Software Support Manual Property Management

Transcription

1 Software Support Manual Property Management For use in Training only Not to be removed from Training Room (Tantum eruditi sunt liberi)

2 Supplementary to this manual it is advised that you regularly check the LetMC website for any new software releases/updates, particularly if you encounter something new on the system. These releases/updates can be found by going to: selecting the Client Support Tab, clicking on Developer Info and following the update links. You can also obtain a copy of the latest versions of this manual and the Accounting manual from the website by going to the Client support Tab and clicking on Training Manual, select which part you require, which will come up as a pdf file, then either print a copy or save it to your pc. Mini Guides are also available. These guides are short guides if you just need information on a certain part of the software. Go to Client Support Tab/Training Manuals/Mini Guides. Other printable information on stages of the software can be found in Client Support/Support Search/Search A-Z, the links will open specific sections of help and help documents to print or save. Page 2

3 Support and Help... 9 Website Help... 9 Manuals available for download from 9 Other help guides Software updates Client Suggestions SOAP Interface Login to LetMC.com Software internet address: Navigation of the Software Section Tabs Quick Bar Tenant Quick View Tenancy Quick View Landlord Quick View Action Buttons Help and Print Buttons Office InTray In Tray Tasks Work Items Opening InTray Tasks Completed InTray Tasks Assigning Work Items , to Tenancy, SMS text and SMS Text to Tenancy Buttons to Tenancy SMS Text SMS to Tenancy Manage Reminders Set Up a reminder Deleting reminders Editing Reminders Manage People Notes View All Notes (Notes, Letters Texts and s) Add Note Validation Manage Text Reply to Text Forward Text Message View Tenancy Notes Landlord Notes Tenants Notes Applicant Notes Maintenance and Keys Add Comment Diary View Diary Print Day Diary Adding an Appointment Book Viewing Creating a New Applicant Book a Viewing with existing tenants View Property Appointments View Persons Appointments Manage Appointment Allocations Add Appointment Allocations Clear Allocations Post Bag Letter Writer Creating a Custom letter Template Creating the Custom Letter text Ad Hoc Letter Creating a Custom letter using a template Authorise Letters Letters to Post View Past Letters Resending Letters Marketing Printing Properties to rent list Advertising Let Agreed Properties Advertising Signed Tenancies Property Brochure Page 3

4 Property Window display Rental List Applicants Book Viewing Appointment Creating a New Applicant Create Applicant from Tenant Modify Applicant Card Address Search Find Address Lettings Tools Applicants Matching Property Applicants Matching Keywords Notify Applicants Tenancy Marketing Statistics Mail Merge Data Active Tenants List Active Landlords List Tenants List All People List Landlords Land Registry Why Search Registry? Using the functionality Search a New Address Print Land Registry Search Register landlord on the system Unlink or Contact New Landlord Write a Letter Landlord Source and Status Managing All Land Registry Searches Lettings Manage Areas Manage Keys Manage Keys by Property Office Sets Checkout keys to other person Booking keys out to your-self Tenants Sets Manage All Keys Add a Property Adding Rooms to a Property Uploading Photos Add Utilities to a Property Confidential Notes Add Facilities Modify a Property View a Property Delete a Property Instructions and Tenancies Create a Landlord Instruction Deposit Registration Add Utilities to Instruction Adding Conditions to Instruction Tenancy Special Requirements Landlord Management Fees (Tenancy Specific) Tenancy Service Type Other Landlord Charges Setting Interim Inspections Tenancy Specific Auto Charges Modify Instruction/Tenancy Delete an Instruction Create a Tenancy from an Instruction Set Tenancy Start, Fixed and End Dates Add or Remove Tenants to Agreement Adding Tenants to agreement Referencing Payment Schedule Print or Post Tenancy Agreement Sign Tenancy Options in Modify Instruction Tenancy after signing Default Rent Payment Schedules Rent Schedules Set Up Automatically Managing Tenancy Notices Extending Tenancies Setting Up Tenancy Extension Types Page 4

5 Switch on the Functionality Set Up Proposal Begin Proposal Managing Tenancy Extensions Renew Existing Tenancy Closing a Tenancy Delete an Instruction Head Tenant Multiple Occupancy Tenancies With Head Tenant Tenants View Tenant Details Modify Tenants Details View Tenant statement Rent Book (N.I.Only) Information Shown on the Rent Book Multi Branch Letting Agents Telephone numbers Shown on Rent Book Landlords Create a Landlord Landlord properties Guaranteed Rent Introduction Activate Guaranteed Rent Setting the Landlord Charge for the Guaranteed Rent Service How the System Makes a Guaranteed Rent Payment Find Tenants Rent covered by Guaranteed Rent? What Happens when Tenant Pays Rent Covering Guaranteed Rent Payments Guaranteed Rent Balances Report View Landlord Details Modify Landlord Details Multiple Landlord Property Ownership Linking a landlord to a property Set Up Property Owners Zero Financial Share Main Contact Owned From Date Change of Property Ownership Two Individuals on One Landlord Record Delete a Landlord View a Landlord Statement Send Management Report Send Self Assessment Tax Report Inventories and Inspections Opening Inventory Upload Existing Inventory Sample Opening Inventory Letters Interim Inspections Recording an Interim Inspection Sample Interim Inspection letters Closing Inspection Sample Closing Inspection Letters Meter Readings Sample Letters to Utilities Closing the tenancy Referencing Introduction How to Access functionality Marketing Section Maintenance Section Further Functionality within the Referencing section Q & A Individuals Reference Notes and Documents Tenancy Reference Notes & Documents Credit Checking Referencing an Applicant Credit Information Provided Referencing a Landlord Credit Check an Individual Credit Check a Tenancy Referencing a Contractor Manage all Credit Checks Not Yet Credit Checked Equifax Settings Maintenance Contractors Page 5

6 Create a Contractor View Contractors Details Modify Contractors Details Delete a Contractor Maintenance Jobs Add a Job Printing Job Sheets Manage All Jobs Set Next Action Date Manage Jobs by Property Manage Jobs by Contractor Maintenance Certificates Manage Certificates by Property Add a Certificate Certificate Responsibility Manage Certificate by Property Certificate Status Change Manage All Certificates Printing Certificate report Energy Performance Certificate Process of Ordering an EPC Certificate Upload an EPC Certificate Marketing Output that includes EPC Values Setting days before due date for certificates Maintenance Preferences Maintenance Deductions Examples of expenses which are allowable for NRL Some expenses which are not allowable expenses Control Panel My Account Change Password Company Settings Lettings Accounting Sales Accounts Staff Create a staff Member View a Staff Member Modify a Staff Member Staff Job Details Security Details Upload a Staff Signature Delete a Staff Member Reset Staff Password (Administrators only) Branches Branch details Opening hours Internet advertising and up-loaders Branch trading account Object Types Tenancy Service Types Bond/Deposit Utility Letters Auto Charging on service types Tenancy Agreement Types Tenancy Cancel Types Tenancy Special Requirements Facility Types Inventory Item Types Contractor Types Certificate Types Appointment Types Recommended Tenant Contact Details Applicant Source Types Applicant Status Types Tenant Account Status Types Tenant Chase Methods Reports Sales Reports Branch Sales Net Diary Appointments Applicant Tenants Created Sales Activity Overview Forecast Management Fees Page 6

7 Advertised Tenancy Pipeline Let Agreed Tenancy Pipeline Lettings Reports Rent Collected NRL Landlords Gas at Property Inspections Becoming Due Inventories Not Signed Vacant Properties Deposit management report Landlord Management Fees % Tenancy Reports Tenancies Starting Tenancies ending Tenancies in Let Agreed Stage All Active Tenancies Tenancies No End Date Tenancies Ended Advertised Properties Tenancies with Special Conditions TDS Uploads Audit Reports Security Audit Reports Tenancy Audit Reports Tenancy Sales Report Recommended Daily Checks Recommended Weekly Checks Client Colleague Login Client Staff Login Client Manager Login Client Finance Login Client Administrator Login Suggested work flow diagram Page 7

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9 Support and Help Access to the support team for users of LetMC.com by Telephone, Skype and Skype: letmc.support. support@letmc.com. If you are unsure about anything you are going to do on the system, phone support, it is better to phone than to continue and make a mistake. Some mistakes will need to be reversed and may require re-entering the information or making accountancy corrections. We strongly recommend that you make full use of the support line for the first 3 months Website Help Logon to to access the latest issue of training manuals and help files. Information available: Training Manuals Training Guides Software Updates Select the client Support tab and then select Training Manuals Manuals available for download from Property Management Accounts Bank Reconciliation Complete Guide to creating tenancies Page 9 Issue 5.3

10 Other help guides Below the training manual links there is a link titled Mini Guides. Opening this section will give you access to a breakdown of the main manuals. These mini guides are just a few pages long and will allow you to download help for specific parts of the software. Software updates When logging on to the system and you find that part of the software is looking different then there has probably been a software update. Whilst every effort is made to keep the training manuals up to date the software release may be enabled prior to manual updating. It is worth checking the updates page to find out what functionality has been amended or added. The update page can be accessed by selecting Client Support, Developer Info then clicking on view details. A review of planned future updates can also be accessed from here. Client Suggestions All suggestions for improvements to the software are always welcome from clients. If you have any suggestions that you would like to see incorporated in the software click on planned future updates when in Developer Info and use the address provided and send us your ideas to support@letmc.com SOAP Interface If you have an existing property website and wish to query our system for available properties, we offer your developers a SOAP interface (Simple Object Access Protocol). Using this you can include property list functionality into your website by communicating with the SOAP service to receive the very latest property data from the LetMC system. Page 10 Issue 5.3

11 Login to LetMC.com Access to the software only requires an internet connection and access to an internet browser. You can access the software from work, home or indeed any location with internet access. Software internet address: for direct access. and select the login tab. Once on the main login page, enter your login name and password. For example jamie.amos-training and jamosp01 When choosing a password use a mixture of lower case, upper case and numbers When you have successfully logged on to the system you will see that your logon name will be shown. You must always be aware that the system will not auto shut off and you will be logged on to the system until you log yourself out. Also just by closing the browser you will not necessarily be logged out. ALWAYS REMEMBER TO LOG OFF WHEN YOU LEAVE YOUR WORKSTATION There are 5 security levels for access to the system, these are: Colleague Staff Manager Finance Administrator These can be changed by going to the Control Panel and changing the access level of a login ( modify a staff member ). Log on to: To create a new login select Control Panel >> Create a Staff Member (Managers & Administrators Only) To change your password select Control Panel >> Change Password See charts at end of manual for Level access Page 11 Issue 5.3

12 Navigation of the Software Section Tabs These tabs allow you to navigate between the different sections (departments) of the software. What you see in the menus will depend on your logon level, particularly in the accounting section. If you prefer you can click on compact in the top right of the software to change the view. This will remove the Navigator to return to the full view click Normal. Normal View Compact View Quick Bar The first selection box on the Quick Bar is Reference. With every property, tenant, landlord and item of paperwork created, the system creates a unique reference for each. If you know the reference you can find the following information: Properties: prop-nnn Landlords: lan-nnn Tenants: ten-nnn Contractors: con-nnn Instructions and Tenancies: inst-nnn Maintenance Jobs: job-nnn Invoices inv-nnn Posted Documents: post-nnn Financial Transactions tran-nnn Receipts for Payments rec-nnn (where NNN is the transaction number found in the persons account) Page 12 Issue 5.3

13 Any documents that have been posted, including Tenancy Agreements, Invoices, Inventories and Section 21 Notices are given a post reference. This is particularly useful if you have a phone call from a Landlord/Tenant/Contractor querying a document that you have sent. The letter or will have the reference printed at the top of the page. By typing the reference in the Reference box, where NNN is the number generated for the document, and clicking on the magnifying glass, the information will be downloaded as a pdf document. E.G. calling back a post reference document: The example reference number entered is for a Management Report; The Quick View drop down box will show information on Tenancies, Landlords, Tenants, Contractors and Properties to Rent that you are currently advertising. The properties to rent quick view will display quick views for: Instructions, Utilities, Terms/Availability, Rooms and Photos. Select which quick view you require from the drop down menu and click the Go button. On each selection you will need to use the search criteria for the selection made. Page 13 Issue 5.3

14 Tenant Quick View Selecting Tenant quick view and searching for the Tenant required you will be able to readily access all aspects of the tenants details. Pre Tenancy address Contact details Management details Finance Details Notes Tenancy Quick View At the bottom of the Tenants quick view you will be able to access the Tenancy details. Click on the magnifying glass and you will open the tenancy quick view Property Details Landlord Details Instruction Rent Keys Tenancy Notes Tenancy Tenants Page 14 Issue 5.3

15 Landlord Quick View At the top of the Tenancy quick view you can access the Landlord quick view. Click on the Landlord magnifying glass to call up the landlord quick view, this will display; Contact details Management details Finance Details Notes Properties owned Using these quick views as described above will allow you to open all details of the Tenancy Tenant and Landlord. This will prove particularly useful when talking on the phone to a tenant or landlord. Other quick views available to you are: - Contractors and Properties to Rent Page 15 Issue 5.3

16 Action Buttons click finish, the information will not be saved. Actions: The Actions section will display buttons needed when carrying out various functions within the system. Always remember when entering information onto the system to close and complete the information input you must click the finish button. If you are in the middle of a process and do not ALWAYS CLICK THE FINISH BUTTON TO SAVE DATA Help and Print Buttons Extra Buttons: On certain pages the Help and Print button will appear (located top right). The help section will always be specific to the screen you are viewing. By clicking the help button you will be taken to that specific help page, limited help will be available, click finish in the actions box to return to your original page. The Print button will be displayed at various points in the software; this can be used for printing out what is displayed on the screen e.g. a contractor job sheet. These printouts will either be in pdf or Excel spreadsheet format. The navigation route description (top left) will show you where you are in the system, useful if you are on the phone to LetMC support as they will be able to go to where you are in the system and provide help quicker. Page 16 Issue 5.3

17 Office The Office section of LetMC.com contains: InTray Diary Reminders Notes Post Bag The office section brings together the daily actions, management and paperwork of the branch, and allows users to quickly navigate to reminded items. Think of this as your Daily To Do List InTray Once in the InTray you can carry out different tasks. In Tray Tasks Incoming Work Items Gas safeties due Reminders Tenancies starting & ending Inspections due Online Applicants Landlord Login Requests Text Messages/ s Received Facilities to Tenancies Text To Tenancies Text to groups Assigning items to staff Filtering of list Work Items Using the Branch/Staff Drop Down Menu select the Branch or staff member you want to look at, the list will show items assigned to the selected staff member. The other drop down option shows the time span that you want to cover. The tick boxes will allow filtering only for what is required to be seen. The filter boxes for Tenancy Notices and Interim Inspections if not available can be activated by calling LetMC support. Jobs looked at but not complete will show with a blue background, jobs not looked at are shown in red. Adjacent to each task there will be an icon to indicate where the task has originated. By selecting the check box next to the item, clicking complete, the job will be removed from the list. Reminder Appointment Reminder Text Message Received Page 17 Issue 5.3

18 Opening InTray Tasks By clicking on the Task title you will open a screen showing the details of the job. In here you are able to add more detail to the job, there is also a complete button to finish the job. (The main screen also has a complete button). Clicking on the Notes tab will allow you to add any notes to the job and the documents tab will allow the uploading of a certificate into the system. The Add Maintenance Job will be covered in more depth in the Maintenance section of this manual. Completed InTray Tasks By un-ticking the Only Incomplete Items tick box, you will be able to view all past completed jobs. These will be shown in white Page 18 Issue 5.3

19 Assigning Work Items Some work items that appear in the InTray will not be assigned to staff members. These are tasks that are generated within the software, for example certificates and inspections Any unassigned jobs which will be initially be assigned to All Staff, only Manager Level or above can assign these tasks to another staff member. To assign these tasks the box next to it should be ticked, staff member chosen from the drop down list at the bottom of the InTray then the assign button should be clicked, and that staff member now has ownership of the job. If you want Certificates Inspections and Tenancy Notices to be automatically assigned to a staff members call LetMC Support to facilitate. To complete multiple work items or messages tick the box next to each work item and click the Complete button situated in the footer of the InTray. Page 19 Issue 5.3

20 , to Tenancy, SMS text and SMS Text to Tenancy Buttons A basic electronic mail system is provided where you can send s to landlords, tenants etc., you will also be able to attach documents if required. It is recommended that all connected with your business is carried out using this facility as it will all be held on the system and easily retrievable through the note section. Clicking on the button will open the mail facility; your address will automatically be entered as the sender of the . By clicking on the search buttons you can search the system for recipients. Add further recipients in CC and BCC. Browse for any attachments that you want to send. Enter a subject of the (mandatory) then type in the main body of your message, when finished click ok and the will be sent automatically. ( s sent into the LetMC system from an or text number recorded on a staff member will identify the staff member in Office InTray). to Tenancy If you need to send an to all tenants at multiple occupancy property select the option of to tenancy. By clicking on the send button you will be required to search for the property. With the tenancy selected you will be able to choose how many of the tenants you want to send to and the option to send to the landlord is also available. Once you have selected your recipients click on next Add any attachments required type in the subject then the main body of the . When complete the will be sent on clicking finish. Page 20 Issue 5.3

21 SMS Text (Only available if Text number supplied by LetMC) Text messages are more and more popular with businesses to enable important information to be sent to a client quickly. Everyone picks up a text message no matter what it is. This message will show details that it is from your business as well as the main body of the message. When you click on the SMS button you will see the NEW SMS MESSAGE screen. Your sending number has already been placed in the from field. To enter a recipient click on the search button and you will be able to search for someone in the system. Finally enter the message you want to send, this should be no longer than 160 characters. When complete click on ok to send the message. To check on all s that you have sent, go to view people s notes and look for your notes as a staff member. Any replies to a text message will appear in the InTray and if the incoming text number is recognised as a person registered on the system it will display their details. SMS to Tenancy. This text message will be sent to all tenants of a property. Selecting a property will add all tenants and landlord (optional choice), that are registered as text contactable, to a group message. SMS to Tenancy Step 1 When selecting the text to tenancy option you will need to search for the property first; when you have located the property click next. On the following message screen the source will be pre-filled with the company details. Enter the message for all tenants and click next. On the recipient screen the system will have added all the tenants of the property selected in step 1. Click finish to send the message. At this stage you also have the option to add the landlord. The last step would be to type in your message (160 characters) then click ok to send the message. Page 21 Issue 5.3

22 Manage Reminders Set Up a reminder (1) Enter the time and date of the reminder (2) Select recurrence (3) Select staff member (4) Enter details of the reminder (5) Click the add button The reminder will appear in the Reminders Set Up list and also in the In Tray when due. Deleting reminders To delete a reminder, click on the delete button next to the reminder. If the reminder cannot be deleted you will see a message and reason for non-deletion. If you want to stop the reminder open it up using the edit key and reset the occurrence to Remind Only Once. This will put the reminder into your InTray once more and then it will stop. If the reminder has not been scheduled then a confirmation box will appear asking if you are sure you want to delete the reminder. Click on OK and the reminder will be removed. Page 22 Issue 5.3

23 Editing Reminders Select the edit button to enter the editing screen. From here you can change: Time and date Frequency Staff member And Content Past reminders are also shown in the list but no amendments can be made nor can they be deleted Page 23 Issue 5.3

24 Manage People Notes Enter the Name and User Type for the person you require and tick the box next to their name. Click Next and in the following screen you will have the option to add notes to that person and view their notes from the filters that you set. You can use the edit button to view the Notes, Letters Texts or s. Each Note will display an Icon as to the type of Communication. Text Message Notes and Letters s Letters When selecting the manage peoples Notes s and Letters If you have selected a Note, or letter to view you will be shown User name, date raised, who created the note and content. View All Notes (Notes, Letters Texts and s) Select the timescale for the period of notes that you wish to view (filter 1, 2 or 3 days from a specific date) Use the tick boxes to further filter your choices as to what type of notes you wish to view. To view full details of the note, click on the edit button. To manage these Notes, s, Texts or letters carry out the procedure as in Manage Peoples Notes. (All the Notes sections can in effect be regarded as your Sent Items Folder) Page 24 Issue 5.3

25 Add Note Validation If you enter narrative into a notes box but don t click Add to save the note, on clicking Finish a message stating Please click Add to save the note or clear the note box content is shown. This affects the following Views: Office>Manage People Notes Maintenance>Maintenance Job Maintenance>Certificate Lettings>Inventory and Inspections>Deposit Management Quick View Landlord Manage Text Click on the edit button to call up the text message. Calling up the text message will show you details of when the message was received, who it is from, a list of the person it was sent to and a copy of the message. Reply to Text To reply to the text message, click on the reply button. In the message box enter your reply message (up to 160 characters) and click ok then finish on the action buttons to send the text. Forward Text Message To forward the text message to some-one else, click on the forward button. Use the search button if the recipient s number is entered on the LetMC system, select the person and their number will be entered into the To field. (You can add as many recipients as you wish). Enter a message, on the action buttons click ok then finish. Page 25 Issue 5.3

26 View Tenancy Notes All notes associated with a property/ tenancy including landlord letters, tenant comments and notes, certificate chase letters, maintenance job letters etc. are available in a tabbed view in Lettings>Instructions and Tenancies> View Tenancy Notes or alternatively in Office>View Tenancy Notes. First action to take is to search for a property that you need to look up notes for. Once you have located your property click the next button. The tenancy notes appear on four separate tabs related to their function. Landlord Notes Landlord Notes shows all notes related to the landlord and not just those that apply to the selected tenancy. Use the filters to view Messages and Letters/comments. Clicking on the edit button will open a summary of what the note is about. Tenants Notes Tenant s notes are filtered by: Messages Letters and Comments Money Owed Chase notes Applicant Notes For tenants created from applicants linked to the tenancy, all notes that were entered when the tenant was an applicant can be displayed. Filtered by Messages and Letters/comments Page 26 Issue 5.3

27 Maintenance and Keys This tab lists all notes concerning maintenance and the movement, any detail alterations etc of key bunches. Add Comment The final tab Add Comments allows a user to add a new note to any tenant (all tenants of the tenancy or a selected tenant), landlord(s), or landlord and all tenants. Notes appear in descending date order in the Landlord and tenant notes. Once again these notes can be filtered by messages and letters and comments. Letters will be added to the tenant and landlord notes after they have been marked as posted in Office>Post Bag>Letters to Post. Page 27 Issue 5.3

28 Diary View Diary The diary brings together every user and their appointments. You can arrange viewings linked with properties and applicants, arrange access by text, or letter and collect viewing feedback of which a landlord will receive a report. Filtering options allow you to filter appointments by person or, everyone s appointments and time scale for viewing the diary. By placing the mouse pointer over the appointment you will see a summary of that particular appointment Clicking on the appointment will bring up full details. Extensive detail of a person s daily diary can be seen by clicking on the button next to their name. Print Day Diary Click on the button next to staff name A full account of the staff member s appointments for the day will be generated. This will hold details of all Properties, Tenancy, and Attendees etc connected to the appointment. This can be printed and taken on the appointment. This print out can be customised by LetMC, call support for details. Staff members to show in Diary when login is de-activated. When a staff member leaves a company it may be still necessary to display their name in the Diary for a period to finalise any existing appointments. There are two tick boxes in Control Panel>Staff>Modify a Staff Member that control whether a staff member is activated and whether their appointments show in the Diary. By un-ticking the 'Log-In Active' tick box while leaving the 'Show In Diary' tick box ticked, the staff member will have their login de-activated but will continue to appear in the Diary until the 'Show In Diary' tick box is un-ticked (when searching for a deactivated staff member un-tick the 'Exclude inactive log-in' tick box). In the Diary, red text appears below the name of a de-activated staff member stating 'login inactive'. Page 28 Issue 5.3

