Property Details

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Screen Location... Properties main screen > . XXXX ?????
  • The [Details] button opens a new window XXXX   Should be on Details Help window
  • The [Internal Comments tab] allows entry of additional textual information relating to the landlord.
  • Its intended purpose was to carry "personal" comments for in-house use.
  • It should not be used for date related information or details, a Note should be used in that case.  Nor should it be used to carry transaction related information where the Transaction Text and Memo fields should be used.
  • If the This comment is a warning checkbox is ticked, the background of the status bar at the bottom of the main Landlords screen will be red and the first line of text will be displayed when the landlord is selected.  So make the first line of warning comments meaningful.  Remember the little boy who called "Wolf !!" and reserve your warning comments for the really important comments, otherwise you will wind up ignoring them.

    The [Other Details tab]  carries more information some of which is used in reports and other system processes.
    The Start Date defaults to the day you create the landlord and may be modified.
    If the Make a Standing Charge? box is ticked the landlord will have a Fee transaction generated by the Admin menu > Generate Standing Charge program.
    If the Standing Charge amount is zero the system default standing charge will be applied.
    If you wish to make a different charge for this landlord enter the fee amount including GST and tick the box.

    When the Hide this Landlord ? box is ticked the landlord will no longer be displayed on the main screen.
    This is to avoid the clutter of "dead" accounts.
    It should only be ticked after the landlord and related tenant accounts have been cleared and the Property(ies) transferred to the "lost managements" or similar portfolio.
    To display hidden accounts tick the Setup menu > Preferences > Show Hidden Records checkbox.

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    These tabbed pages contain information specific to a property.  The bulk of the fields are self explanatory and need little or no comment.  Those few that do are covered below.  Note that the sequence of the tabs may be in a different order as a result of your Preference settings.      XXXX     

    Photos and other images are added using the main screen [Photos] button.         XXXX 

    Without a doubt the best time to enter the property information found on these tabbed pages is when a new property is being created.  Although none of this information is mandatory, leaving it until later has a number of disadvantages which immediately spring to mind:-
  • The Copy Property function can only copy what is present, which means when copying "like" properties if the "Details" information is not there it must be entered again on the copied property(ies).
  • If the entry is left until later it will often never get done.
  • The Properties to Rent report can not be used effectively.
  • Vacant and properties marked as "Advertise" will be blocked from exporting to websites such as REINZ or Trade Me as most websites have minimum detail requirements.

    If you arrived in this topic as part of the Initial Installation Step 9 - Setting up the Properties return to that topic after entering the property details by using the help "Back" button.

    Common Items
    The entries on these tabs may be changed by clicking [Edit], making the changes required, clicking [OK], which will return you to the main screen where you must click [Save] "the ü" to save the changes, or the [Cancel] "X" to discard them.

    The Print button prints the details of the property and any photos marked as "Public" to the selected printer to be used as a "hand-out".  Images will print in colour or grey scale depending upon the printer selected.

    Rooms tab
    Check the appropriate boxes, make selections from the list boxes  and enter the quantity of each room type.   A property must be classified as residential or commercial and should have a Type assigned from the pre-determined categories.  If none suit, select Other and use the "Other" box.  Anything in the Other box will be ignored unless the Type is set to Other.  Use the Remarks tab for items not covered by the list boxes.

    Garaging tab


    Chattels tab


    Other Details tab
    The Chimney and Swept fields are used to ensure the insurance is not invalidated.  Use the Properties > Reports > Chimney Sweeping report.

    Enter the location where the keys to the property are held.  It may be a board column and row reference, examples being - A2D being board A column 2 Row D, or a hook or envelope number.  For a key listing print the Properties > Reports > Property Key List report

    The "Landlord Inspection attendance" selection is printed on the Properties > Reports > Property Inspection report.

    The Hide this Property ? check box stops the property from displaying on the main screen to avoid the clutter of "dead" accounts.  It should only be ticked after all related tenant accounts, and possibly the landlord's account, have been cleared and the Property transferred to the "Lost Managements" or similar portfolio.  To display hidden accounts tick the Setup menu > Preferences > Show Hidden Records checkbox.

    The Advertise this Property? check box is used to force non-vacant properties to appear on the Properties to Rent report and web page selection grids for possible inclusion.  It use could be to allow advertising of a property which is only "possibly becoming vacant", or you are seeking replacement tenants for a fixed term tenant who wishes to terminate the tenancy early.  The flag may be set or unset from this details tab or any of the above selection grids.

    Remarks tab
    This screen allows you to enter additional textual information relating to the property.

    The Internal Remarks are intended to carry "personal" comments for in-house use, such as "Dogs loose.  Tenants attend inspections", and should not be used for date related information or details, a Note should be used in those cases.

    If the checkbox titled These remark are a warning is ticked, the background of the status bar at the bottom of the main Properties screen will be red and the first line of text will be displayed when the property is selected.  So make the first line of the comment meaningful.  Also remember the little boy who called "Wolf !!" and reserve your warning comments for the really important comments, otherwise you will wind up ignoring them.

    The Teaser Header and Public Remarks are intended as advertising "spiel" which is intended to be uploaded to your website listings using the Web Page Creation functions.   XXXX     or to RealENZ to accompany your web site listing.   XXXX  The Header and Public Remarks are printed on the Properties menu > Properties to Rent report for external use.  Note that the Internal Remarks may be printed as well for internal use at "what have we to let meetings".