Add a tenancy profile

Summary

Learn the basic information required to set up a new tenant in Palace.

This article covers:


Add tenant

The property must be entered in first to enter a tenancy. The previous tenancy can still be active, so you do not have to archive it before entering a new tenant.

Explanations of all the fields in the tenant screen are below.

  • Go to Property > Current properties
  • Search for the property address
  • Click on the drop-down arrow next to Edit
  • Enable the Auto-fill setting on the right-hand side of the screen
  • Click on Add New Tenancy
  • Add the tenant's title
  • Add the tenant's first name
  • Add the tenant's last name
  • Add the tenant's contact numbers
  • Add the tenant's email address

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If you have more than one tenant, add them as follows:

    • First name - Jenny and Sarah
    • Surname - Smith and Jones
    • Full Names - Jenny Smith and Sarah Jones
    • Dear - Sarah and Jenny

Note: If the tenants pay individually from each other, then only set up one tenant in this area and set the others up in the option area. See below for more instructions.

  • Enter the tenant's phone numbers. The mobile number is what will show in the tenant list.

Note: If you have a mobile number for each tenant, place one number in the mobile field and click on the Options tab. Add the others in that area (see options). This will allow the multiple texting to work.

  • Sort Code - This area will auto-fill
  • Payment Type - Select from the drop-down list, i.e., Direct
  • Click on Payment Details > Fill in this area. It is important for receipting because this screen feeds the receipting screen

Note: The amount entered here can be either fortnightly or weekly, if you enter in a fortnightly amount, then type in the number 14 or 7 if weekly. (M is for Monthly)

  • You can use this screen for other payments that you collect with the rent, and it can be allocated to a certain area. For example, if the tenant pays an extra $5 for water rates on top of their rent, you would enter $5.00 in the field next to Receipt Ledger and select water rates from the drop-down arrow. 
  • Custom Fields - There are customised fields that can be set up for you to gather more information, quite often used in Holiday Rentals - See the Set Up Manual for more information on Custom fields.
  • Extended Details - This area holds information very similar to the information you collect on your application form. You can enter the information here or just scan the application form into the diary. We suggest that you enter the Address of Service, the date of birth details, and the licence number, as these can be picked up as merge fields when doing a Tenancy Agreement.
  • Clear Match Code - This is related to the Import Bank Statement function for receipting rent. The Transaction help file provides more information.
  • Bank Account Details - This is so that you can enter the tenant's bank account details to collect rent paid by Direct Debit. You can also collect Invoice money from Direct Debit; to do that, you need to tick the button for Invoices.

The Bottom Area (Tenancy Details)

A lot of this information in the first column will auto-fill.

  • Property - This is the address of the property that the tenant belongs to
  • User Code - This will auto-fill
  • Sort Code - This area will auto-fill
  • Tenancy Name - This is called Group Name when doing mail merges, so make sure it is correct as this will show on your letters
  • Tenancy Home, Work, Fax and Email - These autofill from the top screen and will be the default ones used
  • Invoice Media - Default choice of Paper and Email
  • Owner Letting Fee - This will feed in from the Property Letting fee field
  • Initial Part Payment - This is only to be used at the start of a tenancy if you are taking over the tenancy from another company and the tenant has a part payment. You can enter it here, and Palace will work out the rest/

Tenancy Dates: This is very important as Palace is very date-driven.

  • Date Started - The date that the tenancy starts. This is the date that the first rent will be receipted.
  • Vacate Date - The actual vacate date is not normally filled in until the tenant has given notice.
  • Lease End Date - The date the fixed term ends on the Lease, you can enter this in as you are entering the tenant details. The date feeds the tenant Report - Fixed Term Ending.
  • Commencement Date - This is just a record field to be used if taking over a tenancy. You might like to record their actual start date in the tenancy
  • Termination Date - This is just a record field to be used if the tenant has been terminated in a tenancy tribunal order
  • Rent Paid to - When you are first entering a new tenant, the date shown here will depend on your system settings. As explained below

Midnight to Midnight - The paid to date will always show as one day before the start date, i.e. if the start date is 2nd March, then the paid to date will show 1st March, ready to receipt the first rent from the 2nd March. The system records a whole day from midnight to midnight

Midday to Midday - The paid-to-date will always show the same date as the start date. The system then receipts from Midday to Midday, i.e., one day's rent will be from 2nd March at midday to 3rd March at midday.

Tenancy Rental

  • Rent Rate: The amount of rent the tenant is paying for the property
  • Rent Period: We strongly suggest you keep this to weekly unless they are paying monthly, as changing it affects the Rent Summary Report
  • Rent per Day: This will auto-fill from the rent rate

Planned Rent Change:

  • Change Date - This date will autofill with 60 days plus 4 days for postage. It will then also move to the same day of the week as the start date
  • Change Amount - The new amount of rent, will fill from the frequency set on the Tenant Edit screen.

This area is part of the whole rent increase process in Palace. For more information, go to the Rent Increase help file.

Rent Review - You can use this area to control Rent Review. Check out the separate notes on Rent Review

Status - Active and Inactive. If you are holding a tenant just for debt purposes, you can make the tenant inactive. You can still receipt against them, and you can run a custom view just showing you inactive properties

Additional Tenants

Record all additional tenants here. If the tenants all pay separately, enter their names and addresses, the amount they will pay, and how they will pay it.

If you are entering tenant names and mobile numbers only, don't enter rental amounts in any of the fields.

Options Tab

Tenancy Address - The property address automatically fills in this area. If you want to send the tenant's mail to a different address, you can override it.

Rent Changes - Rent changes can be added here, and the automatic planned rent change area fills this in. For more information, see the Rent Changes help file.

Bond Information

  • Bond Total: The total of the Bond transferred and the Bond required fields
  • Bond Transferred: If the tenant is transferring a bond from another property, enter that amount here
  • Bond Required: This is the amount of bond that you require less than the amount transferred. For example, if $900 is the total bond, but $500 is being transferred, you would enter $400 in this field.
  • Bond Outstanding: This is the Bond Paid minus the Bond Required. For example, $1500 is required, but only $1000.00 has been paid, so $500.00 is outstanding
  • Bond Number: Each bond, when lodged with the Bond Centre, is given an individual bond number. Enter that here

Financial Options

  • Exclude from Commercial Invoice process (Commercial Management Only)
  • Enable Auto Rent Receipts - If set to Yes, the system will automatically generate a receipt for transaction type - Receipt Rent. This will be sent out based on a Tenants Invoice Media setting and includes single transaction receipts, receipt tenant multiple receipts and receipts processed via bank import
  • Enable Auto Bond Receipts - If set to Yes, the system will automatically generate a receipt for transaction type - Receipt Bond. This will be sent out based on a tenant's invoice media setting and includes single transaction receipts, receipt tenant multiple receipts and receipts processed via bank import
  • Enable Auto Tenant Invoice Receipts - If set to Yes, the system will automatically generate a receipt for transaction type - Receipt Tenancy Invoice. This will be sent out based on a Tenants Invoice Media setting and includes single transaction receipts, receipt tenant multiple receipts and receipts processed via bank import

Tenancy Notes: Ideal for any information on the tenancy. Not for diary notes.

Transaction Tab

Shows the history of the tenant

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