RECORDS

DEMANDS to tenants

transactions

statements

management accounts

service charge

diary

miscellaneous

archive printouts

security / technical

publish to web

global options

RECORDS: CASHBOOK 

1. Contact details 

2. Bank account details 

3. Client portfolio listing 

4. Free-form notes 

5. Cashbook ledger 

   1. A cashbook ledger showing all transactions and a running balance for the cashbook.  

 

RECORDS: CLIENT: MAIN RECORD 

1. Contact details 

   1. Name, address and contact details 

2. Property portfolio listing 

3. Balances  

   1. Client account summary 

   2. Summary of client income, expenditure and a balance  

   3. Automatic balance adjustment for tenant monies clearing through the bank  

   4. Automatic balance adjustment for commission not yet taken  

   5. Subtract commission on a percentage or flat fee basis 

   6. Insurance account summary 

4. Management details 

   1. Rent commission percentage 

   2. Rent commission flat fee  

   3. Option to calculate commission on Vat  

   4. Option to calculate or deduct commission 

   5. Choice of headed paper to print on demands and statements 

5. Statement details  

   1. Choice of statement routine  

   2. Record the statement due date 

   3. Client payment method and details d. Automated cheque or BACS 

   4. Enter an alternative statement address 

6. Client reserves 

   1. Reserve all or stated amount under various headings 

   2. Can also do this directly on the statements to clients screen  

7. Client Bank details  

8. Client Tax details  

9. Web access hot link 

   1. Each client has an ID and password 

 

RECORDS: CLIENT: TAB SHEETS

1. Client income listing 

2. Client expenditure listing  

   1. Paid expenditure  

   2. Pending expenditure 

   3. Can delete a pending invoice  

3. Tenant transactions listing 

4. Tenant paid listing 

5. Client ledger 

   1. A cashbook ledger showing all transactions and a running balance for the client.  

6. Demand information 

   1. Prefix, number and suffix 

   2. Section 166 

   3. Demand message 

7. External files 

   1. Document links 

8. Client group 

   1. Multiple client syndicates/family trusts 

9. Additional notes 

   1. Message to client to print on statement 

10. Miscellaneous  

 

RECORDS: CLIENT: MISCELLANEOUS 

1. Exporting. 

   1. Export client details to Microsoft excel 

2. Printing 

   1. Tenancy schedule 

   2. Print tenancy schedule tenants by reference number 

3. Owner settings 

1. 1. Prints owner instead of client 

 

RECORDS: PROPERTY: MAIN RECORD 

1. Contact details 

1. 1. Name, address and contact details 

2. Tenant portfolio listing 

3. Balances 

   1. Service charge account summary 

      •     Summary of property income, expenditure and balance

      •     Automatic balance adjustment for tenant monies clearing through bank

   2. Sinking fund account summary 

      •     Summary of property income, expenditure and balance

      •     Automatic balance adjustment for tenant monies clearing through bank

   3. Balances summary 

4. Insurance details 

   1. Details of amounts insured 

   2. Insurance broker details 

   3. Automatic diary reminder for insurance renewal date. 

5. Management details 

   1. Rent commission percentage 

   2. Record if the property is opted for Vat or not 

6. Service charge year end 

   1. Choice of year end accounts showing Gross or Nett of Vat figures 

   2. Service Charge year end date 

   3. Option for complex or basic tenant liabilities 

   4. Automatically recharge tenant balances after producing service charge year end accounts 

   5. Choice of dates to show on the demands 

7. Service charge budgeting 

   1. Details of how the service charge should be charged to the tenants. 

   2. Due date, end date, description, commission, interest and vat. 

 

RECORDS: PROPERTY: TAB SHEETS 

1. Property expenditure listing 

   1. Paid expenditure 

   2. Edit the date span or schedule of a transaction after posting  

   3. Pending expenditure 

   4. Can delete a pending invoice  

2. Tenant transactions listing 

3. Tenant paid listing 

4. Property ledger 

   1. A cashbook ledger showing all transactions and a running balance for the property.  

5. Property specification 

6. Commercial specification 

7. Residential specification 

8. Demand information 

   1. Enter your own demand message 

9. External files 

   1. Document links 

10. Miscellaneous tab 

11. Property notes 

12. Image links 

13. Contractors 

    1. Enter details of preferred contractors 

 

