To create a new rent agreement for a sundry item

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The procedure to create a new rent agreement for a sundry item 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 a 'Sundry' agreement category.
  6. 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.
  7. Highlight the row containing the desired contact group for the new sundry agreement.
  8. Click on Next. The Create Agreement - Member Details window is displayed, revealing all members of the selected group.
  9. Verify and affirm the Responsible members for the new sundry agreement using the tick boxes provided.
  10. Click on Next. The Create Agreement - Enter Agreement Detail window is displayed.
  11. Using the Company drop-down field, select the relevant company for the new sundry agreement.
  12. Using the Sundry drop-down field, select an appropriate category for the new sundry agreement e.g. Sundry, etc.
  13. Using the Account type drop-down field, select an appropriate parameter value for the new sundry agreement e.g. Licence, Court Costs, etc.
  14. Enter the Proposed start and actual Start dates for the new sundry agreement using the adjacent calendar icons (), or type in the values directly (format DD/MM/YY or DD/MM/YYYY) 4. Where the sundry agreement is set to run for a fixed term only, also record the Fixed term end date 5.
  15. Using the Start reason drop-down field, select a parameter value to qualify the circumstances of the new sundry agreement.
  16. Using the Calendar drop-down field, select the calendar that reflects the required charging frequency for the new sundry agreement.
  17. Enter the date scheduled for the first Visit, as required, using the adjacent calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) 6.
  18. Click on Next. The Create Agreement - New Charges window is displayed, ready to add sundry charges and charge elements to the new agreement. This procedure mirrors that covered separately in the topic To add a charge element to a rent account.
  19. Click on Save. The new sundry agreement for the contact is summarised in the Agreements Details window.
  20. 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 sundry category 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 sundry category. This 'first visit' provides the tenant with an opportunity to ask questions in respect of the sundry item and raise any issues, thus promoting good customer service.


See related topics...

Rents agreement management overview

To add a charge to a rent account

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 an asset

Using the search facility