29 Adding an Appointment Click the Add Appointment button and set the time date and whether you want a reminder for the appointment. If the reminder is set it will appear in your In Tray at the time specified. Note; you cannot add an appointment retrospectively. Enter appointment type from the drop down menu, enter the member of staff who the appointment is going to be assigned to, enter subject (mandatory) and any comments you may consider relevant. You cannot at this time click All Access arranged Click on the Linked Properties Add button Search for the property you are adding to the appointment, tick the box next to it and click ok. The property is now set in the appointment. (Not: access notes are set in create Landlord Instruction) Page 29 Issue 5.3

30 Now select Arrange Access Go button, on the following screen tick the box next to the method you are sending the access message by and click ok. For an unoccupied property, the landlord will be informed of your intended access and an occupied property access notification will include the current tenant contact details. When access has been arranged you will return to this screen or the Keys section of the software to book out the keys later. Sample arrange Access Letter Access is not requested from landlord or tenant. The notification of intended access will ask the recipient to contact the agent if the access is un-convenient. Click on the link user button and using the search criteria select the user that will accompany you on the appointment, and then click ok. By ticking the All Access Arranged check box the appointment will show in the diary in pink, otherwise it will show in blue. When the appointment is over go back into appointment details and enter feedback if required. Access Not Confirmed Access Confirmed Page 30 Issue 5.3

31 Once access has been confirmed go to Manage Keys by Property. You will now need to check out the keys. If a staff member is taking the keys then there is no need to fill in details or phone number. (These are only used if handing the keys to Contractor etc.). When keys are checked out you will see in the key movements that they have been checked out to yourself. When the appointment is complete come back to this screen to check the keys back in. After you have returned from the appointment you will need to enter any feedback from the viewing open the appointment from the diary and click on Click to set feedback. Enter any feedback and click ok and finish. You can view this feedback at anytime by going to View Property Appointments. Tip: Clicking on staff members name in the diary will also open up the Add Appointment screen Page 31 Issue 5.3

32 Book Viewing To book a viewing with a new applicant the Book Viewing button should be clicked on this will take you to the first step of the process (You must set Allocations to use this function) On the next screen you will have the choice of either: Create New Applicant, or Select an Applicant. Click on the relevant Button. Creating a New Applicant There are 5 steps to creating a new applicant on the system Step 1: Details Complete the Management details, Add the negotiator Enter the source details of where the applicant first found agency details. More source details can be added in Control Panel Select the status of the applicant Applicant Personal Details Enter the details of the applicant, name address etc. Notification Select how the applicant wants to be notified of any available properties. The activation date runs for two months on adding the details. Limits are set on each method of notification: Text-Once per day -Once per week Post-once per week Finally add any notes that you need. Page 32 Issue 5.3

33 Step 2, Property Criteria Complete the Rent range (Min and Max, mandatory). If required enter number of bedrooms or whether just a room is required, select tenant type from the drop down list. From the calendar icon select the latest move in date for the tenant. Finally enter any key words which will assist in the Auto Notification process. In the Essential Matching Criteria use the tick boxes to select the areas that the Applicant is interested in. Select all facilities that the Applicant requires Finally select any special requirements. All the above criteria when entered will be used in the property matching process. Matching Property The Matching property page will show all properties that have matched with the details put in on the previous pages. The Unsuitable button will be used to enter any feedback as to why the property was not suitable for the prospect. Send Details The send details tab will check how you want any notifications sent to the applicant or just print a matching property list. If you need to amend criteria before clicking the Go button, go back to the details tab. Click on finish and a confirmation of the letter being sent to the postbag will pop up. The last tab (Notes) allows you to enter any notes; these are seen here by staff only. Page 33 Issue 5.3

34 Applicant Notes Notes Screen. If you have any notes that you need to add then enter them here. The notes that are added here will, if the applicant takes a property, be recorded in Tenancy Notes for future reference. Referencing Notes and Documents Any referencing Notes that you need to add to the applicant and any referencing documentation that you want to save on the system can be added here. Maximum file upload 1MB Allowable file extensions: *.doc *.docx *.xls *.xlsx *.csv *.txt *.pdf *.gif *.png *.jpg *.jpeg *.bmp Types of documentation that are suggested to upload Page 34 Issue 5.3

35 Confirm Applicant Once new Applicant details have been entered or an existing one chosen click on the next button to continue. If an existing applicant was chosen there may be details next to Looking For that may assist your selection of properties for them. Select the properties that have matched with the Applicant and they want to view then click next. If there are no matching properties to the applicant s criteria the following message will be displayed. You may consider liaising with the applicant to change criteria. Select the staff member and times for the bookings. In the diary members of staff that are available for bookings will have times allocated under their names. These allocation need to be set before hand (see manage allocations section of this manual) Use the separate appointments tick box if required. Once you have made your selections click finish minute period selected. Note: the number of minutes allocated to an appointment can be set in the Control Panel under Modify a Branch. For example appointment minimum time 60 minutes Time for each appointment, if more than 1 property is selected, 15 minutes. This will allow four 15 minute appointments in the 60 Page 35 Issue 5.3

36 Book a Viewing with existing tenants To begin the process of booking a viewing with an existing tenant, refer to Book Viewing. Click on the Select an Applicant Go button. You will then need to select the property(s) to view and staff member appointed. View Property Appointments By selecting View Property Appointments and searching for a property you will be able to see all appointments associated with that property. If you were to click on the edit button you will open the original appointment and check on all aspects of that appointment including feedback. If there is no feedback to report it is worth entering None recorded, this will show on the appointment details then there is no need to open the feedback page. All appointments with their relevant information can be printed out using the Print button next to the Log Off button. View Persons Appointments To view a person s appointments the first step would be to search for that person on the system tick the box next to their name and click next. Filter what period you want to investigate and you will have displayed a list of appointments that this person has had. By clicking on the edit button you will open the appointment and be able to see details of the appointment. Any cancelled appointments will appear crossed out. All appointments with their relevant information can be printed out using the Print button next to the Log Off button. This section is also quick way to check on feedback Page 36 Issue 5.3

37 Manage Appointment Allocations View Allocations Selecting Appointment Allocations Tab you will see a diary type view with the allocated times on certain staff. By moving your mouse over the allocated time an allocation type box will be seen showing times allocated and the allocated type. Clicking on the allocations will allow you to view all details. By clicking on a Staff members name or opening the Add Allocation Tab will allow adding and editing of allocations. Add Appointment Allocations Add Allocations allows you to set Allocations for Staff to a given date in the future. These allocations will show up on the diary and are generally used in Book a Viewing; however you can use them to annotate times against staff members for other appointment types. Select the staff member. Set Appoint Type Set Daily hours available Select Dates Click Add The allocations that have now been set will show next to the staff members name in the Diary. Page 37 Issue 5.3

38 Clear Allocations Select the Clear Allocations Tab in order to remove all or some allocations to a member of staff. By clicking on the Clear Allocations Tab you will be presented with a screen that enables you to set what dates and what type of allocations you need to clear and Click the Select button When the Select button has been activated step two text will change to Allocation will be removed Click on the Remove button and a conformation will appear click OK if you want to continue and delete the selected allocations then finally click finish. Page 38 Issue 5.3

39 Post Bag Letter Writer Creating a Custom letter Template To access setting up of template letters go to Control Panel Object Types Custom Letter Templates. Select the type of letter that you want to create from the drop down menu. Type in what you want to call this letter and click on the Add button. You will now see that the letter has been added to the Existing Template Letters list. At this point if you do not want the letter you can delete it, however once it has been used you will not be able to delete it. Page 39 Issue 5.3

40 Creating the Custom Letter text Once you have clicked on the Edit button you will see the screen as illustrated below. At the bottom of the screen there are drop down menus. These menus contain various tags that you can use in your letter. When a tag has been selected you must click on the insert button to add it into the letter. Always be aware the tag will insert wherever your curser is. Completed template letter with data tags inserted. Once you have completed your letter click on the preview button to display your letter showing all header and footer information Finally click on the finish action button to save your letter on the system. You will be returned to the custom letter list where now you will need to click the finish action button again. Page 40 Issue 5.3

41 Ad Hoc Letter In this first part of Letter Writer we will look at a personal letter to someone registered on the system. Go to Office/Postbag/Write a letter or the on the quick view of Landlord tenant and contractor. When you have selected Letter Writer you will need to search the system for the person you want to write to. Having located the person with your search, tick the box next to the name and click next on the action buttons. This opens up the letter writer page, as this is a personal letter there is no need to select a template. Select the address you want the letter to go to (as shown in the graphic below) then type your letter in the space provided. There is no requirement to add any address at this stage as this will be automatically added. When you have finished your letter, click on the finish action button. The letter will now be sent to Authorise Letters in the postbag. Creating a Custom letter using a template As in the personal letter guide, search for the person on the system that you are writing to. When you click next on the action buttons you are again brought into the letter wring screen. This time you should select the template that you are going to use, then select the address to send to. Templates available will be dependent on which person type you are sending the letter to. Using the template now on your screen you can either send it as it is or customise it, then upon clicking finish on the action buttons the letter will go to the Authorise section of the postbag. Page 41 Issue 5.3

42 Authorise Letters Home/Office/Post Bag/Authorise Letters The post bag is the central point of the software. All terms of business, tenancy agreements, invoices, inventories, certificate chase letters, rent chase letters, etc. go here so they can be authorised and then printed in one go. In the Office Menu select Post Bag then Authorise Letters and you will be directed to all letters that require authorising prior to posting. Once again, as with other screens already encountered, you can filter your options as to what branch and by what User. You may check any letter by clicking on it to open (you will need a pdf reader for this). Once satisfied with the letter you can now click the Authorise Posting button. This sends the letter(s) to the Letters to Post section. If the letter is not to be sent then select the letter and click on Skip this letter(s) will now go to the Past letters section. Once s have been authorised they will be sent immediately and can then be seen in view past letters. Each letter's title includes a short description of whether it is to be sent by post or . Status shows Awaiting authorisation, Created by will either show a system process or a user, Due to Post Indicates the date on which the letter should be posted (normally the date the letter was generated). To view a letter click it s Title in the list. You will be given the option to Open or Save the letter. If you open the letter you can then go on to print it out. If you cannot see the letter you want click a page number in the bottom of the list to change page. Page 42 Issue 5.3

43 Letters to Post Home/Office/Post Bag/Letters to Post Use this option to view and print authorised letters that need posting or ing, and record them as posted. Multiple letters may be selected to be printed and posted in a single batch. Use the Filter Letters Branch drop down menu if the Company has more than one branch. Default settings will show the branch that you are a Staff Member. Select method of posting from the tabs as to whether plain paper or headed paper is to be used. To print one or more letters in one go tick the box next to each letter to be printed. When you have selected the letters to be printed, click Print to Post at the bottom of the list. The system will generate a single PDF file containing all of the letters you selected this can now be printed. Multiple printing of letters using headed paper is not recommended as you may be spending a lot of time setting up where your headed paper has to sit in the printer for each letter. When you have printed letters and prepared them for post, you should mark them as posted. Tick the box next to each letter that has been posted and click Mark as Posted. The letter will disappear from the list and will appear on the View Past Letters page. Printing Letters Plain Paper Headed Paper Invoices Property list to Applicant Landlord Management Report Utility letters Landlord Self Assessment Tax Letter Inspection Letters Landlord Management Report Tenancy Agreement Section 21 Notice Landlord Instruction Inventory Letters Rent Chase Letters Arrange Access letter Certificate Chase letter Page 43 Issue 5.3

44 View Past Letters Home/Office/Post Bag/View Past Letters Use this option to view and re-send letters and s already posted and letters that were 'skipped' at the Authorise Letters stage. Filter Letters by Status and click Search. If a different date range is required use the calendar icon to change the date Each letter's title includes whether the letter was sent or skipped and a short description of the nature of the letter. Authorised Time indicates the date and time on which the letter was authorised or skipped. Authorised By indicates the staff member that posted or skipped the letter in Authorise Letters. To view a letter, click the Title in the list. You will be given the option to Open or Save the letter. If the letter requires resending, tick the box next to the letter to be re-sent and click Re-send at the bottom of the list. The letter will then return to the Authorise Letters page for authorising to be sent in the usual way. When sent the letter will be dated on the new date authorised. Click Finish when you have finished viewing and re-sending past letters. Page 44 Issue 5.3

45 Resending Letters If you have a reference: All letters sent from LetMC have a reference number. If you know the number of the letter you want to resend you just simply type it in the Reference box under Quick Bar and click go. A reference number is shown as post-123 or similar. With the reference number entered into the reference field click on the magnifying glass adjacent. This will bring up the letter you want to re-send. You can now print this out and post as normal. The letter will be produced as original with no date changes. If you do not have a reference: If you don t have a reference for the letter you want to re-send you will be able to find it in the office section under View Past Letters, you can now filter the dates to when the letter was authorised and once you have located it you can resend it to the post-bag "Authorise Letters" to later be printed and sent off. Resent letters will be subject to re-authorisation, this means that they will now go back to the Authorise Letters stage. The letter will now be sent with the current date applied Alternatively you can search for the person that you sent the letter to originally, in Manage Peoples Notes, in their notes you should be able to locate the letter. Once you have located the letter, you will have the time and date it was sent, make a note of these details and go to view past Letters and resend. If it was an you would just click on the edit button and forward it on. Page 45 Issue 5.3

46 Marketing Printing Properties to rent list In the Property Criteria and Rent and Term Criteria boxes set what is required from the properties that you want to display on your list. A marketing message stating Managed By Company Marketing Name can be added to the Properties to Rent list. This can be enabled on request to LetMC Support staff, who will then amend the settings. Select: Maximum amount of properties to be listed Style that you want the list to be produced in Whether header is to be shown or not Then click on the Generate Property List button When the list has been generated in pdf format you will able to print it print it It is possible to display a company logo image in Marketing>Printing>Properties to Rent List print job. This functionality can be enabled by LetMC client support staff at the request of client companies. Page 46 Issue 5.3

47 Advertising Let Agreed Properties. Properties which have entered the Let Agreed stage (tenant has paid the deposit to Let the property, but has not yet signed a tenancy agreement) can still be included in the advertised properties. An Advertise Let Agreed tick box is available within Control Panel>Modify Branch in the Advertise Let Agreed Tenancies section (by default the tick box is set to false, to have this function enabled call LetMC Client Support). When the box is ticked it will allow the any Let Agreed properties to be advertised on portal websites (Rightmove etc). They will also be included in Marketing > Printing > Properties to Rent List and a brochure can also be printed. Advertising Signed Tenancies When you need to advertise a property that is coming up to its end date, you will need to raise a new Instruction on it and take it to the advertise stage. Although you will receive a reminder in the in tray about tenancies ending (one week before the event) you should check on the Tenancies Ending report in Reports/Tenancy Reports/Tenancies Ending. Tenancies ending Report Page 47 Issue 5.3

48 Property Brochure When preparing a Property Brochure you will need to select the correct property. You can only produce a brochure if the property is being advertised. When you have selected the property click on next Select whether or not you want property number displayed, you may require this if you are giving this to an applicant who is meeting you at a viewing. Click on print. You will now get a two page brochure on the selected property with indepth details and description. The Property Brochure orders the rooms by the floor first then alphabetically per floor. The quality of the main photo displayed will be improved if the Letting Agent has Compress Photos switched off in Modify Company Details. This increases the size of the Property Brochure from 85KB to 150KB. The Compress Photos option should only be switched off if the internet connection to the Letting Agent s office is of adequate capacity. Call LetMC support. Page 48 Issue 5.3

49 Property Window display When clicking on Property Window Display you will be taken to the standard search criteria screen, Enter the criteria for the property that you need to produce a window display for and click the next action button Click on the Print Button to generate your window display The Property Window Display will automatically update to Available Now if the available date is in the past. The window display will display Available Now instead of the date. This is so that properties which have been available to let for some time do not appear as old stock. Page 49 Issue 5.3

50 Rental List If you want to send all your advertised properties to the local newspaper the Rental List should be used. This will take all descriptive details and photographs of the property, insert it into an which you can then send to local media outlets. In the marketing section select Rental The options you have for the properties that you wish to send to the media; Drop down menu to select number of bedrooms. Tick boxes then to select the properties you are going to send Click the Add button when you have made your choices. At the bottom of the current screen you will see a list of selected properties complete with picture and details. These are now ready to be sent. Click next to continue. On the following screen you will see an outline of the message to be sent. You should now enter the address of the paper you want to send to; add any CC or BCC. The pictures are already added but if you need to you can add more by browsing for new attachments. When complete click finish, the will be sent automatically. The properties appear in the in the same order as they are selected. The includes:- Property address number (optional) Address line 1, Property area, Landlord Instruction Reference e.g. inst-123, Property description, Number of bedrooms and property type, Advertised rent amount, Available from date, The Branch marketing the property, The main photo is attached to the . Page 50 Issue 5.3

51 Applicants Book Viewing Appointment This is covered in the Diary Section Creating a New Applicant There are 5 steps to creating a new applicant on the system Step 1 Details Complete the Management details, Add the negotiator Enter the source details of where the applicant first found agency details. More source details can be added in Control Panel Select the status of the applicant Applicant Personal Details Enter the details of the applicant, name address etc. Opt out of General Marketing removes the applicants name from the mail merge list Notification Select how the applicant wants to be notified of any available properties. The activation date runs for 60 days on adding the details. Applicants will only be notified once per day by text, once per week by and once per week by letter Finally add any notes that you need. Notify Automatically of New Properties When a new applicant is entered onto the system the auto notification is made active by default for 60 days. This period can be changed to suit your needs, call LetMC support for assistance. There are then three methods of auto notification: Notify by Text Notify by Notify by Post Notify by Text With Notify by Text selected (this is selected by default) you must ensure that you have entered a mobile number in the applicants' details. Applicant will receive notification of any new properties entered onto the system and set at the advertised stage. These text messages are set to be sent once a day (maximum). This means that if in one day two properties are moved to advertised, they will only get a text for the first one (to avoid spamming). Page 51

52 Notify by The Notify by method requires a valid address to be entered in the applicants' details. Applicant will receive notification of any new properties entered onto the system and set at the advertised stage. These s will be sent to the applicant a maximum of once a week (to avoid spamming). The applicant will get an on the second week if a property is moved to advertised in that week. In the second week, if no property is moved to advertised then no will be sent. Notify by Post Notify by Post requires you to enter the applicants address in their details. Applicant will receive notification of any new properties entered onto the system and set at the advertised stage. Notifications by post are sent a maximum of once a week (to avoid spamming). The applicant will get a letter on the second week if a property is moved to advertised in that week. In the second week, if no property is moved to advertised then no letter will be sent. Step 2 Property Criteria Complete the Rent range (Min and Max, mandatory). If required enter number of bedrooms or whether just a room is required (Student Let), select tenant type from the drop down list. From the calendar icon select the latest move-in date for the tenant. Finally enter any key words which will assist in the search by Keyword function. In the Essential Matching Criteria use the tick boxes to select the areas that the Applicant is interested in. Select all facilities that the Applicant requires Finally select any special requirements. All the criteria entered will be used in the property matching process. Step 3 Matching Property The Matching property page will show all properties that have matched with the details put in on the previous pages. The Unsuitable button will be used to enter any feedback as to why the property was not suitable for the prospect and will also remove it from the list. Page 52

53 Step 4 Send Details The send details tab will check how you want any notifications sent to the applicant or if you just needed to call up a matching property list. If you need to amend criteria before clicking the Go button, go back to the details tab. Step 5 Notes Enter any notes on the applicant that you need to record on the system. You can also call back any previous notes. These notes will be found in Tenancy notes if the applicant takes a property. Referencing Notes and Documents Any referencing Notes that you need to add to the applicant and any referencing documentation that you want to save on the system can be added here. Maximum file upload 1MB Allowable file extensions: *.doc *.docx *.xls *.xlsx *.csv *.txt *.pdf *.gif *.png *.jpg *.jpeg *.bmp Create Applicant from Tenant This process is similar to that of creating a new applicant. This time you will need to search for the tenant that you want to add as an applicant. If you have a tenant that is now nearing the end of their current tenancy and they wish to seek another property you can easily transfer their existing details. Select Applicants and Add Applicant from Tenant, complete the search criteria for the tenant you are looking for tick the check box next to the tenants name then click next. You will now see that their details have now been added to the applicants details screen, check and update the tenants details as necessary. You may notice that the Notes Tab for this transferred tenant will now show as Confidential Notes. Click Finish to add as an applicant. Modify Applicant Card Selecting Modify Applicant Card from the menu will open the search criteria screen. Complete the details of the applicant that you require to modify and click next. When you are satisfied that you can see the applicant you want to edit tick the box next to their name, click Next. You will now be able to go through all the screens as in Add an applicant to make any changes. Page 53

54 Address Search Find Address Wherever you enter addresses in LetMC a "Find Address" button can be activated. This button initially will be greyed out and not ready for use. Please contact LetMC to turn this on. Functionality Not Available Functionality Switched on The button will not show at all if not set in Company Settings This functionality allows a user to search for the address. Click on the Find Address Go button Enter the number of the building and the postcode and click the search button The result shown in the list will be the address of the property. Tick the box next to the property address and then click the ok action button. Address will be entered into the address block Page 54

55 Lettings Tools Applicants Matching Property Select: - Applicants Matching Property, enter the property that you are looking for a match and click next By clicking on the edit button details of the applicant can be shown. A list will be displayed of all applicants on the system that match with the property you have selected. This list can be exported to Excel. Applicants Matching Keywords Notify Applicants If keywords have been set up in the applicant s details you will be able to search by these by entering the word in the keyword field and clicking the go button. This will search for all occurrences of the word and to which applicant it is linked with. Dependant on the criteria selected on the notify applicants page and the criteria that the applicant has chosen for contact the resultant number of applicants will be listed here. Tick the box next to the person to be notified and click next. Confirm that the selected applicant is the correct one you want to send a property list to. Click next Page 55

56 Final screen will show a breakdown of notifications that have been sent and if any have been skipped. Click finish Tenancy Marketing Statistics The Marketing statistics view will show all occurrences and methods of the marketing of a property. This can be used to show your landlords that you are actively marketing their properties Once you have selected your property the next screen will show the type of advertising and the count of how many times the property has been advertised using that method. The website marketing events are used in conjunction with LetMC hosted websites. This report can be sent to the Landlord by clicking on the Print button in the filter selections Page 56