RECORDS: PROPERTY: MISCELLANEOUS 

1. Exporting 

   1. Export property details to Microsoft excel 

2. Printing 

1. 1. Tenancy schedule 

 

RECORDS: TENANT: MAIN RECORD 

1. Contact details  

   1. Contact name, address and contact details 

   2. Demand address 

2. Lease details  

   1. Beginning date  

   2. Lease duration  

   3. Lease expiry date 

   4. Option for lease to expire the day before 

   5. Reviews frequency 

   6. Next review date 

   7. Breaks frequency 

   8. Next break date 

   9. Type of break – Mutual/Landlord/Tenant 

   10. Inside/outside LL act - automatically adjusts the tenant charges accordingly 

   11. FRI/IRI 

   12. Time is of the essence 

   13. Diarying options 

3. Decorations  

   1. Internal/external decorations frequency 

   2. Next decorations dates 

4. Payment details  

   1. Annual rent 

   2. Period rent 

   3. Payable frequency  

   4. Demand frequency 

   5. Payment method details – tracks tenant income through the bank clearance period 

5. Interest provisions  

   1. Calculation of interest on arrears or late payment 

   2. Option for daily compounded interest 

   3. Option for days grace to be chargeable or non-chargeable in interest calculations 

   4. Enter a don't collect below limit 

   5. Alternative interest provisions 

6. Management details  

   1. Record if a tenant is vatted – this will automatically default the charges tab as appropriate 

   2. Rent commission percentage 

   3. Service charge liability percentage, cap/ceiling or flat rate 

   4. Tenant status – current/disputed 

   5. Assign a surveyor to the tenant 

7. Letting details  

   1. Letting type - Residential or commercial diary entries 

   2. Options for owners and occupiers 

      • Record leases on occupied, tenanted and sub-tenanted premises 

      • Record leases for superior or head landlord interests 

8. Arrears details 

   1. Select if the tenant should receive arrears letters 

 

RECORDS: TENANT: CHARGES TAB 

1. Automatic calculation of rent and rent without prejudice charges 

2. Various charge descriptions 

   1. Rent charges 

   2. Ground rent charges 

   3. Service charge charges 

   4. Insurance charges 

   5. Management Charges 

   6. Landlord service charge charges 

   7. Vat only charges 

   8. Deposit charges 

   9. Free-form charges  

3. Various charging periods 

   1. Various charge frequencies in advance 

   2. Various charge frequencies in arrears 

   3. Various charge frequencies including traditional, modern and Scottish 

4. Automatic calculation of apportionments 

5. Option to charge commission 

   1. Option to default field to Yes/No 

   2. Enter a commission percentage per charge 

6. Option to charge interest 

   1. Option to default field to Yes/No 

   2. Option to set up alternative interest provisions 

7. Option to charge Vat 

   1. Option to default field to Yes/No 

   2. Vat only charges 

   3. 5 and 8% for utility bills 

   4. 21% for Irish Vat 

   5. Field is automatically defaulted if the tenant vatted field is filled in 

8. Tenant charges changes report 

 

RECORDS: TENANT: INCOME TAB 

1. Tenant payment receipt 

   1. Payment receipt message 

   2. Payment receipt numbers 

   3. Automatic payment receipt when posting tenant income 

   4. Option to remove the Vat column 

 

RECORDS: TENANT: OTHER TABS 

1. Demand tab  

   1. Details all charges demanded on the most recent demand 

2. Account tab  

   1. Demanded, due, paid and arrears 

3. Statistics tab  

   1. Statistics regarding the tenants account 

   2. Display the tenant suspense amount 

   3. Running tally of interest due on arrears 

4. Tenant ledger 

   1. A cashbook ledger showing all charges and transactions with a running balance.  

5. Commercial specification 

   1. Choice of basic or extensive content 

   2. Options for owners and occupiers 

6. Residential specification 

7. Property specification 

8. Demand information 

   1. Choice of demand style 

   2. Option to default demand style 

   3. Choice of demand title 

   4. Option to default demand title 

   5. Select per tenant if you would like minus charges to be printed as a minus amount on the demand or  as a separate a credit note

