Landlords main screen

First.....Prev.....Next.....Last..

Use this screen to:-
  • access landlord information
  • add a new landlord
  • edit (change) the details of an existing landlord
  • a landlord.

    Skip to the description of the screen elements


    Adding a new landlord
    Before adding a new landlord make sure the management and disbursement fees you will charge this landlord are in the Setup menu > Fee Schedule table.

    More detailed instructions can be found in the Initial Installation section below if required.
  • Use the Navigator Bar to move to the main Landlords screen 
  • Click [Add]
  • Enter the Name and Address details in the new window followed by [OK] when complete.
  • Enter the Phone details in the new window followed by [OK] when complete.
  • Enter the landlord's Payment details in the new window followed by [OK] when complete.
  • You will be returned to the main Landlords screen
  • Choose the appropriate Fee Schedule structure for this landlord from the Fees selection list box.
  • We do not recommended overriding the system assigned code but you may do so before saving the record.  Once the record is saved use the Landlords menu > Renumber Landlord function.
  • The [Details] button allows further information to be entered on the tabbed pages.
  • Click [Save] to save the new landlord.
  • Click [Cancel] at any time to abort the entry.
  • Click [Edit] to change any saved details.  Remember to click [Save] after editing.
  • Click [] to  a saved entry.


    Copying an existing landlord details
    Where a landlord has requested a separate statement for each property, or wants the income from each property to be paid into different bank accounts, it is necessary to set up a separate landlord account for each property or group of properties concerned.  Assuming the bulk of the details are the same, time can be saved by using the Landlords menu > Copy Landlord function.


    Editing existing landlord details
  • Select the landlord whose details you wish to change.
  • Click [Edit]
  • Click the appropriate button to access the details you wish to change.
  • Make the desired changes then click [OK] to return to the main screen followed by [Save].
  • Click [Cancel] to abort the editing process.
    Note
    Editable items on the main screens must be edited as above.
    Many of the sub-screens accessed via the button stack have an [Edit] button which can be used without needing to click the main screen [Edit] button.  When the sub-screen [Edit] button is clicked the button label will change to [OK].  When [OK] is clicked you will (generally) be returned to the main screen where the [Save] button can be pressed.
    If you click the main screen [Edit] button before moving to a sub-screen the sub-screen button will already be showing [OK].


    Deleting a landlord
  • Before any record, master file, transaction or table details, can be d, a number of requirements must be met which varies depending upon what is being d.  There is also often a hierarchy which determines whether and / or the order in which records can be d.  See more in the Adding, Changing and Deleting Records topic.
  • In the case of landlords, a landlord can only be deleted when:-
    there are no properties attached
    and there no transactions in the system
    and the account has a zero balance.
  • Click the [Delete] button and if the rules above are all met you will be asked to confirm the deletion.
  • The tenant(s) must be deleted first, then the property(ies) and finally the landlord.
  • Assuming you are using the internal bank reconciliation process you will be prevented from manually deleting landlords who have transactions because the transactions are needed to keep the system in balance internally. 
  • See the Archive and Purge topics for the system processes involved in deleting transactions and master file records.


    Hints
  • In my view it is not necessary to have a separate landlord for each property because the statement shows the transactions for each property separately.  The "annual" Landlord Summary Statement does the same.  It also costs you more to run the landlord, extra charges, transfers of money between one landlord and another to pay for repairs which exceed the income generated on one of his properties and so on.
  • However, where a landlord does require a separate statement for each of their properties it is necessary to have a separate landlord account for each property because there must be a unique landlord/property/tenant association.  Distinguish each landlord by using variations of the SortKey, e.g. Brown, Beach Rd and Brown, Grey St.
  • You can avoid cluttering up the main screen with "dead" accounts by using the Details > Other Details > Hide this Landlord ? checkbox in conjunction with the Setup menu > Preferences > Appearances tab > Show Hidden Records checkbox.  This can stop accounts being shown on the main screen but they still print on reports.
  • When an account is no longer used place them at the end of your tenant screen displays and reports by inserting lowercase "zz " (zed zed space) in front of the SortKey once the account has been cleared.  "zed zed space" is recommended for readability and not too many last names start with "zz".  If you try to locate "Smith" and they can't be found try "zz smi".  Just be consistent.



    Description of the Landlords main screen

    Refer to the Glossary for information about the Title bar, Menu bar and Navigator bar.

    Index Panel
  • The panel on the far left is the Index Panel.
  • It displays brief details about "all" the landlords.  See Note below.
  • Initially the landlords will be displayed in SortKey order.
    The highlighted line and arrowhead indicate the selected landlord.
  • Change the sort order by clicking the column headings in the Index Panel.
  • The column heading of the current sequence is in red.
  • Click the heading of the current column to toggle between ascending and descending sequence
  • Use the horizontal scroll bar to see more detail columns.
  • Locate a landlord quickly by typing either the first few letters of the SortKey, or the Landlord Code, (which will cause the "Find" window to appear automatically),  then press [Enter] on the keyboard.
    Generally it is only necessary to enter the first two or three characters.  If you don't get a direct hit you will be very close. 
    If the first character entered is a number the index panel will display the records in Code order.
    If the first character entered is an Alphabetic character the index panel will display the records in SortKey order.
    Once the first character is entered, if you wish to change from Code to SortKey and v.v. the Find window must first be closed.
    If there are no records starting with the characters entered you will get a "not found" message.
    Note It is possible that records do exist in the system but are excluded from the main screen display because they "hidden" or do not "belong" to the Property Manager selected.