57 Mail Merge Data Although this section is called mail merge it does not carry out the mail merge function for you. What is provided here is the data to enable you to carry out a mail merge in MS Word. Also you must be aware that all people that you have entered onto the system and marked with Opt out of General marketing are not used. There is a column to inform you as to whom not to send marketing post to. Active Tenants List To view a list of current tenants and their rented address, Export this report to Excel by clicking on the 'Download : Go' Button, you can filter this list by Service Type. Active Landlords List To view a list of current landlords and their contact address click on the Download Go button. Landlords shown are ones with at least one property with a Landlord Instruction / Tenancy in the Advertised, New, Signed or Ended Stages. Landlord Instructions in the Created stage or Tenancies in the Closed stage are not included. This list can be filtered by Service Type. Tenants List Use this report to export a list of tenants with a particular 'Contact Type' address. Tenants without this Contact Type will not be shown in the list. click on the Download Go button to export to Excel The list can be filtered by: Service Type Tenant Type Contact Type Date All People List This lists all Active Landlords, Tenants and Contractors that you have entered onto the system. The list includes all Tenancy and contact details. Landlords Creating Landlords, Viewing Landlord details and Modifying Landlords details are covered in the lettings section of this manual Page 57

58 Land Registry Why Search Registry? The Land Registry functionality allows users of the LetMC system to connect to the Land Registry and retrieve information about the owner of a particular property. Approximately 45% of landlords do not live in the same area as their rental property; therefore this search feature will allow you to find their current contact address which you can then use to contact prospective landlords Using the functionality There is a default limit to the number of searches you can carry out in a month this is set at 3. If you have used your maximum number of searches in a month, then in order to carry out any more searches you should call LetMC and ask for the limit to be raised. Any request for further searches will be invoiced to you at the current rate To access the functionality go to the Marketing section and select Land Registry Tools and then Land Registry Search. On the first screen available to you, you will have options to find/search for the property. You can either, enter details of a property not entered onto your LetMC system or search the system for an existing address previously entered using the buttons available. Search a New Address Check that you have searches available to you, shown in red. You will now need to fill in details of the address you are looking for. Clicking the next button on the action buttons will send your request to the Land Registry and return their known results with the Land Registry Title Number. Page 58

59 Print Land Registry Search To print out the search results, click on the button: Land Registry PDF Download To View the details of the owner of the property click on the button marked View alongside the owners name. Details will be shown on the following page This screen shows the owner of the property. The address on the right may not be the same as the searched for property; this one may well be where the owner/landlord is currently living. Register landlord on the system There now are two ways of registering this landlord on the system As a new landlord As an existing landlord If the land registry search has brought up details of a landlord who is not registered on your system, you can opt to Create a New Landlord. This will create a landlord record on your system and link the property found in the Land Registry search to this new landlord record. Note: It does not create a property on the system Page 59

60 Unlink or Contact New Landlord Once you have clicked on the view menu you have two choices Un-link the landlord or send them a letter. To send a letter click on the write letter button Write a Letter With the menus that you will see on the letter writer select Prospective Landlord template and from the second drop down select their address. Make amendments to the letter as required. Click finish and the letter goes to the Post Bag. Page 60

61 Landlord Source and Status There are 2 fields in Landlord details, Marketing Source and Marketing Status. (These are configurable in Control Panel/ Object Types) so that clients can choose what appears in the drop down menu. On your system by default settings on the marketing drop down menu are Unknown and Land Registry. On the Status menu there is only Unknown. A landlord that is created from a Land Registry result will have a source automatically set as "Land Registry". The Status and Source of the landlord can be found in various Tenancy Reports. Managing All Land Registry Searches The Manage All Land Registry Searches screen, shows all the searches you have carried out in a month. The screen is filterable so that a client can find a specific search Page 61

62 Lettings Manage Areas In the Manage Areas screen you are able to add a new area. This is done simply by typing in your new area and clicking Add. If you are adding multiple areas separate each area in the name field with a semi colon. You can edit your locations by clicking on the edit button and choosing as to whether you want this area to appear on the website or not (only applicable to LetMC hosted websites) The third option you have on this screen is to delete an area. This can be done providing that it is not linked to any Properties, Contractors Tenancies or Applicants -Manage Keys Manage Keys by Property Using the standard search criteria you must first search for the property on the system Note; the Manage Keys by Property View has three tabs Office Sets, Tenant Sets, and Notes. The first screen will show the Office set of keys. You should now start by clicking on the Change Go button In the Add key bunch screen there is already an Office bunch and a Tenant bunch for you to use. To use an existing bunch click on the edit button. Page 62

63 Change the bunch number if required add a description, check that the right type of key is selected. Finally add a comment, i.e. why have the details been changed and click the ok action button. When the main key screen shows you can add any security notes required. This whole process can be used to create multiple bunches Office Sets Checkout keys to other person When checking out a key bunch to another person who could be a contractor or other staff member make sure that you: 1) Select the correct bunch 2) Enter details of what you are handing over and any other comments 3) Click the Link to person button 4) Search for the person you are handing the keys too 5) Click the Checkout button The keys are now registered as booked to a third party. Return to this screen to book them back in. Page 63

64 Booking keys out to your-self Tenants Sets 1) Select correct bunch 2) You can use details if required but it is not mandatory 3) Click on Check Out to Myself Click on the Go button As with the office sets you can use an existing bunch name or create a new bunch Tenant Keys can be booked out per tenant and per room Enter details and then click on the Check Out Go button Keys will now remain checked out for the duration of the tenancy Note: For the same property, you can have an Office and Tenant bunch with the same number For the same property, you cannot have two office sets with the same number, or two tenants sets with the same number The same number can still be used for different properties Page 64

65 The notes tab compiles all notes from both Office and Tenant sets and any changes Manage All Keys. This view lists all properties and allows the list to be filtered by criteria such as Checked in and Checked out. This option could particularly be useful when carrying out key audits. This list can be exported to Excel using the Export button in order to enable further filtering. Page 65

66 Add a Property The first screen in Add a Property will require Location details: Area Branch Full Address Managed by Staff Member Capital Value (Optional) Council Tax (Optional) Property Type: Description: A full and comprehensive description, as this will be used on all the marketing features and uploads to property portals. Directions: Add directions to the property Add Dezrez ID if using this software When complete Click the Next action button. Adding Rooms to a Property In the Rooms screen enter the name of the room and click Add. You will now need to select the edit button to enter the details of the room. Enter a description taking in any special features that the room may have, from the drop down menu select the floor that the room is located on and finally add the room dimensions. The dimensions can be added entered in both imperial and metric, this should be denoted by using the drop down menu. When you have all dimensions added click on the Assign button and whichever way you have entered the dimensions they will be converted to show both imperial and metric, click ok to finish. Continue with this process until you have edited all rooms. When saved, the rooms will list in alphabetical order. If you require your rooms to appear in a walk through order on the brochure, when you are naming rooms you must precede each room name with a letter of the alphabet. E.G. - A. Hallway B. Lounge etc, or a number, 1. Hallway 2. Lounge Page 66

67 Uploading Photos Select the Upload Your Photos tab. Enter a name for the photo (mandatory), select Photo type and from the room drop down menu select the room. This will link all details together. Click on the Browse button to search for your photos on your pc. When you have loaded them into the system (you should see the location in the File text box) click upload. Continue until you have all the photos you want uploaded. You will notice that photo 1 is designated the Main photo if you require another photo to be the main picture; from the other photos select which one is to be the main photo and move it to the number 1 position by using the arrows (this will be the main photo for Window display, property list and brochure. Photos must be in the format of;.jpg,.bmp, or.png. When finished uploading photos click Next. Add Utilities to a Property On the next screen enter all utilities. Enter all electricity meters if it is a multi flat property. This screen does have the capacity for you to enter up to 5 electricity meters. Where possible enter meter and stop tap details. This will be of use especially if needed in an emergency. If the property does not have a gas supply make sure that the Gas supply tick box is cleared (it is ticked by default) if this is left ticked the property will appear in the report Gas At Property until a gas certificate is raised against it. Click Next. Confidential Notes Add any confidential notes as required. These notes will only be seen by staff members and not by anyone else. Click Next. Page 67

68 Add Facilities Add what facilities the property has i.e. Garage from the drop down menu and if required add a comment: i.e. Double Garage. If the facility you want to add is not in the list go to Control Panel/ Object Types /Facility types and add the facilities you want. Continue with all facilities until complete. Click on the Finish action button to exit the screen. The property is now added onto the system. Modify a Property By selecting the Modify a Property option you will need to search for the property to modify. Search criteria is by: All Branches Single Branch Area If you searched by all branches you will see that on the right hand side of the search screen will be a list of area and branch that the property is listed with. The search results are restricted to 150 properties. If the restriction is exceeded the title advises the user of the restriction and the total number of matches. When the property is located you will go through the same screens as in adding in a property. From here you will be able to change or add details of the property selected. View a Property Search for the property as in Modify when chosen you will be able to view all details of the selected property. Once again you will step through the same screens as in Modify, but this time no amendments can be made to the property details. All you can do is view the details. Delete a Property After search and selecting the required property then selecting Delete a Property you will be able to delete the property from system; this is providing it has not been linked to anything within the system. For example; if a property has been linked to a landlord it cannot be deleted. Page 68

69 Instructions and Tenancies Create a Landlord Instruction Using the search criteria select the property that you are raising an Instruction on. Check the tick box next to the property and click OK. On the following screen click on Modify Landlord Instruction. Term Details: If a previous tenancy already exists on this property, the details of the Landlord Instruction from that tenancy are automatically copied into this Landlord Instruction. Any of these details may be changed for this tenancy. Note: You may only have one pre- Signed Instruction on a particular property at any one time. If you attempt to create a new Instruction on a property with an existing Instruction or Tenancy in one of these phases, you will be prevented from doing so. Payment Details: Enter the advertised rent, this is the figure that will be used on the marketing print outs. Minimum rent would be the negotiation leeway (not seen on any marketing). Enter the Bond required. Advance Payment of Rent: this is used only for a Let Only or Tenant Find. The amount that is entered in here is money that has been requested by the Landlord to be deducted from the tenant on signing of the agreement. E.g. one month rent in advance. On Tenant Find tick Other Deposit Guarantee Scheme in Tenants details, the bond does not become due. Access Enter any access arrangements. E.g. Keys with another agent/ Contact Landlord/ Keys held in office. These details will be seen when making a diary appointment to visit this property. Access numbers relating to arrangement details will be used when arranging access on a new property. Deposit Registration Under the section Historic TDS you enter the ID given by TDS; this is to show TDS that you are holding the money from an old tenancy. When using the deposit scheme up-loader this helps prevent duplication of records on the Deposit scheme website. Page 69

70 Add Utilities to Instruction In the utilities section using the drop down menus set who is responsible, this will either be the Landlord or the tenant (these can be changed after a Tenancy is signed, however, there are no letters or notices generated by LetMC to inform the tenants and landlord that responsibility has been changed.). Utility suppliers used will be listed and council can be added. If you need to link utility companies with this property then click the Utility Supplier Add button. In search criteria, using the drop down option select the type of supplier you are adding then click the search button. If this is gas suppliers you will see a list of suppliers for the area. If there are no suppliers in the list you will need to add a new utility. Do this by adding them as a contractor under type-utility. If you are changing an existing supplier then the screen will show the original supplier crossed out and the new supplier inserted. Adding Conditions to Instruction Type in any conditions for this tenancy i.e. Strictly no animals on the property Click Add. Continue the process if you have more conditions to add. When complete you will see a list of the conditions you have set. Use this special condition section on the tenancy to add wish list items. If the Landlord agrees to replace the sofa, add it to the contract. Encourage wish list items as they will only improve the properties and make them easier in the future to let. To edit any condition in the list, click the text in the Tenancy Conditions section. Edit the condition then click OK to save the changes. To remove a condition from the list, tick the box alongside the Condition and click Delete at the bottom of the list Page 70

71 Tenancy Special Requirements To add a Special Requirement, select from the drop-down list, you also have an option to enter a comment, click the Add button. Continue if there are more requirements to add. To remove a requirement from the list, tick the box next to the Requirement and click Delete at the bottom of the list. (if you need to use different requirements to those in the list go to Control panel/object Types to add. Click Next Landlord Management Fees (Tenancy Specific) If the property is to be run on a different management fee as opposed to the landlords default fee then set a property specific fee here. If the landlords default fee is to be used then do not make any alterations. Tenancy Service Type This service is provided by the company to the Landlord for his tenancy. A different Service Type can be selected during the tenancy if the Landlord wishes. These service types can be customised to suit your needs. Call LetMC to facilitate. (See also default rent schedules on next page). Other Landlord Charges The charges entered in here are charges that the Landlord should be aware of that may occur during the managed service period. E.g. there may be a charge to cover production of Inventories Setting Interim Inspections Interim Inspections Type and Recurrence are used in combination to specify how often interim inspections should be made during the tenancy. If Type is Monthly and Recurrence is 3, an inspection will be due every 3 months. If Type is Quarterly and Recurrence is 2, an inspection will be due every 2 quarters. An 'Interim Inspection Notice' Work Item is automatically generated and shown in the In Tray 4 days before each inspection is due. No Work Item is created if 'None' or 'As Required' is selected. Page 71

72 Tenancy Specific Auto Charges Use this section to tell the system to automatically apply a charge to a landlord or tenant at a specific stage of the Tenancy. The charges listed here are the ones the Landlord or tenant must pay for services related to this tenancy. If you charge standard fees; these can set by customisation of the service type. (Call LetMC) People to Charge (Changing and adding auto charges) Select The Landlord or The Tenants to specify who should be charged. If there is more than one tenant then the amount will be charged to EACH tenant. Charge Amount: Enter the amount to be charged either as a fixed amount or as a percentage of the advertised rent. Account: Set which account the charge will be credited to. Stage to Apply: set at what stage of the tenancy when this charge is to be applied, Advertised, Created or Signed. Add a description of the charge and click finish. When finished a copy of the Landlord Instruction Confirmation will be sent to the Postbag. Final action is to click on Advertise Instruction, this will initiate all advertising procedures i.e. portal uploads and applicant matching Modify Instruction/Tenancy Search for the property for which you wish to modify using the search criteria. When you have entered your criteria click the Search button. Tick the box next to the required property, select Instruction or Tenancy from those shown and click Ok. If you selected a Tenancy Reference, the tenancy will appear directly in the Tenancies list without the need for selecting a property. The options available for the current phase of the selected instruction or tenancy will be displayed. As you can see from the screen shot below you can modify the existing instruction, select Let Agreed (Create Tenancy) or Cancel the advertising. By selecting Modify Landlord Instruction you can now go on to make any changes to an Instruction. By selecting this you will be taken through the same stages as when you created an Instruction. Editing of the Payment Schedules allows more than three different rent payment schedules to be set up on a single tenancy. Delete an Instruction You may only delete an Instruction before it is at the signed stage. Tenancies that have been signed cannot be deleted. If this is the case and the Instruction has been signed then the only option available to you is to end the tenancy. To carry this out go to; Modify an Instruction, End Tenancy. Page 72

73 Create a Tenancy from an Instruction Click on Modify Instruction and Tenancies in the lettings section under Properties. Search for the property you want by the usual search methods and click ok and then click on Let Agreed to raise the agreement Set Tenancy Start, Fixed and End Dates Select a Start Date for the tenancy using the Calendar icon and selecting a date. A property cannot have tenancies with overlapping date ranges. Note: The tenancy start date must be one day (or more) after the last tenancy end date. Select a Fixed Date for the tenancy by using the (Calendar) icon and selecting a date. The fixed date is the last day of the minimum term Neither the tenant nor the Landlord can end the tenancy before the fixed date unless they both mutually agree to do this. See the End Tenancy option on a Signed Tenancy. The Start Date and Fixed date must be completed. End Date You should only select an end date if you definitely want the tenancy to end on this date. This date also needs to be the same as, or later than, the fixed date. Select an end date by clicking the (Calendar) icon and selecting a date. With an end date selected a Section 21 Notice (notice of tenancy end) will be generated 2 months and 11 days before the end date and placed in the Postbag. If no end date is specified then once the fixed date has elapsed the tenancy becomes a Statutory Periodic Tenancy (no Section 21 will be produced). Click the ok to save changes. Page 73

74 Add or Remove Tenants to Agreement This step is going to allow you to add or remove tenants from the tenancy before it is signed. Each tenant record includes the tenant s details such as name, contact details, date of birth, payment address, bank details and whether to letters. Any number of individual tenant records may be added to the tenancy but their total Percentage Rent Paid per Period must always equal 100. A separate tenant record must be created for every tenancy. If a tenant stays on at a property for a second tenancy then this tenant record must be re-created for the second tenancy (they will also have a new Bond Account and Main Account associated with them). Therefore to uniquely identify each tenant the combination of name, property, and the tenancy start and end date is required. Tenant details may be edited but not added or removed once the tenancy is in the Signed phase. Adding Tenants to agreement Add Tenant Click on the appropriate button for your tenant (in the example below From Applicant has been used) and click next Select your search criteria to find your applicant then tick the box next to the name. click next Details of the tenant will be displayed; you may add notes at this stage. Check to confirm then click next Page 74

75 In the contacts list there are no mandatory contacts, however you may add the recommended. If you do add an address select the appropriate one from the drop down list and click add and then next. (Prior to tenant leaving the property, make sure that you do add a post Tenancy address, so that closing inspection reports and utility Letters are forwarded on). If you have not added any addresses at this point just click next Enter the Tenants Bank details and click finish. If you start to populate the Bank details then you should be aware that the postcode field becomes mandatory. You may at this stage continue to add more tenants if not click finish After a tenant has been added, you can opt to call the Deposit due at this stage by clicking the appropriate button. There will be a pop up warning asking if you are sure you want to carry out this action. Another pop up will confirm the action. Go to Manage Invoices/Create an Invoice select the tenant and create the invoice for the deposit. Page 75

76 Tenancies with an amount in the Landlord Instruction Advance Payment of Rent section will show the option Make Advance Due Now. This is usually one month s rent on a Let-Only tenancy. At this stage if the Tenancy is cancelled, any tenants linked to that tenancy become 'Retired Tenants'. Retired Tenants with funds held are listed in People in credit for any held monies to be returned. On retiring a tenant (by cancelling a Let Agreed tenancy) the system also moves any Outstanding Bond or Bond Held amounts back to the Retired Tenants Main Account. Tenancies created by clicking on Renew Existing Tenancy do not have the ability to make a deposit due now. This is because it is expected that a deposit is already held and protected on the original tenancy. This deposit will be automatically moved to the renewed tenancy once the original tenancy is closed. Referencing At this point if not having referenced the tenant before you can carry out referencing. Or store Referencing Documents. For a full description of this see the referencing section of this manual. Payment Schedule If you need to set the payment schedule then click on step 4. From here you can delete or edit the existing schedule. If you choose to delete then you can set up a new schedule by clicking on the add button and entering the new details. When done click OK Example If you have negotiated on the rent, the payment schedule must be changed. The Standing order mandate form can be changed so that the payment date is set a number of days before the rent due date set in the rent payment schedule. This is used by some Letting Agents so that the tenant s payment reaches the Letting Agent s bank account on the day that the rent is due (rather than 3 days later). It s set as standard to 0. Only System Administrator level can access this, call LetMC if you want this changed. Note that once it is changed it will change all Standing Order mandates including ones re-printed for previously signed tenancies. Page 76

77 Print or Post Tenancy Agreement The Print Now button prints a tenancy agreement and supporting documents (sometimes known as office copy ) without the need to select individual tenants. Post Tenancy Agreement When selecting this option you will need to set up, what you are sending and to who. Use the tick boxes to set Cover Letter, Check List and Payment Form then tick the recipients. Click on either Print Now or Send to Postbag. The letters will now go to the postbag to be authorised. Tenancy Agreement If your option was then on clicking the Send to Postbag button these will go to the Letters to Authorise section. If a tenant/landlord does not have an address and the selected method of sending is , the Tenancy Agreement is still sent to the Post Bag, but it is marked to be sent by post (not ). When a tenancy is at the Signed, Closed or Ended stage, it is only possible to print the Tenancy Agreement (it cannot be sent to the Post Bag for posting by or post). Renewal tenancies follow the same process as new Let Agreed tenancies and the options available in Step 4: Print or Post Tenancy Agreement are the same as those provided for Let Agreed tenancies. The difference is that the Cover Letter includes different narrative to make clear that the tenancy is a renewal. Supporting Documents to Send with the Tenancy Agreement. Supporting documents to accompany the tenancy agreement are chosen by tickbox. The documents are:- Cover Letter Office Check List used within the Letting Agents office to record progress through the referencing procedure etc Payment Form - standing order mandate or direct debit mandate for rent amount allocated in the payment schedule Homelet Form - Homelet home contents insurance (only available if activated by LetMC) Note: When the tenancy is at the stage before signing it is known as Let Agreed even at this stage the property can still be advertised and when it is uploaded to the property portals Let Agreed will be added to the property photo. To facilitate this a Advertise Let Agreed tick box is available in Modify a Branch. By default this box is un-ticked. This can be amended by Administrators. If you need assistance on this call LetMC Client Support. Page 77

78 Sign Tenancy When the tenant and landlord are satisfied with the proposed tenancy then the tenancy is signed. Any auto charges assigned to the tenancy are charged at this stage. A reminder of when the tenancy is starting will appear in the In Tray one week prior to the start date. Once the tenancy is in the Signed phase it is not possible to cancel the tenancy or to change any of the details. The Agreement can be printed in the signed stage but will not be sent to the postbag. It is possible to add the name and address for the head tenant to the tenancy agreement. This requires an amendment to the print job which can be done by making a request to LetMC Client Support. Options in Modify Instruction Tenancy after signing View Landlord Instruction Use this option to view the landlord's criteria and special conditions for a tenancy, the Company's Tenancy Service and charges to the landlord Modify Tenant Details Use this option to modify the tenants' details including their contact details, bank details and the percentage of rent that each individual is responsible for View Payment Schedule Use this option to view the amount and frequency of rent due Tenant Referencing Use this option to reference check tenants on this tenancy Record Bond Deposit Deductions Record deductions items to deduct an amount from the tenant's bond and give it to the landlord Re-Print Tenancy Agreement Use this option to re-print the tenancy agreement End Tenancy & Manage Notices Use this option to set the end date of the tenancy and manage the end notices to be generated. Upload Signed Tenancy Agreement Documents Store a signed copy of the tenancy agreement Page 78

79 Default Rent Payment Schedules Rent Schedules Set Up Automatically. The Control Panel>Object Types>Tenancy Service Types includes a default Rent Payment Schedule. This means that when a tenancy is first created and a Tenancy Service Type has been selected (Managed/ Let Only etc.) the suggested rent payment schedule will also be set up. The suggested (or default) rent payment schedule can be amended or deleted when a tenancy is being set up in Lettings>Instructions and Tenancies>Modify Instruction / Tenancy>Payment Schedule. The default rent payment schedule is set up using a drop down selector menu called Rent Schedule which has been included in Control Panel>Object Types>Tenancy Service Types (this can be amended by Client Administrators or LetMC Client Support). It has the following options: Automatic Payment for Whole Tenancy (Default) This option creates one rent schedule set to be paid by standing order / direct debit. Letting Agents with unusual rent schedules e.g. Student lettings which has half rent periods in the summer should remain on this setting. Manual Payment for Whole Tenancy One rent schedule set to be paid by the tenant manually each month (i.e. cheque, cash or card). It's not envisaged that many Letting Agents will use this. Manual first collection and then automatic This sets two schedules, the first schedule instructs that payment is manual from tenancy start to end of first month, and the second schedule runs from the start of the second month to end of the tenancy automatically. The first payment schedule instructs that the first month's rent be collected manually and then, from the second month onwards, the payment schedule will specify that the rent be collected by Standing Order or Direct Debit. The implication of this is that the Standing Order Mandate start date will be correct (set at the beginning of the second month). This will help letting agents who usually collect the first month's rent from the tenant and then set up a standing order from the second month onwards. When a tenancy is renewed only one rent schedule is carried forward to the renewed tenancy (even if the first let or re-let tenancy had two rent schedules on it). In most cases this would usually be the monthly rent collected by standing order. If the end date of the tenancy is extended during the last month of a tenancy. When the last months rent has been collected the Next Rent Collection Date is set blank as the system assumes there is no further rent to be collected. However, if during the last month of the tenancy a staff member extends the tenancy by moving the end date along, if the Next Rent Collection Date is blank and the new end date is after the previous end date then the Next Rent Collection Date is set to the old end date + 1 day (since rent is already collected up to the end date). Page 79

