News – April 2016

 VAT Support

It is now possible to enable tracking of VAT for those customers who are VAT-registered. When VAT tracking is turned on, it will provide the following additional features:
  • Recording of VAT with income and expenditure transactions
  • Recording of VAT with tenancy charges
  • Recording of VAT with management fees
  • Reporting of VAT on statements

This feature has actually been available to a restricted set of customers for a while, but is now enabled for general use.

Enabling VAT Support

You can use the VAT tab of the company profile dialog to enable VAT tracking as shown in the following screenshot:

company-profile-dialog

Recording VAT

Once VAT tracking is enabled then you will see additional fields for recording of VAT in various parts of the system. For example, the following screenshot shows the additional fields when recording an income transaction:

income-dialog

A few notes:

  • You can control whether or not the specific income record is subject to VAT. The same approach applies to other parts of the system where VAT can now be recorded.
  • If VAT is enabled for transaction records, then the following additional fields are displayed: Net Amount, VAT Rate, VAT Amount
  • In this specific example, the management fee for an income record also has an additional option to control whether or not to apply VAT to the fee.

VAT on Statements

You can then report the recorded VAT elements on statements. The following example shows the additional VAT information on a landlord statement once VAT tracking has been enabled:

landlord-statement

Improved display of overdue charges on home page

The Tenancies pane on the home page is used to show details of active tenancies. When it is set to display overdue tenancies it by default only displays details of the first overdue charge for the tenancy. We have now added a new option to make the Tenancies pane show details of all overdue charges.

The following screenshot shows how to access the options for the Tenancies pane and what is displayed when a tenancy has multiple overdue charges.

rent-next-due-charges

In this example, enabling all overdue charges shows two rows for the tenant – one for the rent due and another for the deposit.

Usability Improvements

A number of tweaks have been made to different parts of the system to make them a little easier to use:

  • When entering transactions the system now displays a warning if the auto-allocation of financial period does not find one that naturally covers the date of the transaction.
  • A number of new internet domains have been introduced so we’ve enhanced the system so we can recognize them in email addresses and links.

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News – October 2015

Improved Support for Landlord Statements

It is now possible to create and manage statements for landlords in a more intuitive manner. If your business is an agency or you are managing property on behalf of other landlords then you can now use the especially designed Landlord Statement page to create, manage and produce landlord statements showing monies due between your business and the landlords you are managing. At the core of this is an extension of the financial model to allow for separate tracking of account transactions versus regular transactions. For example, as an agency you can now:

  • Track a rent payment from a tenant to a landlord separately to the actual payment from the tenant to one of your client fund accounts.
  • Record payment of funds from your client fund accounts to the landlord in order to pass on the rent income you have collected on their behalf (less any fees and expenditure).
  • Record transfer of funds from your client fund accounts to your business accounts in order to collect the management fees you have charged.
  • Produce a statement to show your financial position with respect to a client landlord.

Enabling Account Tracking

To enable the extra features, log in, click on the Admin link at the top of the page and access your Company Profile. The Cash and Bank Accounts tab allows you to control the new features as shown in the following screenshot:

Company profile dialog

Viewing Landlord Statements

To access the new Landlord Statement functionality, from the Landlords page, click on the name of a landlord to view their statement page as shown in the following screenshot:

Landlords page

This will navigate to the statement page as shown here:

201511-landlord-statement

A few highlights:

  • The summary section at the top automatically calculates your financial position with respect to the landlord, taking into account rent income received, expenditure and fees and any payments previously made to the landlord’s accounts.
  • The landlord statement clearly separates regular transactions (rent income, expenditure, etc.) from account transactions.
  • Use the links on the left-hand side of the page to export or email landlord statements.
  • The system automatically calculates the opening balance for each statement. However, if required, opening balances can be overridden on a per-Landlord or per-statement basis.

Recording Account Transactions as part of Regular Transactions

When account tracking has been enabled you will see two new fields on the Income and Expenditure dialogs to allow specification of the source and target bank/cash accounts for the transaction as shown in the following screenshot:

Income dialog

Recording Additional Account Transactions

It is possible to explicitly record Account Transactions directly from the statement page for a landlord using the link called Record Account Transaction on the left-hand side of the landlord statement page. Examples of where this is useful:

  • Recording a payment of rent income due to a landlord (less fees and expenditure).
  • Recording a payment of management fees earned to your business.
  • Recording a transfer of funds across accounts.

The following screenshot shows the new Account Transaction Dialog:

Account transaction dialog

Learn More

For more information refer to the Landlords topic in the online help system. Alternatively you can contact us for further information.

