The Properties page

The Properties page shows a grid listing all existing properties on the system by their Property Reference, Property Name, description, town/city and telephone number. The property list can be sorted by any column by clicking on the column header. This sort order will be retained until you logout. The links under the list allow navigation through the pages if you have more than 10 properties.

Properies in red have due reminders

Each property has several links allowing the details to be shown, edited, or deleted. The 'Reminders/Lodgings/ etc...' link brings up the property details page showing the particular details of the selected property, including reference code, name, telephone, number of lodgings, address, owner and description. Underneath this is the Lodgings box, containing a grid detailing the lodging number, description and default monthly rent of each of the lodgings within that given property.

Also managed on this page are the details for each property concerning various associated bills, the property mortgage(s) information and any reminders that are required for matters dealing with the building needing attention. These three items are all accessed through their appropriate links under the property details.

The management of all such data related to each individual property is maintained via this page as is further described in the categories below;.

Adding a New Property onto the system

In order to add a new property onto the system, click on the 'New Property' link and then enter the property details as appropriate in the Property details page which will appear.

This table includes details of the property reference code, name, telephone, number of lodgings, full address/postcode, the property owner, number of lodgings and a text-box for any details of description which are desired to be kept on file. If you are a letting agent and have checked the 'manage multiple landlords' option the property owner will be selected from the list of landlords, otherwise it is an optional freetext field.

When the table is completed to your satisfaction, simply click on the 'Create' button to add the newly created property to the database, or alternatively, click on the similarly highlighted 'Cancel' link to remove the newly entered data before it actually is entered onto the grid of existing properties.

Clicking 'Create' will automatically take you to add lodgings to enter the lodging details as described below, once the lodging is confirmed you will be returned to the add lodgings until all lodgings are entered, when you will be taken to the tenancy list.

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Editing an Existing Property

To edit an existing property, click on the 'Edit' link to the right of the property. This will bring up the Property details page containing the data on the property, allowing any of the details therein to be changed.

When the details are altered to your satisfaction simply click on the 'Confirm' button to replace the information previously entered or, alternatively, click on the 'Cancel' link to remove the newly entered data before it actually is recorded onto the grid of existing properties and replaces existing data.

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Deleting an Existing Property

To delete an existing property from the system, simply click on the 'Delete' link to the right of the property. A property may only be deleted if it has never had a tenant.

Upon taking this action, you will be given a warning as to whether you are sure that you wish to delete the property from the system. Clicking on 'cancel' will cancel the deletion, whilst clicking 'Ok' will complete it.

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Determining the Number of Lodgings in the Property

Each property is further defined by the number of lodgings available for let that it contains, with each such lodging then having its own relevant information on the tenancies screen.

Buy2Let is ideally suited to manage properties where multiple lodgings are put out to let separately, with each lodging for let being a separate tenancy. In this manner, each lodging added to the number of lodgings in the property, as allocated in the Lodgings box on the Properties page, is counted as its own tenancy on the Tenancies main page and listed with its associated tenant. Where the house is let as a single entity to one tenant, the number of lodgings in the property should be set as one.

Adding a New Lodging to the Property

To add a new lodging to the property, firstly show the details of the existing properties by clicking on the 'Reminders/Lodgings/ etc...' link to the right of the property, then click on the 'Add lodging' link under the Lodgings list.

This will bring up the Lodging Details page onto which the details of the new lodging can be entered, including lodging number, default monthly rent, default deposit, description of the lodging and a text-box for making any notes that may be required on the given lodging.

When the lodging's details are completed to your satisfaction, simply click on the 'Save' button to commit the information to the database, or alternatively, click on the 'Cancel' link to remove the data before it is actually entered onto the system.

If the number of lodgings entered is less than the number in the property, you will automatically be taken to add another lodging.

Editing an Existing Lodging within the Property

In order to alter details of already existing lodgings, simply click on the 'Edit' link to the right of the lodging. This will bring up the Lodging Details page containing all the details previously entered for that particular lodging, which can then be changed as desired. When the details have been altered to your satisfaction the new details can then overwrite the old by clicking on the 'Confirm' button, or alternately, clicking on the 'Cancel' link will dispose of the new data before it is submitted to the system, thus keeping the details of the lodging as they were originally.

Deleting an Existing Lodging within the Property

To delete a lodging from the grid of existing lodgings, simply 'Delete' link to the right of the lodging. Upon taking this action, you will be given a warning as to whether you are sure that you wish to delete the lodging from the property. Clicking on 'Cancel' will cancel the deletion, whilst clicking 'Ok' will complete it. A lodging may only be deleted if it has never had a tenant.

View landlords fees

This option is only available if you checked 'manage multiple landlords' on registration. This allows the landlords credits and debits to be entered for each lodging. These will appear on the landlord statement report and agent summary report.

To add a landlord payment/fee for an existing lodging, firstly show the list of landlord payments by clicking the 'View Landlords Fees' to the right of the lodging on the properties details page. The Landlord payments/Fees manager page contains a grid of existing payments/fees for the chosen lodging.

To add a payment/fee in the Landlord payments/fees Manager page, click on the 'Add landlord payment' link which in turn will open up the landlord payments Details page upon which the details of the payment can be entered including amount, percentage,payment date, interval, multiplier, description, debit landlord account, and credit landord account. The interval and multiplier determine how often the bill recurs. An interval of month and multiplier of 3 would cause the bill to be due every 3 months. The debit and credit landlord account determine whether the amount is credited or debited to the landlord account. If both are checked 2 records will be created, one for the debit and one for the credit. When these details have been completed the details can be entered into the system by clicking the 'Save' button, or alternatively clicking on the 'Cancel' link to delete the data before it is committed to the system.