    Main Panel
  • The panel on the right contains information about the selected (highlighted) landlord.
  • Moving from top to bottom the items displayed are:-
  • Landlord Code
  • Name and Address details
  • Phone details
  • Use the Zoom Buttons to the right of the Name and Phone numbers edit or view those details.     

    Fees
    The management fee charged on rent, and the disbursement fee charged on invoices, selected from the Setup menu > Fees Schedule table.
  • This fee set on the landlord will be offered as the fee to apply when creating a new property and may be different on the property.   
  • The actual management fee on rent received and the disbursement fee charged on invoices paid are the fees set on the property.
    EXCEPT if an invoice is charged directly to this landlord and NOT through a property, then the landlord fee will be applied.
  • To change the fee schedule click [Edit] then select the new fees to be charged from the Fees list box.
  • If a new fee schedule is chosen an offer will be made to change the fees on ALL the landlord's properties.
  • CAUTION  Changing the fee will not affect existing transactions, however, if they are subsequently edited the new fee will be applied. 

    Managed properties indicator
  • A tick indicates the landlord has at least one managed property.
  • There may be other unmanaged (casual let) properties.
  • The managed indicator is set on the property not the landlord.

    Financial summary
  • Summary of this period's transactions up to TODAY.
  • Future dated transactions are not included in these summary amounts.
    Go to the Transactions for the end of period total.
  • The Balance is what the landlord will receive, less any amount on hold.

    Button stack
  • The [Properties] button moves to the Properties screen and displays only the properties belonging to this landlord.
  • The [Details] button opens a new window which carries additional information relating to the landlord.  See the Landlord Details topic.
  • The [Transactions] button opens a new window where the transactions for this landlord are viewed, edited, added or deleted.  See the Landlord Transactions topic.
  • The [Mail] button opens a new window where Emails, Letters or Faxes to this landlord may be created, viewed, edited, re-sent or deleted.  See the Mail topic.
  • The [Notes] button opens a new window where notes about this landlord may be created, viewed, edited or deleted. 
    An electronic diary system called Bring Ups uses the Notes system to act as a reminder when things are to be done.
    See the Notes topic.
  • The [Payments] button opens a new window where details relating to how the landlord is paid any Hold amount or message to appear on this landlord's statement may be found.  See the Landlord Payments topic.
  • The [Photos] button opens a new window where photos, and other images too, may be loaded into the database, viewed, edited or deleted.  See Photos for more information.

    Property Manager selection
  • Selecting a specific Property Manager from this list box will reduce the number of landlord records displayed to only landlords who have properties assigned to portfolios for which the Property Manager selected is responsible.

    Aspect logo
  • The [Aspect Logo] acts as both an indicator and a button.  When the logo is red it indicates that Bring Ups exist which should be attended to today or are outstanding.  When pressed it accesses all the unactioned Bring Ups in the system.  See Aspect Logo and Bring Ups for more information.


    Related Topics
    Initial Installation Overview
    Special Accounts
    Add, Change and Delete Records
    Landlord Opening Balances
    Clearing a Landlord Account



    Initial Installation Step 8 - Setting up the Landlords

    The process of adding a new landlord steps you through three separate windows on which associated data is entered before returning to the main landlords screen where the remaining landlord information is entered.

    Once the [Add] process is started the Aspect Property Manager will go to the next screen automatically.  You will need to keep the Help topic in step by pressing [Help] on the Title Bar of each new window as it appears and I recommend you do that for the first few landlords so you can decide what to enter in each box.

  • Use the Navigator Bar to move to the main Landlords screen 
  • Click [Add]
  • Enter the Name and Address details in the new window.
  • Enter the Phone details in the next window.
  • Enter the landlord's Payment details in the following window.
  • You will be returned to the main Landlords screen.
  • Choose the appropriate Fee Schedule structure for this landlord from the Fees selection list box.
  • To Check or change your entries before saving them click the appropriate [Zoom] button or the [Payments] button to access the sub-windows.
  • Click [Save] to save the details entered.
  • Click [Cancel] at any time to abort the entry or change being made.
  • After saving the record use [Edit] to make changes.  Remember to click [Save] after editing.
  • Click [Delete] to delete the entire entry and reenter the data.

    We do not recommended overriding the system assigned code but you may do so before saving the record.  Once the record is saved use the Landlords menu > Renumber Landlord function.

    The [Details] button opens the Landlord Details screen which holds additional landlord information.  This data may be entered now or later.  Open the Help on the Landlord Details screen for information on the fields and their use.

    Notes
  • If you missed entering a specific landlord code go to Landlords menu > Renumber Landlord.
  • To correct a mistake:-
      4 before you clicked [Save], access the sub-screen by pressing the appropriate button and fix the error.
      4 after you clicked [Save] ,access the sub-screen by pressing the appropriate button, then [Edit] and fix the error.
      4 In both cases after making your correction press [OK] to return to the main screen and click [Save].
  • When adding new records, clicking [Cancel] on any screen or sub-screen before clicking [Save]  will discard all data entered and the record must be entered again.  Sometimes it is quicker to save the incorrect data then edit the record to correct errors.
  • When editing existing records, clicking [Cancel] on any screen or sub-screen before clicking [Save]  will discard all changes made.
  • Although you may add photos now we suggest you leave the loading of all photos to a separate job to be done later.


    Where next?
    At this point you can stay on the Landlords main screen and enter the next landlord, in which case repeat these initial installation landlord help instructions
    OR
    Return to Initial Installation to add the property(ies) for this landlord.