To create a new PRS agreement for an asset

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

  1. Using the global search facility, type in the first few characters of the privately owned asset address 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 Asset Details. The Asset Details window is displayed for the current asset.
  4. Click on History. The History tab is activated, revealing a list of all agreements associated with the asset in the Rent summary table.
  5. Click on New Agreement 2. The Create Agreement - Select Type window is displayed.
  6. 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.
  7. Click on Next. The Create Agreement - Search Contact Group window is displayed.
  8. Enter sufficient details for the private landlord into the contact group fields provided and click on Search. The Create Agreement - Contact Group Results window is displayed, returning all possible matches.
  9. Highlight the row containing the exact record match or use Refine Search to enter alternative criteria.
  10. Click on Select Responsible. The Create Agreement - Member Details window is displayed, revealing all members of the selected group.
  11. Verify and affirm the Responsible members for the new PRS agreement using the tick boxes provided.
  12. Click on Next. The Create Agreement - Enter Agreement Detail window is displayed.
  13. Using the Account type drop-down field, select an appropriate parameter value for the PRS agreement e.g. Rental Sector Management Account, etc.
  14. 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 3.
  15. 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. 4.
  16. Use the Start notes field to add any contextual data that is relevant to the new PRS agreement.
  17. Using the Calendar drop-down field, select the calendar that reflects the required charging frequency for the new PRS agreement.
  18. Click on Next. The Create Agreement - Select Asset Charge window is displayed, ready to add flat rate management fees to the new PRS agreement.
  19. Using the Asset charge drop-down field, select the relevant flat rate management fee for the new PRS agreement 5. The associated elements of the consolidated management fee are displayed in the Charge Summary table.
  20. Click on Save. The new PRS agreement for the privately owned asset is summarised in the Agreements Details window.
  21. Click on Close.


Note

1 The search facility will return all possible matches for any corresponding address field once the Number of characters before an automatic search commences system preference is reached.

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

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

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

5 Only PRS charge elements already associated with the asset will be available for selection.


See related topics...

PRS agreement management overview

To change the start date of a PRS agreement

To create a new PRS agreement for a contact

To create an ownership episode for an asset

To define the user profile

To define a general lookup parameter value

Using the search facility