To create a new PRS agreement for a contact

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The procedure to create a new PRS agreement for a contact is as follows:

  1. Using the global search facility, type in the first few characters of the responsible contact for the new PRS agreement 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) 2. The Agreements tile is activated, revealing a list of all agreements associated with the contact in the Agreements summary table.
  4. Click on New Agreement 3. The Create Agreement - Select Type window is displayed.
  5. Using the Type drop-down field, select an appropriate parameter value for the PRS agreement e.g. Flat Fee Monthly Charge, Lower Band Percentage Fee, Upper Band Percentage Fee, etc.
  6. Click on Next. The Create Agreement - Select Contact Group window is displayed, revealing a list of group memberships relevant to the contact.
  7. Highlight the row containing the desired contact group for the new PRS agreement.
  8. Click on Next. The Create Agreement - Member Details window is displayed, revealing all members of the selected group.
  9. Verify and affirm the Responsible members for the new PRS agreement using the tick boxes provided.
  10. Click on Next. The Create Agreement - Enter Agreement Detail window is displayed.
  11. Using the Company drop-down field, select the company for which this PRS agreement is relevant.
  12. Using the Account type drop-down field, select an appropriate parameter value for the agreement e.g. Rental Sector Management Account, etc.
  13. Enter the Proposed start and actual Start dates for the new PRS agreement, as appropriate, using the adjacent calendar icons (), or type in the values directly (format DD/MM/YY or DD/MM/YYYY). Additionally, where the nominated PRS agreement type is configured with the Fixed Term attribute (dictating that the agreement will run for a fixed duration only), record the Fixed term end date 4.
  14. Using the Start reason drop-down field, select a parameter value to qualify the circumstances of the new PRS agreement e.g. New Private Rental Contract, etc. 5.
  15. Use the Start notes field to add any contextual data that is relevant to the new PRS agreement.
  16. Using the Calendar drop-down field, select the calendar that reflects the required charging frequency for the new PRS agreement.
  17. Click on Next. The Create Agreement - Search Asset Address window is displayed, revealing all asset records that have been mapped to a 'PRS' ownership category.
  18. To choose a subset of assets covered by the PRS agreement: (a) Click on the nested expansion level pointer icons () to reveal individual asset records within the overall hierarchy along with their associated management charge components - activate the tick box against one or more fees relevant to the PRS agreement 6; (b) Click on Add to transfer the chosen subset to the right ('required') pane, or Add All to transfer all displayed records, irrespective of tick box status 7; (c) Click on Select - The chosen asset subset and applicable fees are mapped to the PRS agreement.
  19. With the Create Agreement - Select Asset Charge window in current focus, use the Asset charge drop-down field to nominate additional asset-based charges pertinent to the PRS agreement.
  20. Click on Save. The new PRS agreement for the private landlord is summarised in the Agreements Details window.
  21. Click on Close.


Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 A PRS agreement can coexist alongside a current tenancy agreement, provided the asset's ownership category has first been set to PRS.

4 Only responsible contacts with a recorded effective end date after the fixed term end date can be linked to the agreement; a warning message will be displayed to report any conflicts and the end user must revise the dates accordingly.

5 These custom values can be populated by the end user via the general lookup parameter entitled PRS Start Reasons.

6 The returned results can be refined further by entering a component of the asset address into the dynamic search field provided.

7 In the same way, use the options Remove and Remove All in conjunction with the associated tick box fields to transfer asset records out of the right ('required') pane.


See related topics...

PRS agreement management overview

To change the start date of a PRS agreement

To create a new PRS agreement for an asset

To create an ownership episode for an asset

To define the user profile

To define a general lookup parameter value

Using the search facility