Notice Management screen added to tenancy (to manage end of tenancy process)

1. Initiate end of tenancy process

When a tenancy is ending:

• Click Notice Management

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• The Notice Management screen is displayed - see step 2 for more detail

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2. Complete Notice Management screen

Depending on whether the tenant or landlord has given notice, enter detail under Tenant Notice (left) or Landlord Notice (right):

• Request Received - enter the date the tenant/landlord notice request was received

• Proposed Tenancy End Date - enter the proposed tenancy end date

• Notice Reason - enter text to explain the reason for the notice from the tenant/landlord

• Notice Served to Landlord/Tenant

  • Enter the date the notice was served to the landlord/tenant

  • Attach any associated document(s) - click and drag the document over the paperclip icon
    Or click the icon and browse to the document location

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• When a Notice Served to Landlord or Notice Served to Tenant date is entered, the date and time this was last updated is logged, including the name of the person who actioned this - hovering over the field displays this information

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3. Enter information on court proceedings

• Where relevant, click Court Proceedings to expand the section and log all required detail

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4. End of tenancy process - enter Agreed Tenancy End Date

When the tenancy end date has been decided:

• Enter the agreed end date in Agreed Tenancy End Date

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• Tick End confirmed

  • A prompt will be displayed

  • Click Yes to proceed

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The end of tenancy process is then initiated, as follows:

• Select the Reason for the tenancy ending, enter Comments (where needed) and click OK

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  • For example:

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• The Notice Management screen is displayed, showing the Agreed Tenancy End Date with
  End confirmed ticked

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5. End confirmed information on tenancy

On tenancy:

• End confirmed is ticked and Tenancy end date is populated

• Hovering over End confirmed shows further information including the end of tenancy reason

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From main menu:

• Click your name/office (top left) then click Tools and select Letter Template Editor

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The Letter Template Editor toolbar will open (usually to the left of your desktop), from this toolbar:

• In section 1, select the relevant option of Create a new template, Convert an existing document or
  Edit an existing Reapit template and click Proceed

• In section 2, expand the Tenancy section

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• Expand Notice Management section - all available merge code options are displayed under this, click and drag required codes onto the Word document

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1. Notice Management fields for reporting

The highlighted fields are those which can be reported on and can also be seen in grids:

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2. Run tenancy report to include Notice Management dates

From main menu:

• Click Reports, select Power Reports and set report type to Tenancy

• A Notice Management sub-report has been added

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• Click Notice Management, then click Pick Notice Management Criteria to display the criteria options available

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Example report

• This report will return details of all current tenancies with the current Reapit user as manager that have an agreed tenancy end date (set in the Notice Management screen) in the next 10 weeks

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3. View Notice Management information in grids

The Notice Management criteria that can be reported on can also be shown in grid columns - the required columns need to be added to the grid first

From the tenancy report results grid:

• Right-click over the grid column headings and select Pick columns - select the required columns from the menu or click More (as shown below) - Notice Management options are:

  • Agreed Tenancy End Date

  • Landlord Request Received Date

  • Landlord Proposed End Date

  • Tenancy Request Received Date

  • Tenancy Proposed End Date

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The new columns are added to the far-right of the grid, click and drag to the desired position

• After making changes to the grid columns/layout, right-click over the column headings again and click Save grid layout
  If you have already saved the report criteria - to save to the default report grid for this type, select Save as default layout or, to save the grid just for this saved report, select Save grid to report

• Grid functions can be used to sort or filter the list by date:

  • To sort the list by a specific column, click the column heading

  • To filter the list by date, hover to the right of the column and click the filter icon (shown below)

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