Tenancy renewal negotiation logging

Tenancy renewal negotiations can be initiated individually or in bulk. Each stage of the negotiation process can be logged and also reported on using Power Reports.

View/initiate tenancy renewal negotiations individually or in bulk

1. Access tenancies due for renewal From the Organiser, Property Management panel: Enter the relevant number of days in the Tenancies due for renewal in section Click the Tenancies due for renewal in section to view the relevant tenancies due for renewal Hover over the panel header and click the Pop out into full results icon
2. Select tenancies and renewal manager Select the relevant tenancies In Set renewal manager choose which negotiator will be managing the renewal process for these tenancies Click Start renewal negotiations
3. Contact relevant parties & initiate renewal negotiations The options shown on the right will be automatically displayed: Choose the method for making contact with selected tenants/landlords, e.g. E-mail Click Proceed Select who to contact Click Yes to Begin renewal negotiations for selected tenancies
4. Access tenancies with initiated renewals From the Organiser, Property Management panel: The newly initiated renewals will now be displayed in the Tenancy renewal negotiations section See 4a Tenancy renewal negotiations can also be initiated individually via the tenancy screen (see 4b)	4a. accessing the Renewal Negotiation screen Click the Tenancy renewal negotiations section to view all current renewals in the Power Organiser: Hover over the panel header Click the Pop out into full results icon to view all renewals in one window, then select the relevant tenancy OR Click the Renewal link beside the relevant tenancy The Renewal Negotiation* screen will be displayed, as seen in the next section* 4b. initiating renewals individually Tenancy renewal negotiations can also be initiated individually via the tenancy screen via: Tenancy Details tab Click Add Renewal/Alteration Select Add renewal negotiation (as shown below) and click Accept OR Financial & Renewals tab Click Add renewal, alteration or fee Select Add renewal negotiation and click Accept

Logging renewal negotiations

Each stage of the renewal negotiation process should be logged in the Renewal Negotiation screen:

At any point, the Agreement tab, Renewal Notes and Tasks can be entered

1. Letters The Letters button can be used to select the template for the renewal letter When the letter has been sent to the Tenant and/or Landlord, click the Not sent link and select Sent Today’s date is used, to change this, hover over the link to display a calendar icon then click to change the date Click Save Further options are then available when clicking the links
2. References When both renewal letters are marked as Reply received, the References section can be completed
3. Agreement When references are logged as Not Needed or Received, the Agreement section can be completed
4. Terms The Terms section should be completed: grey text indicates terms carried across from the previous tenancy black text indicates an updated term for this renewal to calculate a rent increase based on a percentage, see 4a	4a. calculating a percentage rent increase Right-click over the Rent field Enter a figure in the Set from percentage increase field Rent will be automatically calculated and updated

Reporting on renewal negotiations

Tenancy renewal negotiations can be reported on using Power Reports.

For help with building Power Reports, click here

On the main menu, click Reports and select Power Reports:

1. Select report type, basic report criteria & linked record type

Select Tenancy as the report type
Tenancy criteria can be selected first, e.g. to only return tenancies for a specific property manager, select Manager and choose the required person
In the Linked Records section, select
Renewal Negotiations

If this option is currently not displayed, click Show More

2. Renewal Negotiations criteria options

Selecting Renewal Negotiations offers the following criteria to report on

The Tenancy has renewal negotiations text can be clicked, allowing it to be switched to Tenancy does not have renewal negotiations

3. Example report

This example will return:

tenancies for a specific property manager
and...
where the tenancies have renewal negotiations in progress
and...
where references are needed but are not yet completed

Tenancy renewal negotiation logging

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