The Tenancies page

The Tenancies page shows a grid listing all existing lodgings on the system by their Lodging Number, Property Name, Tenant Name, Next Due Date and Monthly Rental Amount.The tenancies 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 lodgings.

Empty tenancies will appear in yellow, Tenancies with due rent will appear in purple, and tenacies with rent more than a week overdue will appear in red.

The 'View details/payments' option next to each tenancy brings up a page with the details of the tenancy.

Firstly there is the Property box, which lists details of the property to which the lodging belongs including the property reference, property name, address and description. As all these details are determined from the Properties page, this box is here for reference purposes and is not directly alterable from this page, though such details can be amended by returning to the Properties page.

The Tenancy box is for storing the details of the tenancy of the lodging including the Tenancy reference, the tenant's name, telephone number, rent next due date, method of paying rent, monthly rent amount, deposit amount, move in date, move out date and a text-box for making an notes that may be required. There is also information included on the lodging's number, description and any notes on the lodging, with these last three pieces of information being again unalterable on this page being defined on the Properties details page.

Tenant Details box contains three separate sections, as navigated between by clicking on the various section headers; Guarantor, Work and Miscellaneous.

The Guarantor section contains information on the tenant's guarantor information including guarantor name, guarantor address, guarantor telephone number and guarantor notes.
The Work section contains details of the tenant's work including occupation, workplace name, work contact, work address, work telephone number and work notes.
The Miscellaneous section contains other various information on the tenant including bank name, bank sortcode, bank account number, previous landlord, previous address, forwarding address and source.

The Payments box contains a grid of payments due from tenants, the schedule of which is generated automatically by the system. Below this grid are a number of function buttons to facilitate the recording of payments made in the system, as described in the relevant section below.

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

Adding a New Tenancy onto the system

To add a new tenancy to the system, highlight an empty lodging from the grid of existing lodgings on the Tenancies page and then click on the 'New Tenant' link. You may then enter the details of the new tenancy in the Tenancy box.

The Tenancy box details includes reference number, tenant name, telephone number, date rent next due, monthly rent amount, method of paying rent, deposit amount, move in date, move out date and notes. There is also already defined information including lodging number, lodging description and lodging notes, which are all non-alterable from this page.

The Tenant Details box contains three separate sections, as navigated between by clicking on the various section headers; Guarantor, Work and Miscellaneous.
The Guarantor section contains information on the tenant's guarantor information including guarantor name, guarantor address, guarantor telephone number and guarantor notes.
The Work section contains details of the tenant's work including occupation, workplace name, work contact, work address, work telephone number and work notes.
The Miscellaneous section contains other various information on the tenant including bank name, bank sortcode, bank account number, previous landlord, previous address, forwarding address and source.

When these boxes have been completed to your satisfaction, click on the 'confirm' button to enter the new tenancy details into the system, or alternatively click on the 'Cancel' link to delete the entered details before they are entered onto the system.

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Changing an Existing Tenancy

To edit an existing tenancy click on the 'edit' link to the right of the tenancy. This will bring up the Tenancy Details page containing the data on the lodging and associated tenant including information in the Tenant Details box, allowing any of the details therein to be changed.

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

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Tenant Leaving Tenancies

To record a tenant leaving a tenancy click on the 'Leave' link to the right of the tenancy. You will then be confronted with the tenants leaving page where you will be asked to confirm their removal from the system. Click on 'confirm' to complete their removal or click on 'cancel' to cancel this.

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Tenant Payments

The Payments box contains a grid of payments due from tenants listing them by payment date, amount and reference date. The payment schedule is generated automatically by the system. Below this grid are a number of function links to facilitate the recording of payments made in the system. To process each payment, click on the appropriate link amongst those to the right of the payment.

To register a full payment of the amount listed click on the 'Full' button to bring up the Payment Details page with the amount set to the full balance amount and the payment date set to the current date, then click on 'Save' to confirm the full payment as having been made, or alternately click on 'Cancel' to ignore this and return to the Tenancy details page.

To register a partial payment of the full balance, click on the 'Partial' button to bring up the Payment Details page with the amount left blank so that the appropriate amount can be entered. When the partial payment amount has been entered click on the 'Save' button to enter this information into the system, or alternately, click on the 'Cancel' link to delete the amount before it enters the database.

To amend a payment amount click on the 'Edit' link to the right of the payment to bring up the Payment Details page with the chosen payment's total showing in the amount text-box, from whence it can be altered as desired. When the amount has been edited to your satisfaction simply click on the 'Save' button to replace the previously existing amount, or alternatively, click on the 'Cancel' link to dismiss the new amount and keep the previous one.

To remove a payment from the grid of payments, click on the 'Delete' link to the right of the payment. You will then be confronted with a window asking for clarification of the removal, click on 'Yes' to complete the deletion or on 'No' to abandon it and maintain the payment on the grid.

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