   6. Choose to display any overpayment amount held on the demand 

   7. Option to print the landlords name and Vat number on demands 

   8. Option to print the landlords name, address and Vat number on demands 

   9. Option to print demands or just generate the charges 

   10. Extra demand address 

   11. Alternative demand location 

9. Tenant owner specification 

   1. Information for owner occupiers 

   2. Enables you to print a payment schedule and take advantage of all the other owner occupier options 

   3. Record the type of lease 

   4. Record leases on occupied, tenanted and sub-tenanted premises 

   5. Record leases for superior or head landlord interests 

10. Tenant notes 

    1. Notes section to appear with tenancy schedule 

    2. Notes section to appear on demand 

    3. Extra notes screens - demand message 

11. Meter readings  

12. Miscellaneous tab 

13. Image links 

14. Tenant suspense audit trail  

15. Alternative interest provisions 

16. External files 

    1. Document links 

 

RECORDS: SUPPLIER: MAIN RECORD 

1. Name, address and contact details 

2. Account number 

3. Terms (e.g. 30/60/90 days) 

4. Bank details – for automatic cheque writing and/or BACS exporting 

5. Free-form notes – prints on supplier summary 

 

RECORDS: SUPPLIER: TAB SHEETS 

1. Expenditure tab 

2. Pending expenditure tab 

3. Details of preferred contractors 

4. Exporting 

   1. Export supplier details to Microsoft excel 

 

RECORDS: ALL 

1. Global 

2. Resize / maximise screens 

3. Exporting 

   1. Export all records to Microsoft excel 

4. Hot links 

   1. Expand/collapse all 

5. Navigation 

   1. Navigator pick list in view and edit mode 

   2. Navigate both ways through the record hierarchy 

 

GRIDS: ALL 

1. Right click options 

   1. Export to Microsoft excel 

   2. Display in Microsoft office style 

   3. Sorting/filtering functions 

   4. Field chooser 

   5. Print options 

2. Transaction tabs 

   1. Sorting/filtering functions 

   2. Field chooser – numerous fields available to drop onto the grid and design your own report 

   3. Automatic archiving – right click to access historical information 

 

DEMANDS TO TENANTS: LAYOUT 

1. Print stationery 

   1. Choose which stationery to print on the client record 

2. Choice of demand title 

3. Choose to print the landlord details 

   1. Clients name and Vat number 

   2. Clients name and address and Vat number 

4. Demand remittance 

   1. Height of remittance slip 45mm 

   2. Height of remittance slip 25mm 

   3. Remittance to include tenant name, unit number and property name 

5. Alternative billing address 

6. Tenant message 

   1. Prints the last box of the tenant notes tab 

   2. Demand message bold 

   3. Client, property, tenant demand message 

   4. Global messages 

7. Referencing & Numbering 

   1. User references 

   2. Global numbering - automated  

   3. Global numbering - user specified 

   4. Option not to reset the numbers every quarter after closedown. 

   5. Numbering by client – choose a different numbering system per client. 

   6. Tenant reference on demands 

   7. Tenant reference on remittance 

   8. Property reference on demands 

8. Print extended tenant location 

9. Choose to display any overpayment amount held 

10. Print accompanying tenant account printout. 

11. Demand summary 

 

DEMANDS TO TENANTS: VAT 

1. Show the clients Vat number 

2. Show the users Vat number as well 

3. Print the Vat number next to the date 

4. Vat amounts suppressed for arrears, a gross amount is printed instead 

5. Show new Vat in a separate box on the demand 

6. Vat itemised and Vat summary 

7. Remove the Vat column 

8. Print the users Vat number next to the date and ref number 

9. Proforma invoices – prints not a Vat invoice below the title 

10. Demand gross column - Extra column showing the nett plus Vat 

 

DEMANDS TO TENANTS: INTEREST 

1. Interest charges calculation printout 

2. Option to charge interest from a different date (i.e. date of demand/date added to demand) 

3. Option to show arrears interest  along with other arrears. Current interest is shown as a breakdown at the end.

4. Option not to generate further interest on interest arrears 

 

DEMANDS TO TENANTS: ARREARS 

1. Subtotals for arrears and current charges 

2. Suppress arrears from demands 

3. Option to print a separate statement of tenant arrears 

 

DEMANDS TO TENANTS: CREDIT NOTES 

1. Select per tenant if you would like minus charges to be printed as a minus amount on the demand or as a separate a credit note 

