To add additional assets to a rent agreement

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The procedure to add additional assets to a rent agreement is as follows:

  1. Using the global search facility, type in the first few characters of either the responsible contact for the agreement or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) or History (for an asset) 2. The Agreements tile (or History tab) is activated, revealing a list of all agreements associated with the contact (or asset) in the Agreements (or Rent) summary table.
  4. Double-click on the row containing the specific agreement onto which the asset will be added. The Agreement Details window is displayed.
  5. Click on Assets. The Assets tab is activated and a list of assets linked to the agreement is displayed in the Asset summary table.
  6. Click on New Asset. The Add Asset window is displayed.
  7. Enter sufficient address details into the search fields provided and click on Search. The Select Address window is displayed, returning all possible matches.
  8. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria 3.
  9. Click on Next. The Occupation Information window is displayed.
  10. Choose an Effective from date for this additional asset i.e. the date on which it was associated with the agreement 4.
  11. Where the additional asset is the Main asset linked to the agreement, activate the tick box provided 5.
  12. Select the Occupier contact group for the incoming tenants using the spy-glass icon (). The Search Contact Group window is displayed.
  13. Enter sufficient contact group details into the search fields provided and click on Search. The Search Contact Group window is displayed, returning all possible matches.
  14. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria; click on View Members to verify all current members of the contact group.
  15. Click on Next. The Occupation Information window is displayed.
  16. Using the Reason drop-down field, select a parameter value to qualify the circumstance of linking the additional asset to the agreement.
  17. Use the Start note field to add any contextual data that is relevant to the inclusion of an additional asset onto the agreement.
  18. Click on Next. The Select Account window is displayed.
  19. Highlight the account relevant to the additional asset. Alternatively, click on New Account to select additional accounts appropriate to the asset that are not included in the original agreement. This procedure is covered separately in the topic To add an account to a rent agreement.
  20. Click on Next. The Select Asset Charge window is displayed.
  21. Using the Asset charge drop-down field, select the charge to be levied on the account. All components of the charge are displayed in the summary table.
  22. Click on Next. The New Charges window is displayed, ready to add further charges and charge elements appropriate for the additional asset. This procedure mirrors that covered separately in the topic To add a charge element to a rent account.
  23. Click on Finish. The additional asset is displayed in the Asset summary table.


Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 Only assets not already linked to the agreement will be displayed.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 At least one main asset must exist within an agreement; by default, the Main asset field is automatically activated for the first asset link.


See related topics...

Rents agreement management overview

To add a charge element to a rent account

To remove an asset from a rent agreement

To change the tenure of a rent agreement

To define the user profile

Using the search facility