To edit an existing payment, click on the 'Edit' link to the right of the payment. This will bring up the landlord payment Details page containing the previously entered details of the payment which can then be altered as desired. When the data in this window has been changed to your satisfaction then click on the 'Confirm' button to replace the previous information with that just entered, or alternately click on the 'Cancel' link to rescind the new data and keep that which was previously entered.

To delete an existing payment, click on the 'Delete' link to the right of the payment.

Recurring payments will automatically be created as they become due. Thus ensuring payments are never missed.

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Bills Manager

To add a bill to the details of an existing property, firstly show the details of the existing property by clicking on the 'Reminders/Lodgings/ etc...' link to the right of the property, then click on the 'Bills' link which will bring up the Bills Manager window. The Bills Manager window contains a grid of existing bills for that chosen property and the monthly bills total, which is calculated automatically from the sum of all the bills in the grid above it.

To add a bill in the Bills Manager page, click on the 'Add Bill' link which in turn will open up the Bill Details page upon which the details of the bill can be entered including supplier, amount,start date, interval, multiplier, description and notes. The interval and multiplier determine how often the bill recurs. An interval of month and multiplier of 3 would cause the bill to be due every 3 months. When these details have been completed the details can be entered into the system by clicking the 'Save' button, or alternatively clicking on the 'Cancel' link to delete the data before it is committed to the system.

To edit an existing bill, click on the 'Edit' link to the right of the bill. This will bring up the Bill Details page containing the previously entered details of the bill which can then be altered as desired. When the data in this window has been changed to your satisfaction then click on the 'Confirm' button to replace the previous information with that just entered, or alternately click on the 'Cancel' link to rescind the new data and keep that which was previously entered.

To delete an existing bill, click on the 'Delete' link to the right of the bill.

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Mortgage Manager

To add a mortgage information to the details of an existing property, firstly show the details of the existing property by clicking on the 'Reminders/Lodgings/ etc...' link to the right of the property, then click on the 'Mortgage' link which will bring up the Mortgage Manager window. The Mortgage Manager page contains the information on any mortgages for that chosen property, as well as a separate text-box above these for denoting the current value of the property.

The Mortgage Manager page contains two separate boxes, these being for the Primary mortgage and for any Secondary mortgage details. Both of these boxes contain a number of text-boxes for recording all the mortgage details including purchase price, completion date, lending rate%, repayments, outstanding payments, lender, account number and any notes.

To add or subsequently edit any of the mortgage details within the Mortgage Manager, simply click on the 'Mortgage' link on the Property details page to bring up the Mortgage Manager page as already described. The text-boxes therein can then have information added to them or any previously entered information changed as desired. When all the data has been entered/changed to your satisfaction, simply click on the 'Confirm' button, or alternatively click on the 'Cancel' link to dismiss the new or newly amended information before it is saved on the system leaving the information on file the same as it was before the Mortgage Manager page was visited.

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Reminders Manager

The Reminders Manager is an area from which various reminders can be linked to their corresponding property and whereby the system will give warning to the operator when any property with reminder notices set upon them are now due for whatever attention is appropriate. An Email will be sent each day listing all reminders that are due.

When a the date that a reminder is due arrives, the property in question on the grid of existing properties, as located on the main Properties screen, will change colour from black to red in order to indicate that it is a property with a due reminder date. To mark the reminder as having been attended to and hence no longer due/overdue, firstly show the details of the existing property by clicking on the 'Reminders/Lodgings/ etc...' link to the right of the property, then click on the 'Reminders' link in order to bring up the Reminders window. Click on the 'Dismiss' link to the right of the reminder. The reminder will then be reset to the next future date in keeping with the interval set for that reminder and the property as listed on the grid of existing properties will return from red to the usual black colouring, provided that there are no other due reminders associated with that property.

To add a reminder to the details of an existing property, firstly show the details of the existing property by clicking on the 'Reminders/Lodgings/ etc...' link to the right of the property, then click on the 'Reminders' button which will bring up the Reminders window. The Reminders page contains a grid of existing reminders for the chosen property.

To add a reminder in the Reminders page, click on the 'Add Reminder' link which in turn will bring up the Reminder Details page upon which the details of the reminder can be entered including subject, start date, interval, multiplier, pre-empt and notes. The Start date is the date the reminder is due. The interval and multiplier determine how often the reminder recurs. An interval of month and multiplier of 3 would cause the reminder to be due every 3 months. The preempt values determines how many days notice of the reminder you wish to be given. When these details have been completed the information can be entered into the system by clicking the 'Save' button, or alternatively clicking on the 'Cancel' link will delete the data before it is committed to the system.

To edit an existing reminder, click on the 'Edit' link to the right of the reminder. This will bring up the Reminder Details window containing the previously entered details of the reminder which can then be altered as desired. When the data in this window has been changed to your satisfaction then click on the 'Confirm' button to replace the previous information with that just entered, or alternately click on the 'Cancel' link to rescind the new data and keep that which was previously entered.

To delete an existing reminder, click on the 'Delete' link to the right of the reminder.

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