80 Managing Tenancy Notices The method of setting an end date on a tenancy and generating Section 21 notices gives Letting Agents greater flexibility and the ability to issue different letters to tenants and landlords. The system can be configured to either automatically create Section 21 Notices 2 months and 1 day (plus postage days) before the tenancy end date or just allow a user to generate them on an ad-hoc basis. In both cases any scheduled or issued notices can be viewed at any point. The system can be configured to suit Letting Agents who automatically end tenancies at the end of the fixed term or Letting Agents who decide on a tenancy-by-tenancy basis whether to end the tenancy or not. The system can be configured to send confirmation letters to tenants and landlords on the ending tenancy event. Setting an end date on a tenancy involves choosing an end type (Section 21, Tenant Leaving etc) and end reason (Tenancy renewed, Rent arrears etc) and allows a more detailed explanation to be entered. Setting an end type produces a notice/letter to the tenant (and optionally to the landlord) this can be immediately produced or scheduled to a date in the future. Once set, if the tenancy end date or end type needs to be changed, then the original notice has to be skipped, if not yet issued, or, if issued, has to be rescinded (withdrawing notice). The functionality is found in Lettings/Instructions and Tenancies/Modify Instruction-Tenancy. After signing a tenancy agreement the manage notices screen shows: Current Tenancy Dates End Type End Reason Date Notice due to issued Page 80

81 Changing a fixed tenancy to periodic For tenancies where the Landlord has agreed to allow the tenant to stay on for an unspecified period (Periodic Tenancy) the end date should be cleared The Section 21 due date will automatically be cleared Ending a Periodic Tenancy In the future when the end date has been agreed the new end date must be entered in manage notices This will now set a new section 21 scheduled date The Schedule Notice button should now be clicked Page 81

82 Ending a Tenancy Early Change the end date in manage notices to reflect date the tenant is leaving Original End Date New End Date Set the End Type from the drop down list Select Reason Add Extra Details as required Set a new Notice Due Date Click the Schedule Notice button The existing schedule will change to the new one created Original Schedule A pop up message will appear to inform you that the existing Notice has been skipped. Click OK New Schedule for Section 21 Details of original skipped Page 82

83 Issuing a Section 21 at the start of a Tenancy Agents who issue a Section 21 at the start of a tenancy can do so in Manage tenancy Notices. Care should be taken with the issue of a Section 21 notice at the start of the tenancy. Notices issued on the day the tenancy started may be declared void where a tenant alleges that it was issued on the day but before the tenancy was signed. On a signed tenancy the Manage notices will show the scheduled Section 21. By clicking on the Issue button the Section 21 will be sent to the postbag ready to be served. Rescinding an issued Section 21 Where a Section21 notice has been issued from the system it may be necessary to rescind that notice if the tenant has now agreed with the landlord to stay on. For example if the tenant is now staying at the property on a periodic basis you will need to go to the Manage Notices section and under Issued and Skipped notices you can rescind the previous Notice. Enter a reason for rescinding and click the Rescind button. You will be asked to confirm this action by clicking OK. This generates a letter into the post bag Page 83

84 Extending Tenancies Some letting agents routinely extend tenancies instead of renewing them using the LetMC Renew Existing Tenancy functionality. Extending tenancies means sending an Extension Agreement instead of renewing tenancies which involves creating a whole new tenancy agreement. The Extending Tenancies functionality means letting agents can efficiently manage the whole process of extending tenancies using the LetMC software. Letting agents who renew tenancies may use the Extending Tenancies functionality to record tenants who stay on for short periods of time. A new view has been added to the instruction wizard to allow users to invite all parties to extend the tenancy. Within this view users are able to schedule the extension for a certain date, set the desired new tenancy term and increase the rent amount. Once these details have been set the system can generate invitations to extend letters to be sent to the landlord(s) and tenant(s). The response from the parties can be entered whether they are accepting or rejecting, a valid reason must be entered when rejecting or cancelling an extension proposal. If the proposal is accepted the user can generate the extension agreement to be signed by all parties and then sign off the extension. This will automatically alter the existing fixed date and create a new payment schedule for the rest of the term. There is also the ability to send letters to chase up responses from landlord and tenants. Page 84

85 Setting Up Tenancy Extension Types 'Control Panel > Object Types > Tenancy Extension Types These settings allow you to configure your own Extension types Name: Enter Name for the Type of Extension Begin Proposal: Defines the length of time before the fixed date when the proposal should start Default Extension: Sets the duration for the tenancy to be extended by as default Automatic Rent Increase: Can increase the rent amount for the extension based on a set percentage Send Tenant / Landlord Proposal letter: Allows the option to automatically send out the proposal letters to both the Landlord and Tenant. The letters are then generated either automatically by the system if enabled in Tenancy Service Types: Auto Create Extension or on clicking the Schedule Tenancy Extension 'Go' button in the Modify Instruction/Tenancy Switch on the Functionality To switch on the functionality go to Control Panel/Tenancy Service Types and open up the service type you want to allow extensions on. Select default Type and if you want auto Proposals Page 85

86 Set Up Proposal In Modify Instruction and Tenancy of your selected property there is a new button, Click this button to start the Extend Tenancy process. 6 Month/12 Month: The proposal will be scheduled for 1 month before the fixed date and the duration of the extension will be set as 6 months. As default this 'Extension type' will automatically send out Tenant and Landlord proposal letters. It will not alter the rent amount unless specified. Periodic Review Date - This will be scheduled 3 months before the fixed date. It will have no impact on the existing fixed date nor rent amount. This might be used a reminder by Letting Agents who charge landlords a fee when a tenancy becomes periodic and charge a fee every x months after. Periodic Section 13 Rent Increase - This will generate a Section 13 Notice in order to increase the rent on a periodic tenancy. The fixed date will not be altered, but the rent will be increased. The standard Section 13 notice built into the software is the English version. Please contact LetMC if you need a Welsh or other country version. The Proposal Start date defines the length of time before the Fixed date when the proposal should start. Page 86

87 Extend By: sets the length of the extension period. Default is 6 months Set Rent schedule for the extension period. For automatic increases set a percentage increase in 'Control Panel > Object Types > Tenancy Extension Types Finally click the Schedule Tenancy GO button Begin Proposal The proposed extension will now be in Scheduled Proposals. Auto proposals will be found here automatically. Page 87

88 After Clicking the begin proposal button you will get confirmation pop ups. This proposal is now in the Active Proposals tab When Landlord and Tenant reply click on the accept button. If replies are still outstanding use the chase buttons. These buttons generate chase letters to the postbag. When confirmation has been received from the landlord and tenant, send the extension documentation by using the send button and the sign button when sent back. Notice that a history is being recorded of all steps. Page 88

89 Complete the extension by clicking the Go button. Note: Make sure you have removed the end date before clicking the Go button Confirmation Completed Signed Proposal Fixed date of tenancy is now changed and if required go back to end tenancy and manage notices and enter an End Date Page 89

90 Managing Tenancy Extensions Manage tenancy extension is found in the lettings section of the software If you are not using Property managed by Staff member no Proposals will show. Remember to set the managed by drop down menu to All staff Click onto the edit button of any proposal you wish to manage. You will be able to go through all the screens as described earlier Page 90

91 Renew Existing Tenancy A tenancy can be renewed quickly by using Lettings>Instructions & Tenancies>Renew Existing Tenancy. This copies the original tenants, tenancy and landlord instruction details to the renewal and places the tenancy directly to the New Tenancy Stage in readiness for completing the signing of the new agreement. If the property is already being advertised then these actions will cancel the advertising. To confirm the actions of renewal click on the finish action button, otherwise click cancel. Renew Existing Tenancy copies tenants, tenancy details, and landlord instruction into a new tenancy ready to be signed. On closing the previous tenancy any money held (including the bond deposit and any bond deposit deductions pending) monies in dispute or money owed are moved to the new tenancy. Carry out steps 1 through to 5 of creating a new tenancy. The tenancy must then be sent to the Landlord and tenant to be signed. Once signed the signed step (6) can now be selected and auto charges (if applicable) will be applied. You can at this stage set an end date. tenancy once the original tenancy has been closed. The bond deposit will not be made due immediately on signing a renewed tenancy. This will only become due on the renewed On closing the original tenancy the deposit and any other balances are transferred to the renewed tenancy. LetMC can activate Automatically Close Renewed Tenancies for a Letting Agency; this means that the original tenancy is automatically closed once it has ended. Auto charging landlords and tenants can now be set to charge a different amount for a Renewal. Page 91

92 The automatic sending of letters to the utility companies can be configured not to send a letter at the end of the original tenancy and the beginning of the renewed tenancy. Points to Note It is not possible to renew an existing tenancy if the original tenancy does not have an end date set. It is only possible to renew the most recent tenancy on a property. It is possible to remove tenants from a renewed tenancy (before it's signed). If the renewed tenant being removed has transactions on their account they will become a retired tenant in order to maintain the accounting transactions. If the property to be renewed is being re-advertised but the current tenants then decide to renew their tenancy then use Renew Existing Tenancy. This will abandon the advertised tenancy and replace it with the renewal. Bond deposit will only become due on the renewal if the existing tenancy is closed. If these circumstances should arise it is always possible to finish the wizard (although the tenancy will not be renewed until the necessary changes have been made). It is not possible to close the original tenancy if there are any transactions not in the Authorised state (i.e. un-cleared or un-reconciled transactions). It is not possible to close the original tenancy if there are any amounts in the Outstanding Rent or Outstanding General Accounts (i.e. the tenant owes rent). It is not possible to close the original tenancy if the renewal tenancy has not yet been signed. Payment schedules on a renewed tenancy If a payment schedule had been set on the original tenancy to include a two month payment the system looks at the payment schedule on the original tenancy and chooses the first automatic schedule that spans the most days during the tenancy (usually the 2nd one if the first month is a manual payment). It then uses the amount from the rent period to create a new schedule on the renewal tenancy that spans the whole tenancy. Page 92

93 Closing a Tenancy Items Transferred to the Renewed Tenancy. Deposit and Financial Balance. On closing the original tenancy the bond deposit balance is moved into the Tenant s Main Account and then the balance of the original tenant s Main Account is moved to the new tenant s Main Account. The bond deposit is then made due on the new tenant s account in order to immediately allocate the money to the new tenant s Bond Held Account. Keys Checked Out to Tenant. Any keys checked out to the tenant of the original tenancy are checked back in and then checked out to the same tenant on the renewed tenancy. Deposit Management Deduction Items. Any items listed in the Deposit Management View are transferred to the renewed tenancy. If the system is not set to close ended tenancies automatically, you are required to carry out the procedure manually, follow these steps. Select the property and the correct Tenancy to close. Select the Close Tenancy option. Confirm actions to take. Page 93

94 Some messages why a tenancy cannot be closed Dispute Items Unauthorised Account Entries Transactions still not at authorised stage on the tenants account. Investigation into the persons account (View Account Activity/View a Persons Account) Find the transaction that is to be cleared Account shows that a deposit has not been banked; you must now bank this money and reconcile the transaction before the tenancy can be closed. If there are no issues linked to the tenancy then it can be closed. Go to Lettings/Modify Instruction and Tenancies, search for the property open the ended tenancy and click on the Close Tenancy option Delete an Instruction You may only delete an Instruction before it is at the signed stage. Tenancies that have been signed cannot be deleted. If this is the case and the Instruction has been signed then the only option available to you is to end the tenancy. To carry this out go to; Modify an Instruction, End Tenancy. Page 94

95 Head Tenant A Head Tenant can be designated in order to channel all financial transactions through their account. On creating a tenancy one of the tenants can be designated a Head Tenant. This then means that all financial transactions related to the tenancy such as Apply a Charge, Take a Payment and making rent due are recorded on the Head Tenant s account Rules for Designating a Head Tenant A Tenant is only allowed to be head tenant if:- The tenancy has not yet been signed The balances of all the other tenant's different accounts are all zero None of the other tenants have a non-zero entry in the rent payment schedule None of the other tenants have pay by Direct Debit Designating a Head Tenant On creating a new tenancy when tenants are added in Modify Instruction/Tenancy Add or Remove Tenants a Head Tenant can be designated by clicking the Assign as Head Tenant button. If the tenant is not allowed to be a Head Tenant (see Rules above) then the reason for not allowing this will be shown. Renew Existing Tenancy Copies the Head Tenant Status. On renewing a tenancy using Renew Existing Tenancy the Head Tenant Status is copied to the new tenancy. This will not happen when creating a new tenancy, a Head Tenant will have to be assigned. When creating a new tenancy agreement and adding tenants for multiple occupancy properties, remember to assign the head tenant. This is done on step 2 of adding a tenant. Click the Assign button and you will be prompted to confirm your choice. After adding all tenants there is an option to change the head tenant. Simply remove the existing head tenant status and assign a new one. Page 95

96 Multiple Occupancy Tenancies Without Head Tenant When setting up a multiple occupancy tenancy you may want to change the default fees on the instruction to charge tenants individual Admin Fees. Before raising the agreement go into modify Instruction and change the Tenants fee to reflect individual charges. Adding Tenants At Stage 2 of the agreement set up you will, as in a single occupancy agreement, add your tenants. Click on the method of adding from the selection shown. When you have added all your tenants they will be listed as shown. In this instance no-one will be designated head tenant Payment schedule Click on Step 3 of the agreement, as each tenant is paying separately you will now have to open each payment schedule to amend them as the system at this stage will have assigned the payments to the first tenant you added. Click on the edit button to open payment schedules. Type in the amounts to be paid by each Tenant, then click the update button. The amounts payable by each tenant are now set. The bond will automatically be split between all tenants. When you click on Sign Tenancy the individual tenants will be charged. Page 96

97 Multiple Occupancy Tenancies With Head Tenant As with setting up a multiple occupancy tenancy without Head Tenant you may want to change the default fees on the instruction to charge tenants individual Admin Fees. As before go into modify Instruction and change the Tenants fee to reflect individual charges. Adding Tenants Add your tenants to the tenancy. When adding Tenants you can, at the stage of adding a tenant, set up one of them as head tenant by clicking on the assign button in the tenants details, or, once all tenants have been added click the corresponding button adjacent to the tenant you are assigning as head tenant from the list of tenants. Confirm the tenant you have selected, you may notice that all finance transactions will now go through the Head Tenant. When assigning the head tenant you may get a pop up saying that the tenant chosen cannot be head tenant as another tenant has payments assigned to them this is because the other person was probably the first to be added. You will need to go to the payment schedules and assign all monies due to the person you wish to be Head Tenant prior to selecting that person as head tenant. Note: Once the agreement is signed if you need to change head tenant status you should go into the existing head tenant s details and remove them as head tenant. You must then make sure all tenants have a zero balance on their accounts before selecting a new Head Tenant. For details on Head Tenant and associated financial transactions see the accounts manual. Page 97

98 Tenants View Tenant Details The View Tenant Details option will allow you to view details including name, contact details, date of birth, payment address, and bank details and whether or not to letters to the tenant. Use the search option to enter the details of the tenant that you wish to view. A separate Tenant record is created for each individual tenancy, so if the Tenant name appears more than once select the relevant tenancy. Tick the box next to the Tenant you require, and then click Next. The first screen allows you to see Personal details of the Tenant Residence details Confidential Notes Click Next to continue The next screen will display contact details e.g. Pre Tenancy Address Guarantor address Having a guarantor address entered will allow facilitation of sending rent chase letters to them in the event of tenant payment default. On clicking next, the next screen will show bank details for the tenant. Enter details if you have not done so. Page 98

99 Modify Tenants Details To modify any tenant details go to Lettings/Tenants/Modify Tenants Details Search for the tenant that you need to modify by entering a name in the search box and clicking on search. When a list of names appears tick the box next to the Tenant required. On the first page of details you can amend: Personal Details Confidential Notes Residence Deposit Registration 3 rd Party software ID Changing residence would only be applicable in a HMO if the tenant changed rooms. New Contacts can be added and old contacts removed Account details can be changed. However if account details are changed then this will be recorded in the security audit found in Control Panel Page 99

100 View Tenant statement Select View Tenant Statement and carry out the standard search for the tenant that you want to view and click Next. Complete the filter requirements for the period that you want to view and click on Get Statement. The statement will show all transactions for the period you have selected. Click Finish to end viewing statement. Page 100

101 Rent Book (N.I.Only) An option, which enables a Tenant Rent Book to be printed, can be found in Lettings>Tenants menu. This feature only appears if it s activated in Control Panel>Branches>Modify a Branch. This can only be set by Client Administrator level users (usually LetMC staff). Trading Statement can also be included on the rent book Select Rent book from the Tenants menu in the Lettings section, then using the standard search criteria find the tenant that you want to produce a rent book for. Tick the box next to the name and click on next in the action buttons. The following screen then allows you to print the rent book Page 1 of Rent Book Page 2 of Rent Book Page 3 of Rent Book The Tenant Rent Book shows all the transactions on the Tenant s account as well as information about the Property and the Landlord. Page 101

102 Information Shown on the Rent Book The information shown can be set-up by LetMC to include any of the following fields:- Property Address Tenant Name Landlord Name Landlord Permanent Address Landlord Phone Numbers (if left un-ticked in Landlord Details) Emergency Out of Hours Number (from branch Details) Branch Address, Telephone number and address Rent schedule and amounts Capital Value Rates Payable Tenancy start date Rent schedule and amounts NI Number Multi Branch Letting Agents If the Rent Book is enabled on one or more branches then Rent Book option will appear for staff of all Branches. However, if a tenant is selected that does not belong to the Rent Book enabled Branch then a Rent Book cannot be printed. Telephone numbers Shown on Rent Book The Landlord phone number provided on the rent book is the Landlord Mobile Number 1. If the landlord does not wish his number to be provided in the Rent Book then use the Mobile Number 2 field. On the Agent Details the Emergency Out of Hours Number will only be inserted on the Rent Book if the Tenancy Service Type Manage Maintenance is ticked (ie the letting agent is managing the maintenance). On the Landlord Details the Emergency Out of Hours number is only provided if the Tenancy Service Type Manage Maintenance is not ticked (ie the landlord is managing the maintenance). The Tenant Rent Book is required by law in Northern Ireland. This functionality allows a staff member to quickly produce an up-to-date Rent Book. Page 102

103 Landlords Create a Landlord Start by selecting branch from the drop down menu (if multi-branch), then select the default service type that you are operating against the landlord. Enter the details of the landlord (minimum mandatory is surname). Public/Private status on landlord contact telephone The Public/Private restriction tick box can be used to restrict landlord Mobile Numbers from showing in the Tenancy Agreement The Public/Private restrictions also extend to cover landline phone numbers that are entered into the landlord s Permanent Address contact details. Setting the landline number to Private restricts the number from appearing in the Tenancy Agreement. Landlord Mobile Numbers and the Emergency Out of Hours contact number can also be restricted from appearing in the tenant Rent Book. *The tenant Rent Book is a legal requirement for Northern Ireland branches/companies. If communication to the landlord is required to be preferably by then tick the Letters tick-box. This will ensure that all post to the landlords preference to receive mail will be by . Enter the Deposit ID if known, for a TDS ID if there is an existing ID make sure that it is entered into the Historic ID box. This will prevent any duplication of ID s when uploading to the TDS website. Create any notes that you need as reminders this is confidential to staff and will not be printed on any reports. These notes could include things such as any negotiation figures you have on a landlord s property. The NRL is a scheme for taxing the UK rental income of Landlords whose 'usual place of abode' is outside the UK for a period of over six months. Enter a float amount in the Landlord custom float account box (e.g ) if a float is to be held against the landlord. (This will be used for maintenance deductions). Company settings should be set to 0 to allow a range of floats that can be set If a company default float has been set in company settings then all new landlords entered onto the system will have that amount set against them. This is also the minimum amount that can be set against a landlord who opts for a custom amount to be held. If no Float is set against a landlord then the system will make that payment pending until the landlord has funds. Page 103

104 Landlord Credit Terms Entering a figure in the Credit Terms box will set against the landlord the amount of day s grace they have before the system will allow a chase for an unpaid invoice. An Invoices not Paid report is available if The Draw Down Sales are set to draw down Paid Invoices Only. Non NRL Landlord If the landlord does not live abroad and is not subject to NRL taxes leave the Tax Status History box with default settings. The system will show that NRL is not applicable NRL Applies If the Landlord lives abroad for more than 6 months of the year then you must tick the NRL Applies box and click the Add button. This will deduct tax at the basic rate from the balance payable to the Landlord when an Invoices or Statements are raised. This money is held by you until the quarter end when it is payable. You will then be able to draw down the amount and pay it on to the taxman. NRL Exemption Number If the landlord has an Inland Revenue provided exemption number (unique to each Landlord), enter that Number in the relevant box. This instructs the system not to deduct tax from the balance payable to the Landlord (but will still include the Landlord on the NRL annual return). If the Landlord lives abroad for more than 6 months of the year then you must tick the NRL Applies box. This will deduct tax (at the basic rate currently 20%) from the balance payable to the Landlord when an Invoice / Rental Statement is raised. Page 104

105 Contact Details Add contact details and bank details Permanent Address is Mandatory. Permanent addresses and 'Valid From' and 'Valid To' Dates It is possible to add more than one permanent address in the landlord details and set 'Valid From' and 'Valid To' dates for each. When multiple addresses are available they can be included in the Landlord Instruction, however, when there are multiple permanent addresses for the same landlord, the system will select the address with the latest 'Valid From' date (this includes dates which are set in the future). For this new functionality to work correctly and display multiple Permanent Addresses in the Landlord Instruction will require a customisation of the print jobs. Contact LetMC Client Support if it is required that multiple addresses appear on the Landlord Instruction. Landlord Bank Details BICS code Complete the landlords bank details so that you will be able to pay them by online banking. Landlords with a building society account The roll/building society number is entered into the Historic BACS field in landlord details and a normal bank account number in the account number. This is a bank account where all building society customers pay their money to, then the building society will move the transaction on to the correct building society account based on the Roll number in the Historic BACS field. The bank account number should be provided by the building society via the landlords. The Bank Identifier Code or BIC identifies the payment beneficiary s bank the bank that will receive the funds transfer. A BIC can be combined with the details provided by the IBAN to provide automated international funds transfers. Example BICS Number IBAN Number The International Bank Account Number or IBAN is a bank account number designed to simplify and speed cross border transfers. Every bank account in a participating EU/EEA country has an associated BIC + IBAN, which is clearly identified and printed on all bank account statements issued after July Example IBAN Number GB29NWBK Page 105