2. Automated numbering 

   1. Sequential numbers independant to demands 

   2. Sequential numbers to follow on from demands 

 

DEMANDS TO TENANTS: PRINTING 

1. Select to print all, by client, property, tenant or unsent 

2. Print multiple copies 

3. Suppress automatic printing (with override facility) 

4. Suppress printing of null demands (with override facility) 

5. Reprint invoices 

6. Print all or selected charges only 

 

DEMANDS TO TENANTS: MISCELLANEOUS 

1. Occupier payable schedule  

   1. Show rents and all charges both payable and receivable 

   2. Automatically create a client expenditure for the schedule amount 

2. Meter Readings 

   1. Calculation of meter reading charges 

   2. Meter reading charges report 

   3. Meter reading invoice 

   4. Service Charge direct recovery - when recharging meter readings it offsets against service charge expenditure at the year end 

3. Section 166 reform act 

   1. Prints for ground rent tenants only 

   2. Multiple section 166 - Prints a section 166 for every ground rent on the demand. The default is to print one for the first ground rent found. 

   3. Section 166 notice for landlords 

4. Demand editor 

 

TRANSACTIONS: INCOME AGAINST A TENANT  

1. Payment method 

2. Automatic balance adjustment for tenant monies clearing through bank 

3. Right click in amount field for prompted full payment 

4. Automatic tenant suspense account for unallocated or over payment 

 

TRANSACTIONS: INCOME AGAINST A TENANT: PAYMENT RECEIPTS 

1. Automatic printing of payment receipts for vatted tenants 

2. Global message hard coded in 

 

TRANSACTIONS: INCOME AGAINST A CLIENT 

1. Insurance {I} - Enters income into the insurance agency 

2. Service Charge {SC} - Funds received from client to contribute to service charge 

3. Management {M} - Enters income into the management account 

4. Other? - Free-form user description 

 

TRANSACTIONS: SUPPLIERS DAYBOOK 

1. Log client or service charge expenditure before paying 

2. Part pay or full pay an invoice 

3. Can delete a pending invoice  

 

TRANSACTIONS: CLIENT EXPENDITURE 

1. Cheque to Landlord - Interim payments to landlord 

2. Cheque with Statement – Payments to landlord 

3. Insurance {I} - Enters income into the insurance agency 

4. Service Charge {SC} - Transfers funds from the client account to contribute to service charge 

5. Management {M} - Transfers funds from client account to the management account 

6. Other? - Free-form user description 

7. Repairs and Maintenance 

8. Customised descriptions 

 

TRANSACTIONS: SERVICE CHARGE EXPENDITURE 

1. Various expenditure descriptions 

2. Customised descriptions 

3. Management {M} - Transfers funds from service charge account to the management account 

4. Other? - Free-form user description 

5. Refund to tenant – Return overpayments to tenants 

6. Refund to client – Return client funding to the client 

7. Opening balance – Enters an opening balance into the property account 

8. Tenant balance – Adjust the service charge year end reconciliation 

9. Income descriptions - Allows you to enter income into the service charge account 

10. Date range for automated prepayments and accruals 

11. Assign expenditure to a schedule 

12. Split expenditure over several schedules 

 

TRANSACTIONS: SINKING FUND EXPENDITURE 

1. INC – Sinking fund - Enters income into the sinking fund account 

2. Sinking fund other? - Free-form user description 

3. Sinking fund transfer (SF-SC) – Transfers funds from sinking fund account to service charge account 

 

TRANSACTIONS: GHOSTED SERVICE CHARGE EXPENDITURE  

1. Record details of service charge paid to client 

2. Record details of service charge expenditure paid by the client directly 

3. Reconcile the service charge accounts 

 

TRANSACTIONS: MANAGEMENT ACCOUNTS 

1. Management commission - Transfer management commission to general/office account 

   1. Right click in amount field for prompted full payment 

2. Insurance agency - Payments to and refunds from insurers 

3. Insurance a/c payment 

4. Insurance a/c refund 

5. Insurance a/c commission 

 

