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:

  • Ensure Block/Units is selected

  • Click

 

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

  • Each block is added with associated units underneath

  • Click the arrow icon beside the block name to collapse/expand

  • Double-click a unit to add/view detail - see step 3

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

  • Where the leaseholder is also the occupier, tick Occupier

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

  • Click  and select the relationship type from the list

5. External sale

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:

  • Sale Status: click Select and select the relevant status

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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