106 Landlord properties The process of linking a landlord to a property is done using Setup Property Owners. It is not possible to link a landlord to a property in Create a Landlord or Modify a Landlord as a property may have more than one owner. When adding a landlord, at the add properties stage you will see a message stating To add properties go to Set Up Property Owners. Do not at this stage quit the landlord set up procedure as you will lose the information up to this point. Continue with entering the landlords information until you reach the finish stage then go to Set Up Property Owners Setting Default Management Fees To set the default Management fee enter the percentage fee in the Fee% box. This fee will apply to all properties belonging to the landlord. If you have brought a landlord on under a reduce fee, set up another to start after the introductory fee has expired. The system will start charging this higher fee at the date you set Referencing Notes and Documentation Available in Modify a Landlord, all notes and documents can be uploaded or viewed here Page 106

107 Guaranteed Rent Introduction The system automatically operates a Guaranteed Rent Scheme. This means that when the rent due date is reached and the tenant has still yet to pay or funds or they are not yet authorised then a guaranteed payment is made to the landlord from the Company Guaranteed Rent Account. (View Account Activity/ View Company Accounts or View Branch Accounts When the tenant eventually pays the outstanding rent or it has now become authorised. Instead of the usual route of rent money, because the landlord has already been paid, then the money paid by the tenant is transferred to the Company Rent guaranteed account. The money is transferred to the Company Guaranteed Rent Account to replace the money already paid to the landlord. Activate Guaranteed Rent To activate the Guaranteed Rent Functionality go to Control Panel>Object Types>Tenancy Service Types. Click the add button to create a new service type or open an existing one. Name the new service type something like Fully Managed Rent Guaranteed Tick the Guaranteed Rent box and in the Fee put a percentage that you as an agent are charging This service type is now available to be set up per landlord Setting the Landlord Charge for the Guaranteed Rent Service. If an Agent wants to charge a landlord a monthly fee for the rent guarantee service then the system will apply this charge in the same way as it applies the rent collected management fee. A new income type has been added called Guaranteed Rent Fees. This income type has been added to all Agents and cannot be removed. It can however, be re-named in Control Panel>Company Settings>Modify Company Details. On applying the charge to a landlord the transaction description appears as: Guaranteed Rent Fee Charge at 2.50% + VAT Page 107

108 If the Agent applies a different % charge to some landlords then this can be set by going to Modify Landlord Details Management Fees. The system does not record the history of any changes to the percentage charge set and it s not possible to set a different percentage to be applied from a future date. How the System Makes a Guaranteed Rent Payment. System: Makes rent due Tenant: Insufficient authorised/cleared funds System: Debits the Company/Branch Guaranteed Rent Account System: Credits the landlord s Rent Collected Account Tenant: Account remains unaffected they still owe rent in the normal way Landlord: Account transaction appears as: Guaranteed Rent Payment for '71 High Street, CF24 4ET' from 'William Jones' for period 01/04/2009 to 30/04/2009. Find Tenants Rent covered by Guaranteed Rent? A Tenancy Service Type filter can be found in the Money Owed Chase View in order to only display the tenants whose landlords have been paid Guaranteed Rent. There is also a report called Guaranteed Rent Balances that provides a list of all tenants. What Happens when Tenant Pays Rent When the tenant pays their rent money in or funds are now authorised the following happens in the system: System: Refunds Rent Guarantee account Tenants Rent Outstanding Account Is debited Company Rent Guaranteed Account Credited The First rent due on a New Tenancy is not covered by Rent Guarantee. Therefore the system will not instigate a Guaranteed Rent payment to the landlord if a tenant fails to pay the first month s rent on a non-renewal tenancy. Covering Guaranteed Rent Payments The balance of the Company /Branch Rent Guarantee Account at any point in time is the total amount of Rent Guaranteed transactions made to Landlords. In order to comply with good practice, this amount of money should be transferred into the Client Bank Account from the Letting Agents Office or alternative account. Guaranteed Rent Balances Report. Shows all tenants who owe Rent Shows all Landlords that have had funds transferred from the, Rent Guarantee Account. Shows the number of days the rent has been outstanding. This will be useful where the Letting Agent must report to their insurance company if a tenant s rent has been outstanding for more than 30 days. Page 108

109 View Landlord Details Select a Landlord Search for a Landlord by entering part or all of a forename or surname, and then click the Search button. Tick the box next to the Landlord you require, and then click Next. This will allow you to step through the landlord s details. Click Next after each stage to move on. Landlord Details Contacts List Landlord Bank Details Landlords Properties Management Fees Modify Landlord Details Using the standard search facility select the landlord that you wish to view. Once again the steps you will go through in modifying the landlords details are the same as when you added the landlord. You will be able to amend Personal details, Contact lists, Bank Details, the landlords Properties and any Management Fees. When finished viewing click Finish. Multiple Landlord Property Ownership It is possible for a property to be owned by more than one landlord and for the income and expenditure to be split between them. This effects the following areas: Linking a landlord to a property Apply a Charge Maintenance>Make a Property Maintenance Deduction The % Management Fee Page 109

110 Linking a landlord to a property It is not possible to link a landlord to a property in Modify a Landlord Step 5. At this stage you will see a message stating To add properties go to Setup Property Owners go to Setup Property Owners Set Up Property Owners. To add a landlord to a property go to Lettings > Landlords > Setup Property Owners. Search for the property you want to assign multiple owners to, tick the box next to the property and click the next action button. On the first Setup Owners screen click the add button Search for the first landlord to be added as an owner. Tick the box next to their name and click ok on the action buttons. When this landlord has been added the system now assumes 100% ownership. Click the Add button to add a further landlord (Owner) Page 110

111 When this landlord has been added the system now assumes 100% ownership. Click the Add button to add a further landlord (Owner) Search and select the next landlord, click ok to continue With the second Owner now added the system splits the ownership This is a default function, if it is required that the landlords are set with unequal shares e.g you should call LetMC Support to facilitate. Once this has been set it is available to you at any time. Zero Financial Share Ticking Zero Financial Share box enables a landlord to be linked to the property without the system splitting the transactions. This then means that both landlords will appear on the Tenancy Agreement. However, all paperwork will be addressed to the 100% shareholding landlord. Main Contact One landlord can be designated the Main Contact for the property. This landlord will then be listed as the landlord of the property in various reports (non tax reports) and their contact details will be the ones primarily used by the system. (Contact landlord cannot have a 0% shareholding) Page 111

112 Owned From Date To check on ownership go back to Setup Property Owners and select the property The screen will show: Details of the owners of the property Main Contact Ownership dates Change of Property Ownership If the property already has an owner this person will need to be added again as an owner with any other owners. Select Add to continue to add landlords. Select the landlord to add and click ok on the action buttons. Page 112

113 The first landlord has now been added as an owner with a 100% share. If the existing owner still has a share of the property they will now need to be added again. Click the Add button. Search for and select the existing owner and click the ok action button. As before On adding a second owner the system will now assume equal shares and set them up as (unless this restriction is relaxed by LetMC). Each Landlord will receive Separate Invoices and Payments. (If your landlords have unequal shares e.g , call LetMC to set appropriate settings) Default setting is equal shareholders Select Zero Financial Share if required, designate a main contact and click the finish action button Select Setup Property Owners from the menu to check the ownership. With the property check box ticked select next on the action buttons Page 113

114 Existing owner and new owner will be shown as joint owners Owned from date previous owner As you have now set the two new owners the system will now show the date of the new joint ownership as starting on the same date ad the old owner finished. Although the dates are shown as the same there is no overlap in the system. Transfer of ownership is assumed at midnight on the same day. You cannot set this date to a date in the past. Two Individuals on One Landlord Record In the situation where: A husband and wife jointly own a property They only require one invoice They are not subject to NRL It may be easier in this case to keep both their names on one landlord record. This means that when you are adding a husband and wife as landlord enter both names in the surname field e.g. Mr and Mrs Smith. This will mean that the invoice is addressed to both (for tax reasons) but they only receive one invoice/statement and the payment is made into one bank account. Delete a Landlord A Landlord can only be deleted if their record has never been linked to a Property and Notes have never been added. It is generally used if a second Landlord record was added for the same Landlord and this was realised before the Landlord record was used. Using the standard search criteria, search for the Landlord to delete by entering relevant details click the Search button. When the list has come up Tick the box next to the Landlord you require then click Next. Confirm Deletion Click Finish to confirm that you wish to delete the selected Landlord, otherwise click Cancel. If the Landlord record cannot be deleted because it has been used, you will be told this here. Page 114

115 View a Landlord Statement Search for the landlord that you want to see the statement for. Using the standard search criteria, click the Search button. When the list has come up Tick the box next to the Landlord you require then click Next. On the next screen you will now be shown the statement for your landlord. You can filter the dates as to what you require; if you do change the dates remember to click on Get Statement to see the updated statement. This can now be printed out or if you have checked the details you want then close the statement by clicking Finish Send Management Report Using the standard search criteria, search for the Landlord to send the management report to by entering relevant details click the Search button. When the list has come up tick the box next to the Landlord you require then click Next. After clicking Next you will see the box for the Management report Details. You can set the dates you want the report to run from until date letter is sent. When you click on Finish a copy of the report will be sent to the Postbag. The management report is normally set to be set out automatically after 35 days this can be set to suit individual requirements (Call LetMC Support). If you do not want reports to be automatically generated LetMC Support can set the system to stop auto generation. Page 115

116 Send Self Assessment Tax Report Using the standard search criteria, search for the Landlord to send the Self Assessment Tax Report to by entering relevant details click the Search button. When the list has come up Tick the box next to the Landlord you require then click Next. After clicking on Next you will see the screen with the option for tax year. Select the right year and click Finish. A copy will now be sent to the postbag ready to be sent to the Landlord. If a property has been linked to a new landlord during the selected tax year then the old landlord s Self Assessment Tax Report will now include the words Sold Property:02/08/2006. Note: The assessment only covers the land and property section Disclaimer text at the end of Self Assessment Tax Report. States: 'This self assessment form and report is intended as a guide only and does not take into account the external expenditure and incomes that have not been processed by the agent. The expenditure does not take into account tax deductable expenses. It is recommended that you confirm with a certified accountant and the Inland Revenue the calculations p[resented on this self assessment form. Letmc.com and (agent company name) cannot be held responsible for the content of this self assessment form and report.' Page 116

117 Inventories and Inspections Opening Inventory Lettings > Inventory and Inspections > Opening Inventory To set an inventory for a property you will first have to search for the property required. Type in the search criteria details of the property to add an inventory too. When a list is generated tick the box next to the property required and click next. The first section is for Meter readings by clicking on the Go button you will open the meter readings screen. You will need to fill in the opening readings and send a letter to the utility companies. The maintenance job button will open the Add Job screen. The job will be tagged as an opening inventory job. To begin the inventory the first thing you need to do is set the date the inventory is carried out. Click on the calendar icon and choose date. The Signed by Tenant box should be left until they have actually signed the inventory. If you are not using the Inventory facility you can still track your inventories by just using the Inventory date and Signed by Tenant boxes. Any inventories that have not been signed will appear in the corresponding report. From the room drop down menu select your first room, (this list emulates the rooms that were entered when then property was created) then select the first item, fill in comments box, (unlimited character entry) then click Add button. Note: Item types can be added in the control panel under Object Types. Continue adding items until the room is complete. Then begin again with next room. When complete click on the inventory to Landlord and Tenant button. This will generate letters which are sent to the postbag for authorising. When you have the signed copy from the tenant, access this page again and set a signed by date. Page 117

118 Upload Existing Inventory If you are not using the full functionality of the Inventory system it is possible to just upload a copy of any existing inventories you have on your properties. At the top of the Opening Inventory screen there are two tabs. The first tab is used to record meter readings, add jobs, set a date when the inventory was carried out and set a date when the inventory was signed by the tenant. Clicking on the Documents tab will open the upload screen, browse to where you have the existing inventory saved click open and it will upload to the LetMC system. You can also upload any photos here but be aware that the upload size is 2.5mb so it could be necessary to adjust the default picture size for your camera. Note the inventory that you load up on the opening inventory screen will be for the current tenancy. Unlike a LetMC stored inventory which is migrated to the next tenancy you will need to upload the inventory again on the opening inventory for any new tenancies. Page 118

119 Sample Opening Inventory Letters Letter to Landlord Letter to Tenant Page 119

120 Interim Inspections The period at which an interim inspection is to be carried out is set in the Landlords Instruction step 4. The drop down menu indicates then period at which the inspection is to be carried out. For example if an interim inspection is to be carried out every quarter then on the drop down menu Type select Quarterly. The recurrence box specifies how many units of the selected Type elapses between inspections. In this box you would normally put 1. You have now told the system that you want to do the inspection quarterly. When the Agreement is signed the first Inspection will be set 3 months from the date of signing and when due will appear as a task in the In Tray 4 days before the inspection is due. If you need to know further in advance of inspections due you should use the Inspections becoming Due report in the Lettings Reports section of the software. Recording an Interim Inspection After you have carried out an Interim Inspection you must record such on the system. Using the standard search criteria, search for and select the property that you have carried out an inspection on and click Next. Armed with your notes from the inspection you will now need to enter the outcome on to the system. Select the add button to record your Outcome and Recommendations Page 120

121 Set the date that the inspection was carried out. Add any maintenance jobs that may have been found whilst carrying out the inspection. Adding the jobs here will link them to this inspection. Click on the Outcome Tab Now Click on the Recommendations Tab Click on Agent Inspection Notes Tab Page 121

122 Upload Photos Upload any relevant photographic evidence Generate Letters Click on the letters buttons on the first tab to generate the letters to the Post Bag. The landlord will receive theirs using their registered contact method and the tenants will be sent a letter regardless of contact preferences as they need to sign their copy, click ok then Finish. Page 122

123 Sample Interim Inspection letters Interim letter to Landlord A similar letter will be sent to the tenants Page 123

124 Closing Inspection Using the standard search criteria select the property that you want to carry out the inspection on and click Next. Note: Prior to carrying out the inspection you can download from this area an inspection form to take to the inspection to make your inspection notes. The inspection form will show the opening inventory that was carried out along with any photos that you added at the time. On opening the Closing inspection page you will notice there are three tabs to choose from. Tab 1 Inspection Details Set date when inspection was carried out Set date when inspection was signed by tenant Add maintenance job Add closing meter readings Send letters to Post Bag Tab 2 Outcomes When entering details of the inspection, select the room from the drop down menu, type in the outcome for that room and add photos as necessary. If you do not put in a comment then the system enters No Problems Found by default. Inventory Items shown for reference Tab 3 Documents Use this if you are outsourcing inspection and upload outsourced document Page 124

125 Sample Closing Inspection Letters Closing Inspection letter to Landlord This cover letter includes full report of inspection attached. Closing Inspection letter to Tenant Full report of inspection is attached Page 125

126 Meter Readings Using the standard search criteria select the property that you want to enter Meter readings for and click Next. Setting a date and adding Meter Readings Meter readings can also be entered in Opening Inventory (for opening meter readings) and Closing Inspection (for closing readings). Setting a date in the meter readings screen is done using the 'Set Date' button. The date is set as soon as a date is selected in the calendar. If no date is set then it says Not Yet Taken. When the opening and closing meter readings have been added you can send the utility letters to the suppliers advising them on change of responsibility. These letters are generated by clicking on each Utility Post button. Auto options can be set up for the sending of utility letters when setting up tenancy service types, if you need help on this call LetMC. Options available in the service type settings are shown in the graphic below The only option where letters need to be generated manually is Don t send letters. The other options will allow the system to automatically generate utility letters and send them to the Postbag. Remember if you have auto options set up meter readings must be added before the system generates the letters. For example: Opening meter readings must be entered before signing the tenancy Closing meter readings must be entered before closing a tenancy Next of Kin or Post Tenancy Address must be set in the Tenants details Page 126

127 Sample Letters to Utilities Opening meter readings Letter to Gas utility company will give the following information Property address Period of responsibility Tenant Responsible for payment Opening readings Closing meter readings Letter to Gas utility company will give the following information Property Address Period of responsibility Person responsible for payment and their Post tenancy address. Opening and Closing Meter readings. Page 127

128 Ending a Tenancy When a Tenancy is ending you should ensure: 1. The End date is Set; Go to Modify Instruction and Tenancies, search for the property and check the end date. Note that if the end date had not been set previously then no section 21 would have been generated. Click on End Tenancy and set the end date if required. 2. A Post Tenancy address is added to the tenants Details. This facilitates for Closing Inspection letters and Utility Billing to be forwarded on to the Tenant after they have left the property. These letters will automatically be sent on closing the tenancy. You must ensure that the Post Tenancy address is added to the Tenants details otherwise these letters will go to the Tenants Pre Tenancy address. Closing the tenancy Go into Modify Instructions and Tenancies, select the property and click Close Tenancy After clicking on the Close button a screen will appear with a list of actions that may need to be carried out. Returning Bonds etc. the Tenancies close date will then be set at this time. Click ok on the action buttons and the Tenancy is now closed. If not done previously you now need to raise a new instruction so that you can re-advertise the property. Page 128

129 Referencing Introduction The integrated credit check functionality available through the LetMC system is accessible on a Pay per Reference basis. This functionality will provide clients with the ability to make credit checks on any person that is registered on the system There is a direct link between LetMC and the Equifax database allowing clients to carry out an instant credit check. Credit checks through existing companies require you to submit details and then wait for the return of the results. This system will alleviate any waiting time and provide instant results. Matching the person to an Equifax Record. To carry out a Credit Check a person's name and address is required. This can be imported/pre-filled from or it can be typed in. Pre filled documentation: Tenant (and Guarantor) Applicant Online Tenancy Application Landlord Contractor The personal details that should be included are (mandatory fields are in bold): Title Forename Surname Date of Birth (not mandatory but recommended) House Number/ Name Postcode These details are searched on the Equifax database and any matches are returned. The correct match must be selected and then the credit record and score is returned. At this point the search fee is charged to the Letting Agent. This information is then stored in the LetMC software. Reference search for Credit Checks For multi-branch companies, the staff user level able to view credit checks that have been performed by a branch other than their own can be set by LetMC Client Support. To view credit checks performed by a different branch requires a CRED- reference code (they cannot be viewed in Manage All Credit Checks ). Linking and Un-linking Credit Checks. New credit checks can be created by manually entering a person s details into the wizard (credit checks created this way are not linked to an existing person record). Alternatively, new credit checks can be created by importing details from a tenant/ applicant/ landlord/ online applicant/ contractor (these credit checks are linked to the imported person). Regardless of how they are created, the credit checks can be linked or unlinked to an existing person (tenant, applicant, landlord, contractor) by opening the required credit check, either by entering the CRED-XX reference number or by finding the required credit check in Referencing/Manage All Credit Checks. The credit check Linked status is at the base of the view and shows the person that the credit check is currently linked to (if any) and also allows the letting agent to un-link or re-link the credit check to a different person. When a credit check is unlinked from a person, the credit check is removed entirely from their record and they will re-appear in the Not Yet Credit Checked list. Similarly any person who has a credit check linked to their record will be removed from the Not Yet Credit Checked list. Page 129

130 Level of Risk Results The level of risk for each credit score result is displayed on a bar which indicates the risk level with a graduated colour scheme (red to indicate high risk, yellow for medium risk and green for low risk). LetMC Support can change this at any time for a letting agent if they have a specific view on the bandings. If the bandings for the risk score level are changed then any scores generated before the change will remain in the previous banding (ensuring historic data retains its integrity). Credit Score bandings can also be overridden on a per branch basis (in Step 6 of Modify a Branch). The credit score should be interpreted by the Letting Agent in conjunction with any other information available and the person's background. The credit score is not a guarantee, but only a guide to the person's credit worthiness at the specified address. How to Access functionality Referencing can be accessed in many convenient parts of the software. Marketing Section Applicants Create New Applicant Card Modify Applicant Card Landlords Modify Landlords Details Lettings Section Instructions and Tenancies Modify Landlord Instruction (Step 3 of Let Agreed) Tenants Modify Tenants Details Landlords Modify Landlords Details Referencing Credit Check an Individual Credit Check a Tenancy Maintenance Section Contractors In Tray Modify Contractors Details Online Tenancy Application Work item Further Functionality within the Referencing section Manage All Credit Checks Not Yet Credit Checked Individuals Reference Notes and Documents Page 130

131 Q & A What is a Credit Check? The Credit Check provides the credit history of a person based at a specific address. Based on this credit history and other information held by Equifax a Credit Score is provided which indicates how credit worthy a tenant is. It also confirms how long the person has been registered on the Electoral register at that address. What factors do I need to consider when credit checking.? The Credit History and the Credit Score is for the person at a specific address. If they have only lived at an address for a short while, then it may be worth credit checking them against other previous addresses as well. This is because they might have an adverse credit history at a previous address. In conjunction with credit checking, the Letting Agent should evidence photo ID for the person to check that they are who they claim to be. The Credit Check then confirms whether they have lived at the address they have provided and gives a credit history and score for them. If I credit check an applicant; will their information be transferred when they become a tenant? Applicant (or online applicant) credit checks are automatically re-linked to a tenant if the applicant moves on to become a tenant (credit check appears in Tenant Details and in the 'Referencing' section in Modify Instruction/ Tenancy). What are the legal guidelines to credit checking? Permission has to be sought by the Letting agent from the person being checked that they are willing for a credit check to be carried out. The search will leave a 'footprint' on the tenant or applicant's credit record which will mark the search as a TV (Tenant Verification) and carried out by the Letting Agent (this is required by Equifax for audit purposes). If a Credit Search is done on a Landlord or Contractor then the footprint will be marked as 'Property Letting' and carried out by the Letting Agent. Page 131

132 Credit checking functionally will be switched on by request to LetMC. If you do not have the functionality switched on you can only use the Notes and Documents section. Individuals Reference Notes and Documents Referencing documents (such as tenant ID, utility bills etc.) can be uploaded and stored in Lettings/Referencing/Individuals Reference Notes & Documents. Each document can be up to 512KB in size and can be any of the following formats: *.doc *.docx *.xls *.xlsx *.csv *.txt *.pdf *.gif *.png *.jpg *.jpeg *.bmp. All aspects of a person s credit checks and referencing information can be managed from here Search for the person that you want to add notes or documents to click on the next action button. To upload notes and documents to this person click on the Add button. From the drop down menu select the type of document that you are going to upload. If document type is not in the list then select other and in the Note box explain the document type. Click on the Browse button and search for the saved document on your PC and upload. The document will upload automatically after selection. Enter any notes as required then click ok Document and note are now saved under the person. Click on the edit button to make any changes or click on the delete button to remove. Page 132

133 Tenancy Reference Notes & Documents This is a similar view as described above in Individuals Notes and Documents and provides the same options for all tenants that are included in an existing tenancy (Let Agreed or Signed). Search for a property that the tenant occupies that you want to reference. On clicking next dependant on how many tenants are at the property you will be able to credit check each one. Searching a single occupancy lists one tenant On a multiple occupancy tenancy all tenants will be available to store documents. As in an Individuals referencing notes you will need to select the type of note/document to be stored. Click on the Browse button and search for the saved document on your PC and upload. Enter any notes as required then click ok. The documents and any notes you have entered will be saved against each tenant. Page 133