 

News – May 2015

Tenant Archiving

It is now possible to archive tenants so they do not appear by default on the list of tenancies. You can control whether or not a tenancy record is archived using the new field on the tenancy dialog as shown here:

Tenancy Dialog
[Tip: click image to enlarge]

Archived tenancies are not included in the list of open tenancies on the home page. In addition, they are not shown by default on the tenancies page. If you do have archived tenancies then an additional control is shown at the top of the list of tenancies to also show them, as shown in the following screenshot:

Tenancies Page
[Tip: click image to enlarge]

Export to Excel for Open Tenancies on Home Page

It is now possible to download an Excel export of the list of open tenancies on the home page. See the following screenshot:

Home Page Export Tenancies to Excel
[Tip: click image to enlarge]

This will export all the tenancies displayed in the Open Tenancies list into an Excel file.

Usability Improvements

A number of tweaks have been made to different parts of the system to make them a little easier to use:

  • When recording management items, a warning is now displayed if the reminder date is not in the future.
  • When creating custom document templates, better warning messages are displayed for incorrectly specified embedded fields.
  • The tax worksheet now displays more quickly when there are a large number of records.

News – September 2014

Smarter Email Support for Documents

The document management system now includes two new improvements:

  • More intelligent defaulting of the recipient email when emailing documents – for example, when generating a document for a tenancy, the email id defaults to the tenant’s email.
  • A smarter auto-completing list of values when typing an email id.

Improvements to Properties map

The first change is that we have made a couple of tweaks to the way the map is displayed on the Properties page so it displays more quickly.

The second change is the ability to override the address used to display a property unit on the map. The following screenshot shows the new fields within the property unit dialog:

properties-map-address-override
[Tip: click image to enlarge]

Additional Improvements

  • It should now be easier to troubleshoot problems when creating or editing custom document templates.
  • Internally we have made a number of changes to the way in which we store and manage information. This should help make the system more responsive and performant.

 

News – June 2014

Improved Alerting Control

A number of changes have been made to improve the alerting capabilities. This includes:

  • More formal recognition of the different types of alerts that the system can generate.
  • Ability to control which alerts are enabled.
  • Ability to control the actions triggered by an alert, including the ability to create tasks, or generate calendar events.
  • Smarter regeneration of alerts if dates are updated.

The page for controlling alerts can be accessed from the Admin link at the top of the page. The following screenshot shows the Alert Control page:

Alert Control Page
[Tip: click image to enlarge]

A new report has been added to show which alerts have been generated over a specified date period. This makes it much easier to check which alerts were actually generated and when. The following screenshot shows the alert report:

Alert Report
[Tip: click image to enlarge]

New Alerts

Two new additional alerts have been added for two significant events associated with tenancies:

  • Tenancy End Date alert: Triggers an alert for tenancies which are approaching their end date.
  • Tenancy Contract Renewal alert: Triggers an alert for tenancies with contracts which are due for renewal.

 

News – March 2014

Smart Assistant Sharing

It is now possible to share smart assistants with other users in your organisation. A new field has been added to the bottom of the Smart Assistant pages to support this, as shown in the following screenshot:

Smart Assistant page

If the smart assistant is shared then it will appear on the home page of all users in your organisation. Otherwise it will only appear on the home page of the user that created it.

Task Sharing

It has always been possible to create share a tasks list with other users (see the Organiser help topic), but we have now enhanced the task dialog to make it easier to save a task to a shared folder. The following screenshot shows the new addition to the task dialog:

Task dialog

News – December 2013

Tenancy Contract Renewal Dates

The tenancy record has been extended to allow recording of the contract renewal date as shown in the following screenshot:

Tenancy Dialog
[Tip: click image to enlarge]

Tenancy Management Reports

Two new reports have been added to help find tenancies with significant upcoming dates:

  • Report showing upcoming tenancy end dates
  • Report showing upcoming tenancy renewal dates

Both reports allow filtering of tenancy by date criteria and property unit or portfolio. And both support export to excel. The new reports can be accessed from the Reports menu as shown in the following screenshot:

Tenancy Reports Menu
[Tip: click image to enlarge]

The following screenshot shows a sample view of the Tenancy Ending report:

Tenancy Ending Report
[Tip: click image to enlarge]

Improvements to Document Templates

It’s always been possible to create your own custom document templates. We have recently made a couple of changes to make it easier:

  • We have improved the error handling and reporting for unknown substitution variables or for syntactical errors when specifying substitution variables. This should make it a lot easier to rectify mistakes when setting up custom documents.
  • We have made a couple of tweaks to improve the performance and reliability of custom document generation.