labels for Landlords

• Produce Address Labels for Tenants

• Send A Letter to Landlords

• Send A Letter to Tenants

• Send An Email to Landlords

• Send An Email to Tenants

• Email Certificates To Tenant

• Send a SMS Text to Landlords

• Send a SMS Text to Tenants

1. Viewing mode - switch to map view

2. Find - enter text to find on screen

3. Export Grid to Excel - export all the grid information to MS Excel

4. Refresh button - clicking the refresh button ensures the latest applicant information is displayed.

5. Filter Rows - this will enable/disable the Filter Rows column allowing multiple contacts to be selected allowing the Letters, Emails and SMS Text option to be used for multiple records

When Saving a Tenancy, Rent Due Transactions are created for the Tenant based on the Payment Schedule

Rent Due Transactions are processed when their Due Date is reached using the Process Tenant Payments function

If an existing Tenancy is edited, the Months can be extended which will in turn create additional Rent Due Transactions

The Deposit Held value in System Configuration specifies if the Deposit is held in the Tenants Deposit Account (the default option) or Paid directly to the Landlords Account

When adding a Tenancy the address of the Tenant will updated to that of the Property. If the Start Date of a Tenancy is in the future then the Tenants address will be automatically updated on the Start Date of the Tenancy

The Products used when entering additional fees can now be set in System Configuration under the Letting sub section

The Pro-Rata calculation is ((Monthly * 12) / 365) * Days To Pay). The pro-rata indicator is located on the Rent Details tab of the Tenancies screen and will automatically be invoked if the System Configuration option of "Pro-Rata First Payment" is set to Yes. The pro-rata option will also only be available if the System Configuration "Payment Day" option is set to a specific day.

• You can amend the Commission rate in the Update Rent & Commission screen screen and this will automatically adjust any unpaid invoices in the accounts screen to reflect the new commission rate.

• Once you have received your TDS ID from the TDS enter it as follows, go to the Tenant, click Tenancies, double-click to Edit the Tenancy and insert the Deposit Scheme ID.

• If you want to set-up a Tenancy using the old Tenancy setup screens right-click on the Tenancy and choose Old Forms. Note these screens will not be maintained in future versions of Acquaint.