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 Choose the method for making contact with selected tenants/landlords, e.g. E-mail Click Proceed 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 Click the section to view them in the Power Organiser, see 4a Tenancy renewal negotiations can also be initiated individually via the tenancy screen (see 4b)	4a. accessing renewals Hover over the panel header and click the Pop out into full results icon to view all renewals in one window OR Click Renewal to jump straight to the renewals screen, 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 should be logged in the screen below:

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

Both areas function as usual (as seen in the tenancy screen)

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 renewals

Tenancy renewals 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 & linked record types

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
May need to click Show more if it is not displaying

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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