To create a new rent agreement for an asset

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The procedure to create a new rent agreement for an asset is as follows:

  1. Using the global search facility, type in the first few characters of the responsible contact for the new agreement 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) 2. The Agreements tile is activated, revealing a list of all agreements associated with the contact in the Agreements summary table.
  4. Click on New Agreement. The Create Agreement - Select Type window is displayed.
  5. Using the Type drop-down field, select an appropriate parameter value for the agreement e.g. Tenancy, Starter Tenancy, Fixed Term Tenancy, etc.
  6. Click on Next. The Create Agreement - Search Asset Address window is displayed.
  7. Enter sufficient address details into the search fields provided and click on Search. The Create Agreement - Asset Result window is displayed, returning all possible matches.
  8. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria.
  9. Click on Next. The Create Agreement - Select Contact Group window is displayed, revealing a list of groups to which the contact is a member 3.
  10. Highlight the row containing the desired contact group for the new agreement.
  11. Click on Next. The Create Agreement - Member Details window is displayed, revealing all members of the selected group.
  12. Verify and affirm the Responsible members for the new agreement using the tick boxes provided.
  13. Click on Next. The Create Agreement - Enter Agreement Detail window is displayed.
  14. Using the Tenure drop-down field, select an appropriate parameter value for the new agreement, filtered by Agreement type e.g. Assured, Secure, Protected, etc.
  15. Using the Account type drop-down field, select an appropriate parameter value for the agreement e.g. Rental, Residential Rental, Non Residential Rental, etc.
  16. Enter the Proposed start and actual Start dates for the new agreement using the adjacent calendar icons (), or type in the values directly (format DD/MM/YY or DD/MM/YYYY) 4. Where the agreement is set to run for a fixed term only, also record the Fixed term end date 5.
  17. Using the Start reason drop-down field, select a parameter value to qualify the circumstances of the new agreement e.g. New tenancy, Succession, etc.
  18. Use the Start notes field to add any contextual data that is relevant to the new agreement.
  19. Using the Calendar drop-down field, select the calendar that reflects the required charging frequency for the new agreement.
  20. Enter the date scheduled for the first Visit using the adjacent calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) 6.
  21. Click on Next. The Create Agreement - Select Asset Charge window is displayed, ready to add asset charges to the new agreement.
  22. Using the Asset charge drop-down field, select the relevant charge for the new agreement 7. The associated elements of the charge are displayed in the Charge Summary table.  
  23. Click on Next. The Create Agreement - New Charges window is displayed, ready to add further charges and charge elements to the new agreement, as required. This procedure mirrors that covered separately in the topic To add a charge element to a rent account.
  24. Click on Save. The new agreement for the contact is summarised in the Agreements Details window.
  25. Click on Close.


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.

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 An agreement can only be created for contacts that are members of at least one group.

4 System validation rules ensure that only dates corresponding to the selected tenure type conditions can be selected e.g. mid period start acceptability.

5 Only responsible contacts with a recorded effective end date after the fixed term end date can be linked to the agreement; a warning message will be displayed to report any conflicts and the end user must revise the dates accordingly, or exclude the contact from the agreement.

6 By default, the date is automatically calculated based on the Initial visit days value recorded against the selected tenure type. This 'first visit' provides the tenant with an opportunity to ask questions and raise any issues, thus promoting good customer service and contributing towards reducing tenancy turnover rates.

7 Only charges already associated with the asset linked to the agreement will be available for selection.


See related topics...

Rents agreement management overview

To add a charge element to a rent account

To change the end date of a rent agreement

To create a new rent agreement for a sundry item

Using the search facility