134 Credit Checking Referencing an Applicant Within the marketing menu to access the referencing functionality go to Applicants and Create New Applicant Card. Complete the new applicant card and save the details. Re-open applicant s card, select the referencing tab and click on the referencing tab then click on Credit Check Import details will show as the applicants address as selected from the Using Address dropdown menu is linked to this reference check Applicant details will be pre-populated into the form, click on the next Action button to continue. When the next Action button has been selected the system will connect to the Equifax database to find a match. Page 134

135 The system will return matches to your query. Select the person you are carrying out a credit check on and click on the next Action button to confirm the details. The system, once again will interrogate the database The Credit Score. Based on the information held for that person at the selected address Equifax provide a Credit Score. The score will be in the range of to , but the vast majority will be in the range of 100 to 500. LetMC have worked with Equifax and provide the following guidelines: and above Low risk +200 to +349 Medium risk +199 and below High risk Credit Information Provided. Credit information provided in the Results is: Current Address: This confirms the address on which the credit check results are based. County Court Judgements: The credit risk score and any additional data (such as CCJs etc.) are related to matches between the person credit checked at this address only (alternative addresses must be credit checked separately). Electoral Role: This confirms the period of time the person has been on the Electoral Role at the Current Address. CCJ s: A list of any CCJs are provided with supporting information such as date, the amount of the judgement and whether the judgement was subsequently satisfied Notices of Correction: These can be added to credit check results by the person credit checked in order to explain or justify any adverse results The credit score should be interpreted (by the Letting Agent) in conjunction with other information available and the person's background. The credit score is not a guarantee, but a guide to the person's credit worthiness at the specified address. Note: The risk results can be amended on a company basis call LetMC to enable your custom settings. Page 135

136 Results of credit checks will be stored in the applicant s card. Further checks can be carried out by using the Credit check button under Perform a new Credit Check or opening the existing check and access the Reference this person again Credit Check button Referencing a Landlord Referencing a landlord can be carried out in two sections of the software, Marketing and Lettings. Step 7 of Add/Modify a Landlord As in Applicant referencing click on the Credit Check button to begin the referencing process. The add button should be clicked when entering notes or uploading any referencing documentation Continue to follow the same process as in Reference an Applicant. Results will be stored in Landlords Details Credit Check an Individual In credit check an individual, you can call up anyone that is registered on the system to perform a check on. Click on the correct button and carry out the check Continue to follow the same process as in Reference an Applicant. Results will be stored in corresponding persons Details If you carry out a check on a person that is not registered on the system the person will be shown as unlinked. To recall any of these unlinked checks go to Manage all Credit Checks and select Un-Linked from the Type Drop-Down Menu Page 136

137 Credit Check a Tenancy Credit chinking of a tenancy allows you to check all people within one tenancy. Select each tenant in turn to carry out the checks. Carry out credit checking as previously described. This time you have all the tenants listed that can be credit checked. Add Notes and any referencing documentation Referencing a Contractor To reference a contractor go to Maintenance/Modify Contractor Details As in Applicant referencing click on the Credit Check button to begin the referencing process. Continue to follow the same process as in Reference an Applicant. (You cannot reference a company, only individuals). Page 137

138 Manage all Credit Checks Using the filters at the top of the screen you can call up the credit checks. There is also a credit check button at the top of the screen if you want to carry out further checks. Clicking on the edit button will display details of the check. In the person checked column will be what property on the system you have checked against, or it will show unlinked, not against any property on the system. Not Yet Credit Checked The Not Yet Credit Checked report provides a list of people who have not yet been credit checked by Equifax. The report filters by branch and person type (Tenant, Landlord, Applicant, Contractor, Online Applicant) for the selected date range (Created date). The report also has a filter which allows it to only show persons who have been opted out of credit checking ( Non Opted Out is default setting). The credit check wizard is available directly from this report and will import the details for the selected person. If a person has been opted out of credit checking then the Opt Out tick box needs to be unticked before the credit check can proceed. Using the search criteria select Date range Person Type Show Non-opted out. Page 138

139 Equifax Settings If you consider that the default scoring is not within your individual company parameters then these can be changed. You will need to call LetMC support and request new settings to be entered onto your system. The default settings as shown below are: +350 increasing Low risk +200 to +349 Medium risk +199 decreasing High risk High Risk Low Risk Default 200 Default 349 Once you have requested LetMC support to set new parameters they will be displayed in View Company Settings. Example below. Page 139

140 Maintenance Contractors Create a Contractor Select the criteria you require for the new contractor from the contractor type drop down menu. Enter the branch that they will be linked to. Use contractor type drop down menu to select required type The Contractor commission % details should only be filled in if you, as the agent, are going to add a commission to the job cost arranged with the contractor. Complete the contact details and finally add any notes, (these are confidential, for agency staff only). The next step is to add a permanent address for the contractor (mandatory). This can be edited at any time, however once a contractor has been added and has been assigned a job they cannot be deleted as the record will need to be kept for historic checking. Add areas that the Contractor will cover by ticking the boxes beside the areas covered. If the area you require is not shown then you will need to add an area. This will be done by accessing Lettings/Property/Manage Areas. Finally enter the bank details of the contractor. This will facilitate online payments etc. Page 140

141 View Contractors Details Like other View Details screens this is purely to use for checking contractors details. You will not be able to edit from this screen. Using the standard Search criteria select your Contractor and from the list of given contractors tick the box next to the contractor you wish to view then click Next. On the next screen you will be able to see from the bar at the top what details you will be able to view. As you go through the various screens (by clicking next each time you will be able to view the Contractor Details, which will show maintenance type, commission (if any) and any staff notes for this contractor. Contact Address, permanent address. Areas of Operation, (where the contractor operates) and their bank details. Click on Finish to stop viewing details. Modify Contractors Details This function is accessed for the purpose of modifying contractors details. You will be able to edit from this screen. Using the standard Search criteria select your Contractor and from the list of given contractors tick the box next to the contractor whose details you wish to view then click Next. The top bar on the next screen will once again show you the steps you will go through to enable modification of the contractor s details. As you go through the various screens (by clicking next each time you will be able to edit the details for that particular screen. You can now edit: Details including commission Contact addresses Areas of Operation Bank Details Click on Finish to stop modifying details References In Modify and View Contractors details referencing notes can be added or viewed Page 141

142 Delete a Contractor If you have added a contractor by mistake you can delete but only if the contractor has not been linked to any jobs or areas of operation. The process of deletion is carried out in two steps Using the standard search criteria select your contractor to delete by ticking the box next to their name. When you have selected the contractor you wish to delete click Next. You will now see one of two messages On the confirmation screen you will be asked to confirm the deletion, which means that the contractor is not linked to anything in the system and you can click Finish to complete the deletion. The other message you may see is the one shown above. This means that somewhere in the system the contractor is linked to a job or an area. If they are just connected to an area you can edit their details and remove them from that area, you can now delete the contractor. If they are linked to a job on the system then they cannot be deleted as the information they are linked with may be required at a later date. Click Cancel to end the process. Maintenance Jobs Add a Job There are various places within the system where you will be able to add jobs, but if the job you are adding is ad hoc then follow this procedure. Using the standard search criteria find your property to add a job to by selecting Branch, Area, Street Key Bunch or if you have a reference type in that then click Next Page 142

143 In the next screen using the drop down menus select the status priority and type of job. Click on the Edit button to add the contractor that you want to assign the job to, tick the access with keys box no appointment if required. Next you will need to enter the details of the job (mandatory). Please try and be as comprehensive with the details as possible. When complete click Finish. On adding a maintenance job in Maintenance>Add Maintenance Job a note to say who created it is added as follows: - Maintenance Job added by Tim Smith at 29/06/2010:12:43. Note: Job Status list can be customised in Control Panel/Object Types Printing Job Sheets To print out the job sheets got to either: Manage all Jobs Manage Jobs by Property Manage Jobs by Contractor By choosing one of the above methods you should see a list of jobs applicable to that heading. Click on the edit button of the job you want to print, this will bring up the job details screen. Click on the Print option at the top right of the screen, located beside the log off button......then click on the Print Maintenance Job button on the following screen. This action will download a pdf file of the job with all details attached. You can now print out this job sheet for your contractor to collect. Contact for access details on the job sheet lists the contact numbers for the tenants of the currently active tenancy. If there is no active tenancy then is shows the Landlord s number. Send Job sheet by With the job open click on the envelope icon This will take you to the function of the software and there will be an prepared with the job sheet attached ready to send Page 143

144 Manage All Jobs Once you have added a job and given it to your contractor you will need to follow its progress. Selecting Manage All Jobs will take you to the facility to manage all jobs for your branch. The filter list can be set to target specific jobs. Using the drop down menus you can select: Type Status Priority When Created Order By Next Action Date You will then be shown a list of jobs to suit your criteria. The colour coding of the jobs are Grey Low Priority Yellow Medium Priority Red High Priority If the Export button is used the Excel file that is produced will give the information as below. You can edit a job by clicking on the Edit button. In the edit screen there are two tabs one for the job details and the other tab is to add any notes to the job. For progressing a job, change the Status, Priority and Type as required. Contractors may also be changed if required and Next Action Dates can be added. Page 144

145 Set Next Action Date It is possible to set a next action date and comment on a maintenance job. This can in turn be used to set the next chase-up date. For example set for the day the contractor is due to visit the property. Select Manage all Jobs and click on the edit button to open the job required In the next action date details set the date required Add a comment of the action to be carried out and click the Add button Once you have carried out the action on the date set and you wish to add another action carry out the same process. This will over-write the old date and comment but a copy of the old Next Action Date and Comment is added to the Maintenance Job Notes (for audit purposes). The Manage All Jobs selection can be filtered by jobs with a Next Action Date over a selected period of time. When a job has been completed, remember to change the status to Closed. This will remove the job from the list. To review closed jobs at any time set your search criteria when managing jobs to Status Closed. Manage Jobs by Property Manage Jobs by Contractor Managing Jobs by Property and Managing Jobs by Contractor go through the same process as Manage all Jobs, except that your search criteria will be looking for properties and contractors respectively. Page 145

146 Maintenance Certificates Manage Certificates by Property In this section you are able to keep control of all the certificates applicable to the properties that you are managing. The certificates that can be entered and stored electronically on the system are: Yearly Certificates Gas Safety Portable Appliance Testing (Not a Legal Requirement) Fire Alarms Emergency Lighting Five yearly Certificates Electrical Installation Test HMO Licence Ten year Certificates Energy Performance It is possible to add additional custom certificate types to the list of maintenance certificates by selecting Control Panel>Object Types>Certificate Types. In order to avoid duplicate certificates on a property it is only possible to enter a certificate once for each type. Add a Certificate To add a certificate go to Manage Certificates by Property you will need to type the search criteria into the search screen. Select your property by ticking the box next to it and click on Next. The following screen will now allow you to set the certificate required. From the drop down menu select the type of certificate that you want to raise in this sample case a Gas safety certificate is raised. Page 146

147 Details Tab On the following screen fill in the desciption of the appliances etc that are to be tested At this stage the date will show ten years before the next certificate is due but this can be changed once the initial certificate has been completed. Click on the Add maintenance job button to raise a work order. (maintenance job raising is covered in the Maintenance section of this manual) When the certificate has been completed set the date for the next certificate to become due and the valid from date Certificate Responsibility Responsibility for a certificate can fall to the Landlord, the Tenant or the Agent this is set up in Control Panel/Object Types/Certificate types and selecting the certificate. After clicking on the certificate type edit button you will have the options of; editing the name, setting who is to receive a chase letter and how many days before the certificate is due to send the reminder. Landlords and Tenants letters will go to the postbag and the Agents reminder will show in the InTray. Notes Tab If you need to add any notes regarding the certificate type in your note and click on the Add button. This notes box will also record whether the certificate has been retired or reactivated. Documents Tab On the documents tab you can upload the certificate into the system. First save the certificate on to your pc then click on the browse button to locate the certificate. When located click on the open button and it will upload and be saved onto the system Page 147

148 Manage Certificate by Property Using the search function select the property you require. Click on the next button and you will call up all certificates that have been raised on the property. Click the Edit button on the certificate to manage. Certificate Status Change If the status of a certificate has to be changed e.g. Gas Certificate no longer needed, follow the procedure shown below. Search for the property that you require as above and select the certificate that is to be retired. Enter a reason for retiring the certificate and click on the Retire; Go button then click the ok action button. Be aware that when a property is no longer managed that you should retire all certificates on that property otherwise you will continue to receive reminders in the InTray to renew the certificate. Manage All Certificates The process of managing all certificates is the same as managing by property. When opening this option you will be able to check on any certificate that is recorded on the system. By selecting the edit button you will be faced with the same screens as when Manage Certificate by Property was selected and be able to make any amendments and add a maintenance job if required. You can also add retired certificates to the list by ticking the Show Retired box to facilitate restoring a certificate. Page 148

149 Printing Certificate report The all certificates screen can be exported to excel by clicking on the Export button. From the drop down filter boxes select what you want to print. For example if you want to check overdue energy performance certificate set filters as the example shown. Click on the export button You can now filter this list as required. For an ordinary print out, click on the Print button at the top right hand side of the screen. Page 149

150 Energy Performance Certificate Process of Ordering an EPC Certificate When a property is going to be advertised to let go to Maintenance>Maintenance Certificates>Manage Certificates by Property use the standard search criteria to locate the property that needs the certificate to be raised. Click next and select Energy Performance from the drop down list and click the Add button. Click the Add Maintenance Job button and create a job to instruct a surveyor (recorded as a contractor on LetMC). This provides an audit trail to prove to Trading Standards that an EPC has been ordered. Follow the standard procedures for completing the job shown in the maintenance section. Once the surveyor has carried out the EPC they should a copy of the certificate to the Letting Agent, save this to your PC. Go to Manage Certificates by Property search again for the property and open the certificate details using the edit button. With the certificate details open select Responsibility of, check that correct date are set (remembering that this is a ten year certificate. Using the Notes tab record any notes. Page 150

151 Upload an EPC Certificate Open the Documents Tab click on the browse button and search for the saved certificate and upload it into the LetMC system. Select the EPC tab Record the EPC Report reference number and the EER and EI current and potential values into the correct fields and click the Refresh Graphs button. Validation criteria for the EPC certificate s Environmental Impact Rating in Maintenance>Maintenance Certificates>Manage Certificates by Property has been removed. It is necessary that the potential figure for environment impact can be set at a lower value than the current figure. This is because in some circumstance measures to improve a property's energy rating actually has a worse impact on the environment. Finally click ok and Finish to save the data. Marketing Output that includes EPC Values. Property Brochure. The Property Brochure includes the two graphs and a short explanation on the third column on the second page. Window Display. The Window Display includes the graphs below the main picture. Properties to Rent List. In the Properties to Rent List view there is a tick-box called Show EPC figures. If this is ticked then the Properties to Rent List can be created showing the EPC values (not the graphs). Rightmove and other Website Portals. LetMC feeds the EPC graphs to portals that use the Rightmove V3 data feed such as Page 151

152 Setting days before due date for certificates Certificate reminders that are sent to the In Tray for action by a staff member can have the reminder sent to the In Tray at a set time before it is due. This is set up in Control Panel - Object Types Certificate Types. Select the certificate you require to set the reminder for by clicking in the edit button. Details of the reminder and who to chase will then be displayed on the next screen. The Days before Due can be set to suit. Chase Agent: Chase Landlord: Chase Tenant Reminder Sent to InTray Chase Letter sent to Postbag Chase Letter sent to Postbag Reminder and letters will be sent out according to what the Days before Due Date to Chase criteria. For example if the figure is set to thirty then thirty days before the due date reminders and letters will be generated. Letter sent to Postbag Reminder sent to Postbag Page 152

153 Maintenance Preferences Using the standard search criteria enter the criteria to locate your property to add preferences to and tick the box next to it. Type in the preferences that you want to set to this property and click add. The preference will be added to the list, click finish to end. When you add a job the preferences will be displayed for you to note before arranging the job. Page 153

154 Maintenance Deductions The system may be set up to operate in different ways when it comes to maintenance deductions. LetMC support can enable the method you require. The standard setting for deductions is set at Enable Supplier Pending Payments. This tells the system that, if the landlord has insufficient or no funds then the contractors invoice can be entered onto the system but no funds will be transferred to the contractor until the landlord has a positive balance. This balance may be in the way of a float balance or alternatively the system will wait until the landlords main account is in credit. If pending payments are not set then it is possible to pay the contractor even though the landlord is not in credit or request through support that they enable No Deductions if Insufficient Funds. Property Maintenance Deduction (with Pending Enabled) Select the property that the deduction is being made against Select Contractor that has submitted the invoice to be paid. Landlord has no funds at present which means you will not be able to pay the contractor at this time but you will still be able to lodge the deduction. Insert the amount of the contractors invoice and click the next action button Confirm what is to happen in the accounts Page 154

155 Landlords account As the landlord has no funds the pending amount to pay is set against the Supplier Pending Payment Account Contractors account The corresponding amount is shown in the contractors Pending Payments account Most agents will work on a 30 day payment of contractors invoices so this will be satisfied when the landlord has received rent. Landlord has funds available The supplier payments pending account on the landlord is now credited and marked as fully paid The landlords Supplier payments account is debited The contractors payment pending account is debited and marked now as fully paid The contractor s Main account is credited and they can now be paid Page 155

156 Examples of expenses which are allowable for NRL Expenses paid by letting agents and tenants which will normally be allowable expenses are: accountancy expenses for the rental business advertising costs of attracting new tenants cleaning costs of rent collection Council Tax while the property is vacant but available for letting gardening ground rent insurance on buildings and contents interest paid on loans to buy land or property interest paid on loans to build or improve premises legal and professional fees maintenance charges made by freeholders, or superior leaseholders, of leasehold property maintenance contracts (for example gas servicing) provision of services (for example gas, electricity, hot water) rates repairs which are not significant improvements to the property, including o mending broken windows, doors, furniture, cookers, lifts, etc. o painting and decorating o replacing roof slates, flashing and gutters water rates. Some expenses which are not allowable expenses Letting agents and tenants can deduct only those expenses which they pay or which are paid on their direction. This means they cannot deduct expenses which the landlord pays, even if they have details of the expenses expenses which have accrued in a quarter but which have not been paid in the quarter capital allowances, and any personal allowances due to the landlord. Page 156

157 Control Panel My Account The My Account screen will show you details of the LetMC package that you are using Change Password This allows you to change your current password Company Settings View Company Settings Information on System, Lettings, Accounting and Sales accounts. If you require any changes within the Company settings call LetMC Support System Details System details shows clients short, full and marketing name. The Applicant deletion period and password encryption strength are set up on this tab (call LetMC). Client Administrators can control the content of auto and manually generated SMS messages by either including a branch or staff landline number or not including a landline at all (contact LetMC Client Support team if you would like assistance with amending these settings) by selecting one of the following options: These settings affect all the SMS messages which are generated and sent out from the LetMC application, including auto-generated (applicant alerts), arrange access, money owed chase and also custom SMS messages created in the Office>In Tray. When [ Don't include Branch Phone on outgoing text messages ] has been selected. Applicant Property alert shows: Property type to rent from available date on Street Name in Area for X pcm - Company Marketing Name. The SMS to arrange access shows: Notification of Viewing on Date between Time at Property Address.Text back if not convenient. Thanks. - Company Marketing Name If either [Include Branch Phone on outgoing text messages] or [Include staff Land Phone (or Branch Phone if blank) on outgoing text messages] has been selected then the SMS will be changed to:- Notification of Viewing on Date between Time at Property Address. Call Phone Number if not convenient. Thanks. - Company Marketing Name. The Tenant Money Owed Chase SMS has been truncated to allow it to include either the branch landline or the rent chaser landline number (only shows when this option has been selected in the Control Panel>Company Settings>Modify Company Settings). Page 157

158 Lettings On the lettings tab details for Homelet (if used), TDS and NRL are stored. Periodicity of sending landlord management reports can be set. Allow Non Equal Property share Trading statement. Option to automatically close renewed tenancies. For any alterations to the above (call LetMC). Dezrez details if using Dezrez Allow automatic renewals of tenancies Accounting VAT Number Enable reconciling Payment authorisation periods Landlord float accounts, entering an amount in here will make a float due on all your landlords. Company registration details Payment warning threshold, this figure is to set a warning, purely for your information, so that when paying a person over this amount it will be flagged up in red Sales Accounts To set up any new Sales account call LetMC Support Page 158

159 Staff Create a staff Member (Adds new staff to the system, available to Administrators and Managers only) Enter the details of the new staff member. Add Job Details Safety Security Details Enter Personal Details Upload a signature if required Enter Dezrez Username if using Dezrez This information can be used to further personalise letters. Please contact LetMC if you wish to show this information on any letters. View a Staff Member Allows viewing of the selected staff member s details and their logon details. Nothing can be changed in this option. Available to all staff levels Modify a Staff Member Allows changes to staff details. Available to Client Administrators and Client Managers only Search for the staff member to modifying by entering name, tick the box next to their name and click next. You can now amend Job Details Security details Personal Details Upload a Signature Dezrez Username Page 159

160 Staff Job Details Enter branch of staff member and their job title Security Details This shows: log in name Log In Level This sets what the Staff member can and cannot access in the system Log in active If a staff member leaves your employment remember to un-tick the Log-in Active box so that the software cannot be accessed. Shown in Diary Staff member will be seen in the Office Diary Personal Details Only surname is mandatory, you can however enter other details such as personal mobile number and address. These will then be recognised if the staff member calls or s to the system. When a staff member leaves a company it may be necessary to display their Diary for a while to follow up and clear their appointments. When their login is disabled and show in diary is enabled, their appointments will still show in the Diary. Small red text will appear next to their name stating 'Login Inactive'. Upload a Staff Signature To personalise system generated letters it is possible to add a staff member s signature. Any letters generated whilst that staff member is logged on will contain their signature. Scan a signature and save it to your PC, click on the browse button and search for where the signature is saved on your PC then click the upload button. Delete a Staff Member Deletes selected staff member, only if they have not been linked with anything in the system. Search for the staff member to delete and click next the screen will then either allow deletion or not. Available to Client Administrators and Client Managers Only. Reset Staff Password (Administrators only) Enter new Password and confirm. When staff member logs on with this Reset Password, they will be prompted to change it Page 160

161 Branches View a Branch Branch details All the details that are entered here are not available for amendment by agency staff. To have any of the details changed call LetMC support to facilitate. Basic Details Branch Type Options as to who can view the Branch picker can be set per user login level (contact LetMC Client Support for assistance with this). Group together Branches into a County. It is possible to group branches together under a County. This allows a Property to Rent list to be created for a County Counties. The County picker can be added to all views that currently have a branch picker. The user can then select the county and then choose to view results from all branches within that county or just a single branch. Because many of the views that support the county picker contain financial or sensitive data, restrictions can be placed on the user levels that are able to access these views (contact LetMC Client Support for assistance with this). Company Overrides VAT When the Override VAT Number tick box has been ticked but the branch-specific VAT Number has been left blank, then the company VAT number will be overridden and no VAT will be applied. It is important that the tick box is only ticked if there is a branch-specific VAT number or when no VAT should be applied to transactions from that branch. This is useful for companies with franchise branches that are not yet VAT registered. Do not enter " " as a branch override VAT number as this will cause VAT to be applied to charges and the VAT number that will appear on the invoice is (the Override VAT Number box must be ticked and the branchspecific VAT Number must be empty if VAT does not apply to the branch). If a landlord owns several properties that are managed by different branches and a charge is applied using Charge Landlord by Property, the VAT settings applied will be those that have been set for the property s branch (not the landlord s branch). However, if Charge a Landlord is used, it is the landlord s branch s VAT settings that will be used in the invoicing. Opening hours Used in Marketing on Brochures etc. Page 161

