To perform a rent agreement exchange

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The procedure to perform a rent agreement exchange 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 to be exchanged. The Agreement Details window is displayed.
  5. Click on Exchange 3.  The Mutual Exchange window is displayed, revealing the salient characteristics of the selected agreement.
  6. Optionally, activate the Override default episode start (end) reason tick boxes provided, and then using the adjacent drop-down fields, select alternative parameter values for the corresponding agreement lifecycle transitions 4.
  7. Optionally, activate the Override default occupation start (end) reason tick boxes provided, and then using the adjacent drop-down fields, select alternative parameter values to track the incoming and outgoing property residents 5.
  8. Select the Exchange contact group for the reciprocal agreement using the spy-glass icon (). The Mutual Exchange window is displayed.
  9. Enter sufficient details for the reciprocal agreement into the search fields provided and click on Search. The Mutual Exchange window is displayed, returning all possible matches.
  10. Activate the Select tick box against the row containing the exact record match or use Refine Search to enter alternative criteria; optionally, click on View Members to verify all current members of a highlighted contact group.
  11. Click on Next. The name of the selected contact group reciprocating the mutual exchange is displayed in the corresponding Exchange field.
  12. Enter the Exchange date into the field provided i.e. the date on which the mutual exchange will take place between the two contact groups 6.
  13. Click on Next. The Mutual Exchange - Addresses window is displayed, ready to revise the postal addresses for the exchanging tenants, both at Contact and Contact Group level.
  14. Using the Group drop-down field, arbitrarily select the first contact group to which postal address amendments will be applied. An additional address entry will be automatically inserted in the Contact Group Addresses and Contact Addresses grids, reflecting the exchanging agreement address.
  15. Double-click on each address entry in turn to revise the specific classification, correspondence attributes (particularly Send post here) and 'effective' date range 7.
  16. Optionally, to specify an alternative postal address for the contact group in current focus: (a) Click on Add Contact Group Address - The Search Address window is displayed; (b) Enter the first few characters of the address into the dynamic search facility, or use the spy-glass icon () to launch the Advanced Search facility - All possible matches are returned in the summary table 8; (c) Double-click on the row containing the exact record match or revise the entered address component - alternatively, click on New Address to create a new address for the contact group, not previously held; (d) With the Address Details window in current focus, complete all pertinent data entry fields for the alternative postal address, particularly the Send post here attribute and the 'effective' date range; (e) Click on Save - The full address is displayed in the corresponding Contact Group Addresses grid.
  17. Similarly, to specify an alternative postal address for a contact group member cohort: (a) Activate the Select tick box against a subset of contacts to be assigned the same address record; (b) Click on Add Contact Address - The Search Address window is displayed; (b) Enter the first few characters of the address into the dynamic search facility, or use the spy-glass icon () to launch the Advanced Search facility - All possible matches are returned in the summary table; (c) Double-click on the row containing the exact record match or revise the entered address component - alternatively, click on New Address to create a new address for the contact subset, not previously held; (d) With the Address Details window in current focus, complete all pertinent data entry fields for the alternative postal address, particularly the Send post here attribute and the 'effective' date range; (e) Click on Save - The full address is displayed in the corresponding Contact Addresses grid.
  18. Repeat steps 14 through 17 to apply equivalent address amendments to the other contact group included in the mutual exchange process.
  19. Click On Next. The Mutual Exchange window is displayed, summarising the resulting outcomes of the proposed exchange.
  20. Click on Confirm to complete the exchange or Back to apply any amendments 9.


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 This option is only available in the instance where the Maximum number of mutual exchanges steered by the associated tenure type has not been exceeded.

4 These custom values can be populated by the end user via the system parameters entitled Rent agreement episode start reasons and Rent agreement episode end reasons.

5 These custom values can be populated by the end user via the system parameters entitled Rent agreement occupation start reasons and Rent agreement occupation end reasons.

6 Only exchange dates after the most recent rent agreement episode came into effect can be selected.

7 Only one postal address can be effective for a contact or contact group at any one time; where overlapping Effective from and Effective to dates are detected, the end user will be asked to amend the values accordingly.

8 The field will operate as a dynamic search function and match against any element of the property address, based on the successive characters entered.

9 A new 'mutual exchange' episode will be created for each agreement, with the start date equal to the mutual exchange date; the tenure type and unique reference remain with the agreement.


See related topics...

Rents agreement management overview

To perform a rent agreement assignment

To perform a rent agreement succession

To define a rent tenure type parameter value

To define the user profile

To define a general lookup parameter value

Using the search facility