TRANSACTIONS: ALL TRANSACTION SCREENS  

1. Automated BACs run 

2. Automated cheques 

3. Option to show invoice number and invoice date on client statements 

4. Only allow expenditure up to balance amount  

5. Supplier payment check - check that the supplier can be paid by the method specified 

6. Duplicate invoice warning - check the invoice date, number, and supplier on the client/property you are using. 

7. Batch numbers for income 

8. Navigator wizards 

9. Required fields are highlighted 

   1. Visual prompt when all required fields are filled in 

 

TRANSACTIONS: BATCH LIST 

1. Automatic daily batching lists 

 

STATEMENTS TO CLIENTS: LAYOUT 

1. Select statement format 

   1. Portrait rent only 

   2. Portrait rent and service charge 

   3. Landscape rent only  

   4. Landscape rent and service charge 

2. Subtotals for tenants on landscape statements 

3. Unit and name of tenant to appear on 2 lines 

4. Option not to print the users Vat number on statements 

5. Automatically print the users letterhead on statements 

   1. Switch to continuation paper after first page 

   2. Letterhead on the first and invoice page of the statement 

6. Client message 

   1. Enter on the client record 

   2. Global message hard coded in 

7. Option to enter an alternative statement address  

8. Option to enter a heading and sub-heading on the cover page 

9. Rents with same period and amount grouped together on statements 

10. Service charge with same period and amount grouped together on statements 

11. Detailed statements – No grouping of charges together 

12. Very detailed statements - No grouping of charges together and show the date of the charge  

13. Breakdown of all payments on account made to the client 

14. Multiple client syndicates/family trusts 

    1. Automatically divides the payment between the client syndicate according to percentages previously entered 

    2. Prints a statement to each member of the client syndicate/family trust 

 

STATEMENTS TO CLIENTS: RESERVES 

1. Enter on the client record 

2. Prompt at statement time 

3. Enter on the Statement screen 

4. Reserve the whole amount 

 

STATEMENTS TO CLIENTS: ACCOUNTING  

1. Payment to client 

   1. Automatically post a payment to the client, when printing the statement 

   2. Automatically enter a payment in the cheque or BACS run when printing the statement 

2. Accounting routines 

   1. Quarterly or monthly statement routines - choice on client record 

   2. Ad-hoc or interim statements 

   3. Statement user cut off dates - allows user to specify various advanced cut off dates 

   4. Monthly statements -  call in by charge date

   5. Uncleared funds - Automatic exclusion of tenant monies clearing through bank 

 

STATEMENTS TO CLIENTS: VAT 

1. Vat summary report 

2. Remove the Vat column 

 

STATEMENTS TO CLIENTS: COMMISSION 

1. Commission options 

   1. No automatic commission – doesn't deduct the calculated amount of commission 

   2. On a per client basis select to deduct or display the commission on the statement 

   3. Statement invoice – produce an invoice for automatic commission 

   4. Option to enter your own invoice number 

   5. Option for client reference to print on the invoice 

2. Commission rate 

   1. Commission to be charged to client or tenant 

   2. Off-set amount receivable direct from tenants 

   3. Flat fee 

   4. Choice of commission to be taken on Vat 

3. Commission reports 

   1. Itemised commission statements - Prints itemised commission on the invoice page of the statement by tenant 

   2. Commission analysis - Commission report printed with a statement by property 

 

STATEMENTS TO CLIENTS: MISCELLANEOUS 

1. Payment report – Option for property occupiers 

2. Statement password – Option to make printing statements password controlled 

3. Client cash analysis report 

 

STATEMENTS TO TENANTS 

1. Statement of rent account 

2. Resets after printing  

 

MANAGEMENT ACCOUNTS: STATISTICS 

1. Company statistics 

2. Choice of client or total statistics 

3. Portfolio numbers and rent roll 

4. Estimated commission and management commission account summary 

5. Total tenant arrears 

6. Insurance agency summary 

 

MANAGEMENT ACCOUNTS: INTEREST REPORT 

1. On-screen summary 

2. Printout with amount of interest and indicating if amount will be applied 

3. Whole portfolio, per client, property or tenant 

 

