Tenant Details

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Screen Location... Tenants main screen > .

These tabbed pages carry additional information relating to the tenant.

Internal Comments tab
  • This tab carries additional textual information relating to the tenant.
  • Its intended purpose is to hold "personal" comments for in-house use, such as, "Tenant is deaf", the names of their children and so on.  Use it as you will.
  • It should not be used for date related information or details such as recording telephone conversation jottings or reminders, a Note should be used in those cases.
  • Nor should it be used to carry transaction related information where the Transaction Text and Memo fields should be used.

    This comment is a warning 
  • If the checkbox is ticked, the background of the status bar at the bottom of the main Tenants screen will be red and the first line of text, or as much as can be, will be displayed when the tenant is selected.
  • From the examples above the status bar background would be red with "WARNING : Tenant is deaf" displayed
  • Ensure the first line of the comment meaningful and not embarrassing.  "Deaf as a post" might not go down too well if the tenant is sitting with you.
  • If you want the line red but without any text showing make the first comment line blank.
  • Remember the little boy who called "Wolf !!" and reserve your warning comments for the really important comments, otherwise you will wind up ignoring them.


    Lease tab
  • The Aspect Property Manager treats genuine Leases and Fixed Term Tenancies in the same manner and all reporting etc uses the word "lease".  
  • This tab carries the start and end dates of the current lease or fixed term tenancy.
  • Brief details may also be entered.
  • The Start Date will be filled automatically when the tenant is set up.
  • It will also optionally be changed if the Start of Tenancy date is subsequently changed.
  • The End Date must be entered or changed manually.
  • If a lease or fixed term tenancy is extended or renewed change both dates to reflect the new term.
  • To remove the lease expiry date click [Edit] then the End Date button.
  • We suggest that the vacate date is not entered when the tenant has a lease or fixed term tenancy.  The system will automatically continue as a periodic tenancy at the end of the term.  If a vacate date is entered the system will report the tenant as overpaid.
  • Although there is no processing effected by these dates the presence of an End Date is significant for reporting and display purposes.  When an End Date is entered the Vacate Date button and Date Picker on the main Tenants screen will be replaced by providing no vacate date is entered.
  • For a list of tenancies which expire within a selected date range go to Print Tenant > Reports > Tenant Leases.  This report should be run "monthly" in advance to allow time for renegotiation of the lease, or a non-renewal notice to be sent to the tenant.


    Bond Details
  • This tab displays only the transactions which contain a bond value.  There may be:-
  • One or more Rent Invoice records showing the bond owed, increase, or "written off" as being no longer collectable.
  • One or more Receipt records showing the bond paid or reversed.
  • One or more Payment records
      4 Those with "Bond Disbursement" in the transaction text field indicate bond was sent to the bond centre.  See Bond Disbursement 
      4 Those without "Bond Disbursement" in the transaction text field indicate the bond was returned to the tenant or other party.  See  tenant payment
  • The bond number must be entered manually once the paperwork is returned from any bond lodgment.
  • In the case of a bond transfer the number will be automatically filled with the number entered on the Bond Transfer transaction record.
      4 The number will be correct when the tenant remains in the same property (ownership change) otherwise it will need amending later.
  • The lines in the section below the grid summarise the bond due to be paid, the bond paid, and the bond sent to the bond centre.
  • The "Archived Amounts" row shows the values in archived transactions which have been purged (read deleted) from the system but which must obviously be shown as a credit to the tenant.
  • The "Totals" row summarises all the bond transactions.


    Letting Fees
  • This tab displays only the transactions which contain a letting fee value.  There may be:-
  • One or more Rent Invoice records showing the letting fee owed, increase, or "written off" as being no longer collectable.
  • One or more Receipt records showing the letting fee received or reversed.
  • One or more Payment records
  • The lines in the section below the grid summarise the letting fee due to be paid, the letting fee paid, and the letting fee outstanding.
  • The "Archived Amounts" row shows the values in archived transactions which have been purged (read deleted) from the system but which must obviously be shown as a credit to the tenant.
  • The "Totals" row summarises all the letting fee transactions.


    Tenant Opening Rent Status
    This tab allows manipulation of some of the rental details entered when the tenant was originally set up which have later been found to be incorrect.  We anticipate it's use will be:-
  • primarily after the Aspect Property Manager is installed and transactions have been entered
  • correcting details entered when a rent roll is purchased and a tenant's details initially entered are incorrect
  • later when information in an archived database is found to be incorrect and the current live database needs the brought forward details correcting.
  • Follow the link in the Note below for field usage.
    Note  When setting up the Aspect Property Manager initially, changes to these tenant details would usually be done using the Setup menu > Getting Started > Tenant Opening Rent Status program where more data than on this tab can be entered.


    Other Details tab
    Arrears Grace Days?
  • When a tenant habitually pays the rent some days later than the Date Due on the Rent Invoice records they will appear on the arrears report.  By entering a number of grace days they will not appear on the report until after the grace days expire.
  • The tenant will then be that number of days in arrears.
  • I would only use this on a proven tenant and only if you can not get them to synchronise their rent day with their pay day
    .
    Hide this Tenant ?
  • You can reduce clutter on the main screen by not displaying "dead" tenant accounts.
  • A tick in the check box stops the tenant from appearing on the main screen but does not stop them appearing on reports if they fall within the report selection criteria.
  • Hiding has two requirements; Hide this Tenant must be ticked and the Setup menu > Preferences > Show Hidden Records checkbox must be unticked.
  • It should only be ticked after the tenant account has been cleared.
  • To display hidden tenant accounts remove the tick from the Setup menu > Preferences > Show Hidden Records checkbox.