162 Internet advertising and up-loaders Internet up loaders available are: Property Finder, Right Move, Rent Right, Prime Location, Fish 4 Homes, Find a Property, Property Jungle, Globrix, EzyLet, Property News, Letting Web and any FTP up loader. To facilitate uploading to any of these portals your portal ID number will be required by LetMC. You must also inform the portal that you are using the LetMC uploader Branch trading account Branch Bank Details Branch default bank account overrides company default bank account. The Branch default bank account can now be set by Client Administrators (contact LetMC Client Support for assistance) in Control Panel>Branches>Modify a Branch. The branch default bank account overrides the bank account that is set as the company default bank account (the company default bank account is set in Accounting>Bank Reconciliation>Manage Bank Accounts ). This allows multi-branch companies to ensure that branch-specific bank account details are used in rent chase s and letters generated through the Accounting>Chase Money>Tenant Money Owed Chase tool (it will also apply to standing orders). Page 162

163 Object Types Available to Administrators and Managers Only Use the various Object Types to amend the drop down lists in the system to suit your needs Tenancy Service Types The option allows you to set up your default Service Types. On first use click on the Add button and fill in the details required. You can set up as many different serve types as you wish. Call LetMC for assistance in setting up the Service Types. Rent Schedules The system can be set so that new tenancies automatically expect the first month's rent to be paid by cash/cheque/card and then produce a standing order mandate for the second month onwards. The default rent payment schedule is set up using a drop down selector menu called Rent Schedule which has been included in Control Panel>Object Types>Tenancy Service Types (this can be amended by Client Administrators or LetMC Client Support). Automatic payment for whole tenancy, one rent schedule paid by standing order Manual payment for whole tenancy, one rent schedule paid by Cash, Cheque or Card Manual first collection and then automatic, two rent schedules, first manual then the next by standing order from 2 nd payment When a tenancy is renewed only one rent schedule is carried forward to the renewed tenancy (even if the first let or re-let tenancy had two rent schedules on it). In most cases this would usually be the monthly rent collected by standing order. Bond/Deposit From the drop down menu set in the correct scheme and how the bond is to be managed Don t Collect Leaves Deposit in Tenants account Collect and Pay directly to Landlord Tenant Pays, money moves to Landlord Collect and Hold Agent Holds or pays to deposit scheme Page 163

164 Utility Letters There are various options for sending out utility letters, they are: Set the correct option for each utility company. If you have set these letters to go automatically you should be aware that information such as Meter Readings must be entered on to the system, and a Post Tenancy address is set in the tenants details to allow for closing letters to be sent to the correct address. Auto Charging on service types If you want auto charges to the Landlord and the tenant then set them using the options here. Select options from the various drop down menus such as; if you carry out renewals on a property and charge the same fees for these, choose the setting of New Tenancies and Renewals. If different fees are charged then set one schedule for charging New Tenancies at a certain rate and then a second schedule on Renewals Only charging at probably a lower rate. Two schedules set Tenancy Agreement Types Default Agreement is the Standard Assured Shorthold Tenancy Other Types can be set, please call LetMC Support for assistance Page 164

165 Tenancy Cancel Types Prior to Signing a Tenancy if it is to be cancelled you will need to state why. If your reasons are other than the default then you can use this option to add others Tenancy Special Requirements Add any special requirements here Facility Types Facility Types are used when adding a property. If the facility you want to show is not available add it here. Inventory Item Types Inventory Types are used when compiling an Inventory. If the item you want is not listed add it here. Page 165

166 Contractor Types Contractor types should already be set for you by default, however if you wanted to use this facility to set up for example, an EPC surveyor, to facilitate payment to them then add it here. Certificate Types Certificate types should be set by default but if you have a certificate that is not listed add it here Appointment Types Once again Standard appointment types will already be listed, any new types you need, add here Recommended Tenant Contact Details With this option you can set what you want to appear when adding tenant s contacts. Page 166

167 Applicant Source Types Add sources that applicants have come to your business from. This will assist in how well your marketing is working. Applicant Status Types This status types are set by default, however if you have your own wording you can add more here Tenant Account Status Types These status types are used in conjunction with rent chasing Tenant Chase Methods In the rent Chase Methods you can add new and amend Text Messages and s Page 167

168 Reports Most Reports are refreshed every day at midnight, so the information available to view is valid up to that time. This will be shown by a note at the top of the screen of the report you are viewing. Other reports show current information when selected. Many of the reports you can download as Excel files Report Name Information Given Sales Reports Branch Sales Net Diary Appointments Applicant Tenants Created Sales Activity Overview Forecast Management Fees Advertised Tenancy Pipeline Let Agreed Tenancy Pipeline Lettings Reports Rent Collected NRL Landlords Gas at property Inspections Becoming Due Inventories not Signed Vacant Properties Deposit Management Landlord Management Fees % Utility Meter Readings Tenancy Reports Tenancies Starting Tenancies Ending Tenancies in the Let Agreed Stage Sales Type, Un-Invoiced Net, Invoiced Net, Total amount Date, Time, Branch, Appointment Type, Cancelled Y/N, Staff Member, How Many Properties, Was feedback entered Y/N, How many users, Who booked it Date, Time, Name, Mobile Number, Min/Max Rent, Min/Max Beds, Active Y/N Select by Month, comparing totals with previous year. Branch, Let Agreed, Tenancies Signed. cancelled advertising, Cancelled Let Agreed, Closing Inspection Appointments, EPC Appointments, Interim Inspection Appointments, Lunch Appointments, Meeting Appointments, Opening Inspection Appointments, Other Appointments, Sales Viewing Appointments, Valuation Appointments, Viewing Appointments Rent Due date, Branch, Tenants, Property Address, Landlord, Rent Amount, Rent Frequency, Management Fee %, Expected Management Fee Monthly Income Branch, Property Address, Property Type, Unfurnished/Furnished, Minimum Beds, Room in Property Y/N, Advertised From/Available From, Service Type, Let Status, Advertised Rent, Rent Frequency, Minimum Rent, Future Viewings, Instruction Ref Number, Landlord Details, Expected Landlord and Tenant Charges as set on Instruction Branch, Let Agreed Date, Start and End Dates, Property Address, How Many Beds, Tenant Names, Let Status, Landlord Name, Expected Landlord and Tenant Charges as set on Instruction Select by Month, Shows Rent Due, Rent collected, Rent Outstanding, List of Tenancies signed for the Month. Branch, Landlord Name and Address, NRL Exemption number, Shows all Properties that when entered on LetMC were marked as having Gas and no certificate has been raised. Property Address, Does it have a retired Certificate, Retired Reason Property Address, Date of Inspection Due Tenancy Start Date, Date Signed, Number of Inventory Items, Date Carried Out, Date Signed Branch, Property Address, Landlord Name, Last Tenancy Ended Date, Service Type, Advertised From Date, Available From Date, Open Jobs Tenancy Start and End Dates, Branch, Landlord Name and Address, Property Address, Management Fee %, Management Fee Property Specific Y/N, Service Type Start/Fixed and End Dates, Branch, Property Address, Tenants Name, Utility Type, Utility Company, Opening and Closing Meter Readings Branch, Tenancy Start and End Dates, Property Address, Tenancy Stage, Tenants Names Branch, Tenancy Start and End Dates, Property Address, Tenancy Stage, Tenants Names Tenancy Start and End Date, Branch, Property Address, Tenants Names, Number of Beds, Rent Amount, Page 168

169 Report Name All Active Tenancies Tenancies with No End Date Tenancies Ended Advertised Properties Tenancies with Special Conditions TDS Upload File Accounts Reports Invoiced Sales Un-Invoiced Sales Tenant Bond Deposits Held Tenant Bond Deposits Held by DPS Tenant Bond Deposits Outstanding Guaranteed Rent Balances Landlord Float Balances Bank Control Account Transactions Bank Control Account Movement Retired PDQ Transactions People Invoiced Not Paid Reconciliation Reports Reconcile System to bank Debtors and Creditors Audit Reports Security Audit Report Tenancy Audit Report Tenancy Sales Report Website Report Counters Report Marketing Property Counters Report Information Given Branch, Start, Fixed, End Date, Tenancy Stage, Service Type, Let Type, Property Address, Area, Landlord Name, Tenancy Reference Number, Section 21 Due Date, Tenants Names, Rental Amount Branch, Start and Fixed Date, Property Address, Tenants Names Branch, Tenancy End Date, Property Address, Closing Inspection Completed Date, Staff Member, Deposit Issues Resolved, Renewed By Inst Number Branch Advertised Date Available From date, Property Address and Inst Number Tenancies, Let Type Branch, Start Date, Property Address, Condition, Landlords Name and Address Full Explanation in Property Management Manual, Reports Section Branch, Date Invoiced, Person Invoiced, Property Address, Service Type, Sales Type, Invoice Number, Staff Member, Net and VAT invoiced amounts Branch, Date Invoiced, Person Invoiced, Property Address, Service Type, Sales Type, Staff Member, Net and VAT invoiced amounts Tenant Name, Branch, Property Address, Signed Date, Start Date, Fixed Date and End Date, Service Type, Deposit Scheme Used, Last Credit on Main Account, Last Credit on Bond Account, Outstanding Bond, Bond Held Tenant Name, Branch, Signed Date, Start Date, Fixed Date and End Date, Service Type, Property Address, DPS ID, Deposit Amount Tenant Name, Branch, Property Address, Signed Date, Start Date, Fixed Date and End Date, Service Type, Deposit Scheme, Deposit Due, Outstanding Bond, Bond Held, Main Account Balance Branch, Tenant Name, Property Address, Landlord Name, Guaranteed Rent Fee (%), Balance Owing, Days in Debt Lists Payment and Deposits Date, Staff Member, Description, Reference, Transaction Number, Stage(Made, Unmade etc) Type of Payment or Deposit, Amount. Card Payments that were not subject to reconciliation Shows Landlords, Contractors and Tenants Debtors and Creditors Details changes made on the system People entered, New staff members entered, Password changes, Access levels changed, Failed multi login attempts Changes made to: Closed Tenancy, Deleted Instruction, Rent Due Date Change, Set End Date, Tenancies Changes Advertised, Tenancies Changes Ended, Tenancies Changes Instructed, Tenancies Changes New, Tenancies Changes Signed The Tenancy Sales report displays details for: Advertised instructions, Cancelled Advertising, Cancelled New Tenancies, Created Instructions, Created New Tenancies, Signed Tenancy, Tenant Charge, Tenant Refund Users of LetMC hosted website only Marketing events that have included properties. E.g. Auto Notifications Page 169

170 Sales Reports Branch Sales Net This report shows a Branch Manager their Branch s sales income on a monthly basis. It shows both Invoiced and Un-invoiced Income in order to provide a quick overview of the current month s sales income progression. Only the total for each sales type is shown and the totals do not include VAT. The report is updated each night. The report is viewed on a Sales per Month basis and can also be broken down into tenancy type The Branch sales net report can be downloaded to Excel Diary Appointments The Diary Appointments report will list all appointments carried out, these can be filtered by Month and appointment type. The information can be downloaded by summary or a full appointment breakdown. On the summary report the information provided are the amount of appointments booked for all appointment types shown in the appointment type drop down menu. The breakdown report will show Date of appointment Time of appointment Type of appointment Cancelled, Yes or No. Person going on the appointment. Number of properties to be visited. Has feedback entered, Yes or No. Number of people taken. Who booked the appointment. Page 170

171 Applicant Tenants Created List of applicants created on the system filtered by month. Export to Excel is available. This report allows you to keep a check on all applicants that are active on the system. The report can be exported to excel. Sales Activity Overview This report is generated at midnight the information that is available is selected by month. The report compares activity totals with the corresponding month of the previous year. This includes all appointments entered on to the system. Typical Activities compared are dependent on system settings: Let Agreed Tenancies Signed Cancelled advertising Cancelled Let Agreed Closing Inspection Appointments Interim Inspection Appointments Meeting Appointments Opening Inspection Appointments Sales Viewing Appointments Valuation Appointments Viewing Appointments These appointment types are set in the system using Object Types/Appointment types. Forecast Management Fees In the forecast management fees report you will be able to obtain a forecast for the coming months ahead of your managed fees income. The figures available are based on tenancies that are currently signed on the system. Remember that this is purely a forecast and not money that is necessarily going to become due to you. The report initially gives a summary of fees that could be due. You can also download the report in Excel format. By downloading the Management Fees Forecast to excel, you will get a breakdown of fees that are applicable by property. Information that will be available is: Date Rent is Due Tenant Name Property Address Tenancy Service Type Landlord Name Amount of Rent Due Rent Frequency Management Fee % Management Fee Income Page 171

172 This is handy for finding date when rent is due on a property and how much for the month selected. Page 172

173 Advertised Tenancy Pipeline This report shows the number of advertised properties as of the previous day and the amount of landlord and tenant auto charges expected to be generated on signing the tenancies (if auto charging used). Property Address Area Property Type Unfurnished/Furnished Minimum Beds Advertised as Room in Property Y/N Advertised From/Available From Service Type Let Status Advertised Rent Rent Frequency Minimum Rent Future Viewings Instruction Ref Number Landlord Details Expected Landlord and Tenant Charges auto charges The report can be opened in Excel by using the Export button and can also be downloaded with the information as listed above by using the Download Report button. Let Agreed Tenancy Pipeline This report shows the number of tenancies in the Let Agreed stage as of the previous day and the amount of landlord and tenant set-up fee (based on maximum number of beds available in a property, not actual number of tenants) expected to be generated on signing the tenancies (if auto charging used). Download the report by Clicking the Go button. Page 173

174 Lettings Reports Rent Collected Selected by month the initial information you will see is a summary of: Rent Due Rent Collected Rent Outstanding Other information available here is the count of signed tenancies for the selected month. By clicking on the Export rent Collected Report button the information will be downloaded in Excel format and the information available is: Payment Date Service Type Landlord Property Amount Collected NRL Landlords If the Download button is clicked the information available includes: Landlord Name Landlord Home Address Exemption Number if registered Page 174

175 Gas at Property This report will show all properties that have been added to the system with the Gas at Property tick box in property details ticked and there has not been a Safety certificate raised against them. It will also show properties that once had a certificate but the certificate has been retired e.g. there is no longer a gas supply to the property. Inspections Becoming Due Although Inspections due will appear in the InTray 4 days before they are due, this report is used to check what properties have an upcoming inspection before a selected date further into the future. This can allow you more preparation time to get ready for the inspection. The report is available as an Excel download. Inventories Not Signed This report will list all Tenants who have yet to sign as agreeing the Inventory on their property. Even if you are not using the Inventory section it is worth adding a signed date so you can keep track of inventory signing. Page 175

176 Vacant Properties To download the report, click on the Go button. This report will show a list of properties currently not let and details such as; address, landlord etc. Report can be exported to Excel. This report is also useful to check for properties that you may need to re-advertise. Deposit management report Deposit management lists all ended tenancies, which may or may not be subject to claims from the tenants deposit at the close of tenancy. Information available: Property first line address End Date Closing Inspection Date Closing Inspection Signed Date Maintenance Outstanding Claims Outstanding All Issues Resolved Date Keys in Report can be exported to Excel. The edit button will open the deposit management screen so that any outstanding issues can be dealt with Landlord Management Fees % The landlord Management Fees % will show firstly a summary average of fees charged it will also show the highest and lowest fees charged. This can be filtered by month. The report when opened also shows individual percentages per property. All entries are shown in date order, oldest first. Report can be exported to Excel. Page 176

177 Tenancy Reports Tenancies Starting On this report by using the filter options you can set the service type and date range you want to display, the report will display a list of tenancies and their start date. It will also show the property tenancy stage and tenant. Checking this report will assist you in preparing for new starts. Report can be exported to Excel. Tenancies ending Similar to the tenancy starting report this will list end date, address tenancy stage and tenant filtered by service type and Date range but this time the date shown will be the end date. Checking this report will assist you in preparing for closing tenancies. Report can be exported to Excel. Tenancies in Let Agreed Stage Information can be filtered by service type to show; Start date End date if set Address Tenants Number of beds Rent amount. Report can be exported to Excel. Page 177

178 All Active Tenancies The all Active Tenancies report can be filtered by service type and month. The report will show a summary of how many of each service type are active or were active for the selected month. To download full details you will need to export the file to Excel and the information that will be available is; Start fixed and end date, property address, landlord, tenant, whether a section 21 is due and the tenancy reference. Tenancies No End Date This report can be filtered by service type and a selected date range of fixed date tenancies. Information available is: Start date Fixed date Property address Tenant name Report can be exported to Excel. Note: Tenancies with no end date set will not have a section 21 produced automatically Tenancies Ended Filtering option in this report is by service type. Information displayed; Tenancy end date Property Address Date of Closing Inspection Staff member involved Resolved Deposit Issues The Edit button will show the Tenancy Quick View Page 178

179 Advertised Properties The advertised tenancy report displays: Advertised From Date Available From Date Property Address New or Re-Let Excel. Report can be exported to Tenancies with Special Conditions Note: If no conditions set on a property then they will not appear here. Tenancies with special conditions are filtered by service type. There are two methods of viewing the information; Click the download button for an excel spreadsheet view or click on the print icon to produce a pdf file. Information shown; Start Date Property address Conditions set to the tenancy. Page 179

180 TDS Uploads Note: On making your first upload to TDS call LetMC Make sure that your Tenancies that are already registered with TDS, have their TDS ID numbers entered onto the LetMC system. This ID number should be entered in the Landlord Details, Instruction Details and Tenant Details respectively. If this is not done then the TDS will duplicate these entries and issue another ID. Create TDS file On the LetMC system go to Reports Tenancy Reports TDS Upload File This file will be downloaded in XML Format and contain all the details of your TDS landlords. You should now save this file on your PC Logon to TDS Website Open a web browser on you PC and go to If you are already registered with TDS enter your details and click Login. If you are not a registered user of the TDS then click on Register as a Member and follow the on screen instructions. Uploading File to TDS When you are in the first screen you will need to select Import Functions on the top bar of the TDS site. Page 180

181 Import Data With the import screen open on the TDS website you will now need to upload your saved file Make the following selections Click on Browse and search your PC for the TDS file that you saved Select XML, which is the format that the file was saved in Select Validate and Import Tick the box that will generate a Zip file Finally Click on Import Note: if TDS throws up an error then it will need to be fixed on LetMC and you cannot continue until the following day. This is a rare occurrence. Page 181

182 Download Certificates When you have imported your data there will be an entry in the Import Logs. Import logs The list below shows the tenancy imports you have performed Date 26/01/ :30:48 Landlords (New/Total ) Tenancies (New/Total ) Tenants (New/Total ) Zip File Requeste d Zip File Read y Import metho d Yes Yes Manual Under the heading Zip file ready if it indicates Yes then click on the word and you can download the zip file. The zip file when downloaded contains pdf files for all the TDS certificates. These in turn have to be sent to Tenants along with a TDS booklet which is available for download. When opening the TDS website click on Documents and Forms on the Right hand menu then on the main menu open the Document labelled TDS E. Example of certificate All details will be filled in on download from TDS. Page 182

183 Any changes that you make on the system (e.g. change of end date) will be recognised by the TDS website and in turn provide you with a new certificate, this at your discretion can be passed on to the tenant. Any unchanged will not be reproduced. For any further help you should contact the TDS: The Dispute Service Ltd PO Box 1255 Hemel Hempstead Herts HP1 9GN Telephone: Fax: deposits@tds.gb.com Audit Reports These audit reports can be used to calculate staff performance if using a commission scheme. Security Audit Reports Using the filters you can obtain details of: People entered on the system New staff members entered on the system Any password changes that have been made Any access levels changed Any failed multi login attempts All the occurrences of the above are time and date stamped. All results can be exported to an Excel file. Page 183

184 Tenancy Audit Reports Using the filters you can obtain details of any changes made in the following stages of a tenancy: Closed Tenancy Deleted Instruction Rent Due Date Change Set End Date Tenancies Changes Advertised Tenancies Changes Ended Tenancies Changes - Instructed Tenancies Changes - New Tenancies Changes Signed The figures that are displayed in the reports can further be filtered by: First and second ordering; Staff Member, Date, Type of Sale Date Range All changes are time and date stamped and which member of staff made the change. Results can be exported to an Excel file. Tenancy Sales Report The Tenancy Sales report displays sales figures for: Advertised instructions Cancelled Advertising Cancelled New Tenancies Created Instructions Created New Tenancies Signed Tenancy Auto Charges Signed Tenancy Management Fees Signed Tenancy Rent Amounts Tenant Charge Tenant Refund The figures that are displayed in the reports can further be filtered by: First and second ordering; Staff Member, Date, Type of Sale Date Range All results can be exported to an Excel file. Page 184

185 Website Reports (Users of LetMC hosted websites only) The Website report displays sales figures for: Online Appointment Booking Applicants Registered The figures that are displayed in the report can further be filtered by: First and second ordering; Staff Member, Date, Type of Sale Date Range All results can be exported to an Excel file. Maintenance Report (Users of LetMC hosted websites only) This report will list all online maintenance requests that have been made through the website. When these requests are received into the let MC system there is an option to accept or decline the job. This report shows all jobs declined and the reason for this action. The figures that are displayed in the report can further be filtered by: First and second ordering; Staff Member, Date, Type of Sale Date Range All results can be exported to an Excel file. Page 185

186 Recommended Daily Checks Recommended Daily checks on the system These are only a guide Daily Checks Add Any Applicants They will always automatically receive property updates Check Diary The diary also works with the website for online bookings, arranging access for viewings, and collect viewing feedback Check InTray The intray notifies you of property management issues, like overdue gas safety certificates, tenancies about to start, inspections, texts and s Upload Bank Statement The bank statement tells the software what rents have been paid; doing this daily keeps you on top of the accounts. Authorise all Letters in the Post Bag The postbag collects all the letters and s that have been created throughout the day.

