Adding blocks & units

This guide has been reviewed against our global client base and classed as relevant to all regions

This page outlines how to add blocks and units onto an estate, including how to link the unit to a property being let/sold by you

1. Access add blocks/units screen

At the bottom left of the estate record:

2. Create blocks and units

Number of units to create - enter number
Starting at number - enter unit number to start at
Name/address format - select to enter Unit name or Full address then enter
Block - select block from drop down menu or type block name
Click Accept and click Yes to proceed

The blocks will be added on screen with the units shown underneath (see 2a)

Continue adding blocks & units as required

2a. Blocks and units added

3. Enter unit detail - invoice settings, plus adding leaseholder and occupier details

Double-click a unit to add/view detail
Clicking the Name link allows the full address to be used, instead of just the unit number
In Invoicing, ensure that this is set correctly (Monthly, Quarterly, Half Yearly, Yearly or Custom) and also tick Include VAT, where applicable
In Send by, set up how the leaseholder wishes to receive their invoice (Post or E-mail, or Not Sent)
In the Leaseholder panel, click Select
Need to search existing contacts/companies before adding new

3a. Notes on searching:

Select whether to search for Companies or Individuals
Use the Surname/Code field to search for the leaseholder by name
OR the Telephone / E-mail field to search using contact details, click Search
If found, double-click to add the company/contact record to the estate
If not found, click Add to add a new leaseholder company/contact record

Click the link beside Bank (where allowed)
- Add the leaseholder's bank details & click Save

If the occupier is different to the leaseholder:

In the Occupier section, click Select
Need to search existing contacts/companies before adding new - see 3a above for notes

Once added, the selected leaseholder and occupier will be shown on screen (see step 4)

Clicking the name allows you to view their contact/company record

To clear the leaseholder/occupier, right-click over their name and select Clear

4. Add additional contacts

The Relationships panel allows additional contact details to be stored for this unit

For more information on adding additional contacts/relationships, click here

5. External sale

If the property is being sold internally, see step 6

The Property Management / Sale panel allows you to add details of how the unit is currently being let/sold

Ensure External is selected
Agent: click Select, search Estate Agent company records and add to the record

For properties being sold:

6. Internal sale

Where the current unit is being let or sold by you, a property record may already exist for this unit and can be linked to the unit

From Property Management / Sale panel:

Click Internal
The Search Properties window is displayed
Depending on whether the property is being sold or let, select Sales or Lettings (top left of search screen)
The first line of the address is already entered
Use the vendor/landlord fields and/or the filter options at the left of the search screen to narrow the search, then click Search
When found, double-click the property to add to the unit record
If not found, a new property record can be added by clicking Add
Property details and current status are shown in the panel
- A link to the property record is also available - see 6a

6a. Link to property record

Click the link beside Property (shown in step 6) to view the property record
The Relationships panel should also contain a link to the estate unit record
If not, click & choose to add Estate unit link
Click Exit button (top right) to return to unit record

7. Charges

In the example shown on this page, charges have not yet been added for this estate (bottom left of screen)

Once added, they are displayed like this:
For information on adding charges and apportioning charges, click here

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