187 Recommended Weekly Checks Recommended Weekly checks on the system These are only a guide Weekly Checks Check Tenancies Ending and create new instructions By checking this you can start re-advertising properties before they become vacant Check Overdue Certificates Makes sure all your certificates are up to date Carry Out Rent Chasing Check what money is owed by tenants and quickly send rent chase texts and letters Apply all Maintenance Invoices Doing this once a week can keep better control of deductions Doing the above once a week can save time when paying people and reduce the chance of accidentally double paying Page 187

188 Action Buttons, 15 Active Landlords List, 55 Active Tenants List, 55 Ad Hoc Letter, 40 Add a Certificate, 140 Add a Job, 136 Add a Property, 60 Add Appointment Allocations, 36 Add Facilities, 62 Add or Remove Tenants to Agreement, 68 Add Utilities to a Property, 61 Add Utilities to Instruction, 64 Adding an Appointment, 28 Adding Conditions to Instruction, 64 Adding Rooms to a Property, 60 Adding Tenants to agreement, 68 Advertising Let Agreed Properties., 46 Advertising Signed Tenancies, 46 All People List, 55 Allocations, 36 Applicant Notes, 25 Applicant Source Types, 161 Applicant Status Types, 161 Applicants, 50 Applicants Matching Keywords, 53 Applicants Matching Property, 53 Appointment Types, 160 Areas, 56 Assigning Work Items, 18 Authorise Letters, 41 Auto Charging on service types, 158 Automatic Payment for Whole Tenancy (Default), 73 Bond/Deposit, 157 Book a Viewing with existing tenants, 35 Book Viewing, 31 Branch details, 155 Branches, 155 Brochure, 47 Carry out an Interim Inspection, 114 Certificate Responsibility, 141 Certificate Status Change, 142 Certificate Types, 160 Certificates, 140 Changing a fixed tenancy to periodic, 75 Changing a Key Bunch Number, 57 Checking Out / In Tenant Keys., 58 Checking Out Sets of Keys., 57 Clear Allocations, 37 Client Administrator Login, 192 Client Colleague Login, 183 Client Finance Login, 189 Client Manager Login, 186 Client Staff Login, 184 Client Suggestions, 9 Closing Inspection, 118 Closing the tenancy, 122 Compact View, 11 Company Settings, 151 Completed In Tray Tasks, 17 Confidential Notes, 61 Contractor Types, 160 Contractors, 134 Control Panel, 151 Create a Contractor, 134 Create a Landlord, 97 Create a Landlord Instruction, 63 Create a staff Member, 153 Create a Tenancy from an Instruction, 67 Create Applicant from Tenant, 52 Creating a Custom Letter Template, 38 Creating a Custom letter using a template, 40 Creating a New Applicant, 31, 50 Creating the Custom Letter text, 39 Default Rent Payment Schedules, 73 Delete a Contractor, 136 Delete a Landlord, 108 Delete a Property, 62 Delete a Staff Member, 154 Delete an Instruction, 66, 88 Deleting reminders, 21 Deposit Registration, 63 Designating a Head Tenant, 89 Diary, 27 Editing Reminders, 22 , 19 Rental List, 49 Tenancy Agreement, 71 to Tenancy, 19 End Date, 67 Ending a Periodic Tenancy, 75 Ending a Tenancy, 122 Ending a Tenancy early, 76 Energy Performance Certificate, 144 Facility Types, 159 First Recording of a Key Number/Reference., 57 Forward Text Message, 24 Guaranteed Rent, 101 Head Tenant, 89 Help and Print Buttons, 15 Information Shown on the Rent Book, 96 Instructions and Tenancies, 63 Interim Inspections, 114 Internet advertising and up-loaders, 156 Intray, 16 Inventories and Inspections, 111 Inventory Item Types, 159 Issuing a Section 21 at the start of a Tenancy, 77 Job Sheets, 137 Jobs by Contractor, 139 Jobs by Property, 139 Keys, 56 Keywords, 53 Landlord Bank Details, 99 Landlord Management Fees, 65 Landlord Notes, 25 Landlord properties, 100 Landlord Quick View, 14 Landlord Statement, 109 Landlords, 55, 97 Let Agreed Properties, 46 Letter Writer, 38 Letters to Post, 42 Lettings, 56 Lettings Tools, 53 Linking a landlord to a property, 104 Login to LetMC.com, 10 Mail Merge Data, 55 Maintenance, 134 Maintenance Jobs, 136 Maintenance Preferences, 147 Manage All Certificates, 142 Manage All Jobs, 138 Manage All Keys., 59 Manage Appointment Allocations, 36 Manage Areas, 56 Manage Certificate by Property, 142 Manage Certificates by Property, 140 Manage Keys, 56 Manage Keys by Property, 56 Manage People Notes, 23 Manage Reminders, 21 Manage Text, 24 Management Report, 109 Managing Tenancy Notices, 74 Manual first collection and then automatic, 73 Manual Payment for Whole Tenancy, 73 Marketing, 45 Marketing Statistics, 54 Meter Readings, 120 Modify a Property, 62 Modify a Staff Member, 153 Modify Applicant Card, 52 Modify Contractors Details, 135 Modify Instruction/Tenancy, 66 Modify Landlord Details, 103 Modify Tenants Details, 93 Multiple Landlord Property Ownership, 103 Multiple Occupancy Tenancies With Head Tenant, 91 Multiple Occupancy Tenancies Without Head Tenant, 90 Navigation of the Software, 11 New Applicant, 50 Non NRL Landlord, 98 Notify Applicants, 53 NRL Applies, 98 NRL Exemption Number, 98 Object Types, 157 Office, 16 Opening hours, 155 Opening InTray Tasks, 17 Opening Inventory, 111 Other help guides, 9 Payment schedule, 90 Payment Schedule, 70 People Notes, 23 Persons Appointments, 35 Post Bag, 38 Print Day Diary, 27 Print or Post Tenancy Agreement, 71 Printing, 45 Printing Job Sheets, 137 Properties to rent list, 45 Property Appointments, 35 Property Brochure, 47 Property Window display, 48 Public/Private status on landlord contact telephone, 97 Quick Bar, 11 Recommended Daily Checks, 179 Recommended Tenant Contact Details, 160 Recommended Weekly Checks, 180 Reminders, 21 Renew Existing Tenancy, 85 Rent Book (N.I.Only), 95 Rent Schedules, 157 Page 188

189 Reply to Text, 24 Rescinding an issued Section 21, 77 Resending Letters, 44 Reset Staff Password, 154 Rules for Designating a Head Tenant, 89 Sales Accounts, 152 Sample Closing Inspection Letters, 119 Sample Interim Inspection letters, 117 Sample Letters to Utilities, 121 Sample Opening Inventory Letters, 113 Section Tabs, 11 Self Assessment Tax Report, 110 Send Management Report, 109 Send Self Assessment Tax Report, 110 Set Next Action Date, 139 Set Tenancy Start, Fixed and End Dates, 67 Set Up a reminder, 21 Set Up Property Owners., 104 Setting Interim Inspections, 65 Setting Management Fees, 100 Sign Tenancy, 72 SMS Text, 20 SMS to Tenancy., 20 SOAP Interface, 9 Software internet address:, 10 Software updates, 9 Staff, 153 Staff Job Details, 154 Staff Password, 154 Staff Signature, 154 Support and Help, 8 Supporting Documents to Send with the Tenancy Agreement., 71 Telephone numbers Shown on Rent Book, 96 Tenancies ending Report, 46 Tenancy Agreement Types, 158 Tenancy Cancel Types, 159 tenancy cannot be closed, 88 Tenancy Marketing Statistics, 54 Tenancy Quick View, 13 Tenancy Service Types, 157 Tenancy Special Requirements, 65, 159 Tenancy Specific Auto Charges, 66 Tenant Account Status Types, 161 Tenant Chase Methods, 161 Tenant Details, 92 Tenant Quick View, 13 Tenant statement, 94 Tenants, 92 Tenants List, 55 Tenants Notes, 25 Training Manuals to download from the website, 8 Upload a Staff Signature, 154 Upload an EPC Certificate, 145 Uploading Photos, 61 View a Landlord Statement, 109 View a Property, 62 View a Staff Member, 153 View All Notes (Notes, Letters Texts and s), 23 View Allocations, 36 View Contractors Details, 135 View Diary, 27 View Landlord Details, 103 View Past Letters, 43 View Persons Appointments, 35 View Property Appointments, 35 View Tenancy Notes, 25 View Tenant Details, 92 View Tenant statement, 94 Website Help, 8 Window display, 48 Work Items, 16 Page 189

190 Log In Levels Office Menu Marketing Office Printing Landlords Client Colleague Login Manage Peoples Notes View Tenancy Notes Properties To Rent List Property Brochure Property Window Display Rental List View Landlord Details Lettings Properties Tenants Landlords Properties View Tenant Details View Tenant Statement Rent Book View Landlord Details Maintenance Contractors View Contractor Details Control Panel Control Panel Change Password Importing Tools Staff View a Staff Member Branches View a Branch Page 190

191 Office Menu Marketing Lettings Maintenance Office Diary Postbag Printing Applicants Lettings tools Landlords Property Instructions and Tenancies Tenants Landlords Inventories and Inspections Maintenance Contractors Maintenance Jobs Maintenance Certificates Client Staff Login In Tray Manage Reminders View All Notes Manage People Notes View Tenancy Notes View Diary Add Appointment Book Viewing Appointment View Property Appointments View Person Appointments Manage Appointment Allocations Authorise Letters Letters to Post View Past Letters Properties To Rent List Property Brochure Property Window Display Rental List Book Viewing Appointment Create New Applicant Card Create Applicant From Tenant Modify Applicant Card Applicants Matching Property Applicants Matching Keywords Notify Applicants Create a Landlord View Landlord Details Modify Landlord Details Properties Create a Landlord Instruction Modify Instruction / Tenancy Renew Existing Tenancy Delete an Instruction View Tenancy Notes Modify Tenants Details View Tenant Details View Tenant Statement Rent Book Create a Landlord View Landlord Details Modify Landlord Details Setup Property Owners Delete a Landlord View Landlord Statement Send Management Report Send Self Assessment Tax Report Deposit Management Opening Inventory Interim Inspections Closing Inspection Meter Readings Maintenance Preferences Create a Contractor View Contractor Details Modify Contractor Details Delete a Contractor Add Job Manage All Jobs Manage Jobs by Property Manage Jobs by Contractor Manage Certificates by Property Manage All Certificates Page 191

192 Accounting Reports Control Panel Payments and Deposits Client Staff Login Apply Charges or Refunds Manage Invoices Chase Money Sales Reports Lettings Reports Tenancy Reports Control Panel Staff Branches Take a Payment Charge a Tenant Charge a Contractor Charge Landlord by Property Charge a Landlord Refund a Tenant Refund a Contractor Refund Landlord by Property Refund a Landlord View a Persons Invoices Tenant Money Owed Chase Applicant Tenants Created Rent Collected Gas at Property Inspections Becoming Due Inventories not signed Vacant Properties Deposit Management Report Tenancies Starting Tenancies Ending Tenancies in 'Let Agreed' Stage Tenancies No End Date Tenancies Ended Advertised Properties Tenancies with Special Conditions My Account Change Password Importing Tools Text Messaging View a Staff Member View a Branch Page 192

193 Office Menu Marketing Lettings Office Diary Postbag Printing Applicants Lettings tools Mail Merge Landlords Property Properties Instructions and Tenancies Tenants Landlords Inventories and Inspections Client Manager Login In Tray Manage Reminders View All Notes Manage People Notes View Tenancy Notes View Diary Add Appointment Book Viewing Appointment View Property Appointments View Person Appointments Manage Appointment Allocations Authorise Letters Letters to Post View Past Letters Properties To Rent List Property Brochure Property Window Display Rental List Book Viewing Appointment Create New Applicant Card Create Applicant From Tenant Modify Applicant Card Applicants Matching Property Applicants Matching Keywords Notify Applicants Tenancy Marketing Statistics Active Tenants List Active Landlords List Tenants List Create a Landlord View Landlord Details Modify Landlord Details Manage Areas Manage Keys by Property Manage All Keys Properties Add a Property Modify a Property View a Property Delete a Property Create a Landlord Instruction Modify Instruction / Tenancy Renew Existing Tenancy Delete an Instruction View Tenancy Notes Modify Tenants Details View Tenant Details View Tenant Statement Create a Landlord View Landlord Details Modify Landlord Details Setup Property Owners Delete a Landlord View Landlord Statement Send Management Report Send Self Assessment Tax Report Deposit Management Opening Inventory Interim Inspections Closing Inspection Meter Readings Page 193

194 Maintenance Contractors Maintenance Jobs Maintenance Certificates Payments and Deposits Bank Reconciliation Client Manager Login Create a Contractor View Contractor Details Modify Contractor Details Delete a Contractor Add Job Manage All Jobs Manage Jobs by Property Manage Jobs by Contractor Maintenance Preferences Make a Property Maintenance Deduction Make a Property Maintenance Deduction Manage Certificates by Property Manage All Certificates Take a Payment Make a Bank Deposit Banking Debit & Credit Cards Make a Cheque Payment Make an Online Payment Make a BACS Payment Make a Card Refund View and Search History Upload a Bank Statement Reconcile Bank Statements Manage Payment Groups Manage Bank Accounts Manage Custom Accounts Accounting Electronic Payment References Apply Transfer Apply Charge or Refund View Account Activity Manage Invoices Chase Money Tax Reports Manage References by User Manage all References Make a Property Maintenance Deduction Make a Landlord Maintenance Deduction Charge a Tenant Charge a Contractor Charge Landlord by Property Charge a Landlord Refund a Tenant Refund a Contractor Refund Landlord by Property Refund a Landlord View a Person's Accounts View a Branch's Accounts View Your Company's Accounts View a Persons Invoices Tenant Money Owed Chase NRL Annual Return Section 19(1)(c) Tax Report Send Self Assessment Tax Report Page 194

195 Reports Control Panel Sales Reports Lettings Reports Tenancy Reports Accounts Reports Audit Reports Counters Reports Control Panel Staff Branches Object Types Client Manager Login Invoiced Sales Un-Invoiced Sales Branch Sales Net Diary Appointments Applicant Tenants Created Forecast Management Fees Advertised Tenancy Pipeline Let Agreed Tenancy Pipeline Rent Collected NRL Landlords Gas at Property Inspections Becoming Due Inventories not signed Vacant Properties Deposit Management Report Landlord Management Fees % Utility Meter Readings Tenancies Starting Tenancies Ending Tenancies in 'Let Agreed' Stage All Active Tenancies Tenancies No End Date Tenancies Ended Advertised Properties Tenancies with Special Conditions TDS Upload File Guaranteed Rent Balances Security Audit Report Websites Report Marketing Property Counters Report My Account Change Password Importing Tools Text Messaging Create a Staff Member View a Staff Member Modify a Staff Member Delete a Staff Member View a Branch Tenancy Service Types Tenancy Cancel Types Tenancy Special Requirements Facility Types Inventory Item Types Contractor Types Certificate Types Appointment Types Recommended Tenant Contact Details Applicant Source Types Applicant Status Types Tenant Account Status Types Tenant Chase Methods Maintenance Job Status Types Page 195

196 Office Menu Marketing Lettings Office Diary Postbag Printing Applicants Lettings tools Mail Merge Landlords Property Properties Instructions and Tenancies Tenants Landlords Inventories and Inspections Client Finance Login In Tray Manage Reminders View All Notes Manage People Notes View Tenancy Notes View Diary Add Appointment Book Viewing Appointment View Property Appointments View Person Appointments Manage Appointment Allocations Authorise Letters Letters to Post View Past Letters Properties To Rent List Property Brochure Property Window Display Rental List Book Viewing Appointment Create New Applicant Card Create Applicant From Tenant Modify Applicant Card Applicants Matching Property Applicants Matching Keywords Notify Applicants Tenancy Marketing Statistics Active Tenants List Active Landlords List Tenants List All People List Create a Landlord View Landlord Details Modify Landlord Details Manage Areas Manage Keys by Property Manage All Keys Add a Property Modify a Property View a Property Delete a Property Create a Landlord Instruction Modify Instruction / Tenancy Renew Existing Tenancy Delete an Instruction View Tenancy Notes View Tenant Details Modify Tenants Details View Tenant Statement Create a Landlord View Landlord Details Modify Landlord Details Setup Property Owners Delete a Landlord View Landlord Statement Send Management Report Send Self Assessment Tax Report Deposit Management Opening Inventory Interim Inspections Closing Inspection Meter Readings Page 196

197 Maintenance Contractors Maintenance Jobs Maintenance Certificates Payments and Deposits Client Finance Login Create a Contractor View Contractor Details Modify Contractor Details Delete a Contractor Add Job Manage All Jobs Manage Jobs by Property Manage Jobs by Contractor Maintenance Preferences Make a Property Maintenance Deduction Make a Property Maintenance Deduction Manage Certificates by Property Manage All Certificates Take a Payment Make a Bank Deposit Banking Debit & Credit Cards Make a Cheque Payment Make an Online Payment Make a BACS Payment Make a Card Refund View and Search History Accounting Bank Reconciliation Electronic Payment References Apply Transfers Apply Charges or Refunds View Account Activity Manage Invoices Chase Money Tax Reports Upload a Bank Statement Reconcile Bank Statements Manage Payment Groups Manage Bank Accounts Manage Custom Accounts Manage References by User Manage all References Make a Property Maintenance Deduction Make a Landlord Maintenance Deduction Charge a Tenant Charge a Contractor Charge Landlord by Property Charge a Landlord Refund a Tenant Refund a Contractor Refund Landlord by Property Refund a Landlord View a Person's Accounts View a Branch's Accounts View Your Company's Accounts View a Persons Invoices Tenant Money Owed Chase NRL Quarterly Return NRL Annual Return Section 19(1)(c) Tax Report Send Self Assessment Tax Report Page 197

198 Reports Control Panel Sales Reports Lettings Reports Tenancy Reports Accounts Reports Audit Reports Counters Reports Control Panel Staff Branches Object Types Client Finance Login Invoiced Sales Un-Invoiced Sales Branch Sales Net Diary Appointments Applicant Tenants Created Forecast Management Fees Advertised Tenancy Pipeline Let Agreed Tenancy Pipeline Rent Collected NRL Landlords Gas at Property Inspections Becoming Due Inventories not signed Vacant Properties Deposit Management Report Landlord Management Fees % Utility Meter Readings Tenancies Starting Tenancies Ending Tenancies in 'Let Agreed' Stage All Active Tenancies Tenancies No End Date Tenancies Ended Advertised Properties Tenancies with Special Conditions TDS Upload File Tenant Bond Deposits Held Tenant Bond Deposits Held by DPS Tenant Bond Deposits Outstanding Debtors and Creditors Guaranteed Rent Balances Bank Transactions System Balance Reconciliation Retired - PDQ Transactions Security Audit Report Websites Report Marketing Property Counters Report My Account Change Password Importing Tools Text Messaging Create a Staff Member View a Staff Member Modify a Staff Member Delete a Staff Member View a Branch Tenancy Service Types Tenancy Cancel Types Tenancy Special Requirements Facility Types Inventory Item Types Contractor Types Certificate Types Appointment Types Recommended Tenant Contact Details Applicant Source Types Applicant Status Types Tenant Account Status Types Tenant Chase Methods Maintenance Job Status Types Page 198

199 Office Menu Marketing Lettings Office Diary Postbag Printing Applicants Lettings tools Mail Merge Landlords Property Properties Client Administrator Login Instructions and Tenancies Tenants Landlords Inventories and Inspections In Tray Manage Reminders View All Notes Manage People Notes View Tenancy Notes View Diary Add Appointment Book Viewing Appointment View Property Appointments View Person Appointments Manage Appointment Allocations Authorise Letters Letters to Post View Past Letters Properties To Rent List Property Brochure Property Window Display Rental List Book Viewing Appointment Create New Applicant Card Create Applicant From Tenant Modify Applicant Card Applicants Matching Property Applicants Matching Keywords Notify Applicants Tenancy Marketing Statistics Active Tenants List Active Landlords List Tenants List All People List Create a Landlord View Landlord Details Modify Landlord Details Manage Areas Manage Keys by Property Manage All Keys Add a Property Modify a Property View a Property Delete a Property Create a Landlord Instruction Modify Instruction / Tenancy Renew Existing Tenancy Delete an Instruction View Tenancy Notes View Tenant Details Modify Tenants Details View Tenant Statement Create a Landlord View Landlord Details Modify Landlord Details Setup Property Owners Delete a Landlord View Landlord Statement Send Management Report Send Self Assessment Tax Report Deposit Management Opening Inventory Interim Inspections Closing Inspection Meter Readings Page 199

200 Maintenance Contractors Client Administrator Login Maintenance Jobs Maintenance Certificates Payments and Deposits Create a Contractor View Contractor Details Modify Contractor Details Delete a Contractor Add Job Manage All Jobs Manage Jobs by Property Manage Jobs by Contractor Maintenance Preferences Make a Property Maintenance Deduction Make a Property Maintenance Deduction Manage Certificates by Property Manage All Certificates Take a Payment Make a Bank Deposit Banking Debit & Credit Cards Make a Cheque Payment Make an Online Payment Make a BACS Payment Make a Card Refund View and Search History Accounting Bank Reconciliation Electronic Payment References Apply Transfers Apply Charges or Refunds View Account Activity Manage Invoices Chase Money Tax Reports Upload a Bank Statement Reconcile Bank Statements Manage Payment Groups Manage Bank Accounts Manage Custom Accounts Manage References by User Manage all References Make a Property Maintenance Deduction Make a Landlord Maintenance Deduction Make a Manual Rent Transfer Make a Manual Rent Refund Make a Manual Float Refund Make a Journal Transfer Manage Person's Auto Transfers Manage Auto Transfers by Property Manage All Auto Transfers Charge a Tenant Charge a Contractor Charge Landlord by Property Charge a Landlord Refund a Tenant Refund a Contractor Refund Landlord by Property Refund a Landlord View a Person's Accounts View a Branch's Accounts View Your Company's Accounts View All Invoices View a Persons Invoices Create an Invoice Tenant Money Owed Chase NRL Quarterly Return NRL Annual Return Section 19(1)(c) Tax Report Send Self Assessment Tax Report Page 200

201 Reports Control Panel Sales Reports Lettings Reports Tenancy Reports Accounts Reports Audit Reports Counters Reports Control Panel Staff Branches Object Types Client Administrator Login Invoiced Sales Un-Invoiced Sales Branch Sales Net Diary Appointments Applicant Tenants Created Forecast Management Fees Advertised Tenancy Pipeline Let Agreed Tenancy Pipeline Rent Collected NRL Landlords Gas at Property Inspections Becoming Due Inventories not signed Vacant Properties Deposit Management Report Landlord Management Fees % Utility Meter Readings Tenancies Starting Tenancies Ending Tenancies in 'Let Agreed' Stage All Active Tenancies Tenancies No End Date Tenancies Ended Advertised Properties Tenancies with Special Conditions TDS Upload File Tenant Bond Deposits Held Tenant Bond Deposits Held by DPS Tenant Bond Deposits Outstanding Debtors and Creditors Guaranteed Rent Balances Bank Transactions System Balance Reconciliation Retired - PDQ Transactions Security Audit Report Tenancy Audit Report Tenancy Sales Report Websites Report Marketing Property Counters Report My Account Change Password Importing Tools Text Messaging Create a Staff Member View a Staff Member Modify a Staff Member Delete a Staff Member Reset Staff Password View a Branch Tenancy Service Types Tenancy Cancel Types Tenancy Special Requirements Facility Types Inventory Item Types Contractor Types Certificate Types Appointment Types Recommended Tenant Contact Details Applicant Source Types Applicant Status Types Tenant Account Status Types Tenant Chase Methods Maintenance Job Status Types Page 201

202 Suggested work flow diagram. Use this flow chart as a guide to creating your own Page 202