MANAGEMENT ACCOUNTS: ARREARS REPORT 

1. Whole portfolio, per client, property or tenant 

2. Property name and location to appear on arrears screen 

3. On-screen summary 

4. Arrears filters 

   1. Letting type, Payable, Surveyor, Payment method and Scottish quarters 

5. Arrears letters 

   1. Residential letter 

   2. Owners letter 

   3. Customised templates 

   4. Can choose what set of arrears letters to use at tenant level 

   5. Global messages 

   6. Export facility of arrears letters 

   7. Select per tenant if arrears letters should be printed 

6. Summary report - shows which letters have been sent 

7. Arrears letters archive 

8. Printout with contact details and last payment details 

   1. Itemised printout 

9. Bar chart of aged debt 

10. Quick link to tenant account 

 

MANAGEMENT ACCOUNTS: PRINT CASHBOOKS 

1. Reconciliation 

   1. Choice of reconciliation date 

   2. Automated adjustment of unpresented amounts 

   3. Listing of unpresented items 

   4. Income cashbook 

   5. Tenant income batching 

   6. Automatic daily batching and user selectable batch lists 

   7. Expenditure cashbook 

   8. Supplier invoice batching 

2. Balances only 

   1. Client, service charge, tenant suspense, deposit, insurance and management 

3. Batching list 

 

MANAGEMENT ACCOUNTS: PRINT AUDIT TRAIL 

1. Income and expenditure listings 

2. Audit trail entries of nett, Vat and total 

3. Includes internal transfers 

4. Includes opening balances 

5. Audit trail subtotals 

6. Prints narrative 

 

MANAGEMENT ACCOUNTS: PRINT SERVICE CHARGE REPORTS 

1. Expenditure report only 

2. Cashbook listing 

3. Analysis by cost centre heading 

 

MANAGEMENT ACCOUNTS: EXPORT CASHBOOK AND AUDIT TRAIL 

1. Allows you to export information to Microsoft excel 

 

MANAGEMENT ACCOUNTS: AUTOMATED CHEQUE RUN 

1. Cheque writing report summary and total 

2. Supplier remittance advice and cheque 

3. Can have for remittances only 

4. Option not to summarise the remittance on the cheque 

5. Option to show the property name for client expenditure on cheque remittance 

6. Option not to print any invoice information when printing a cheque 

7. Can print to a dedicated cheque writing printer or your usual printer 

 

MANAGEMENT ACCOUNTS: AUTOMATED BACS EXPORTING 

1. BACS report summary and total 

2. Supplier remittance advice 

3. Export file for import into bank package 

4. Can have for remittances only 

5. Enter a batch number for each BACS export – will follow through to the cashbook reconciliation 

6. Various banks available 

 

MANAGEMENT ACCOUNTS: SAGE EXPORTING 

1. Add your nominal codes 

2. Link nominal codes to various places within the system 

3. Export tenant and suppliers to sage 

4. Export transactions 

   1. Demanded information 

   2. Income information 

   3. Property expenditure 

   4. Client expenditure 

5. Option to remove demanded items from the system once exported 

 

MANAGEMENT ACCOUNTS: DYNAMICS EXPORTING 

1. Export information to Dynamics 

2. Option to remove demanded items from the system once exported 

 

SERVICE CHARGE ACCOUNTING: SERVICE CHARGE RECONCILIATION 

1. Mini year end 

   1. Just prints the cashbook and audit trail and does not update the system 

2. Tenant reconciliation 

   1. Summary of expenditure 

   2. Individual liability and on account amounts and a year end balance 

   3. Option to display service charge balances in hand as a minus amount instead of a plus 

   4. Option not to display a count of the items of expenditure 

   5. Detailed plan printouts - different percentages for each cost centre 

3. Client reconciliation 

   1. Summary of expenditure 

   2. Client liability, contributions made and a year end balance 

4. Income report 

   1. Demanded, paid and arrears per tenant 

5. Expenditure listing 

   1. Cashbook 

   2. Audit trail 

   3. Option to show transaction date and not first date of date span 

6. Extra reconciliation printouts for schedules 

   1. Summary - Details expenditure entered under each schedule for the whole property 

   2. Apportionment - Details how expenditure for each schedule has been apportioned amongst the tenants 

   3. Itemised - Details expenditure entered under each schedule in audit trail format 

7. Additional year end report showing the cashbook printed in date order with subtotals per month 

8. Accounting options 

   1. Vat or non-Vat properties 

   2. Inclusion of expenditure paid after year end 

   3. Automated adjustment for prepayments and accruals 

   4. Automated year end balancing charges to be debited or credited to tenants 

   5. Automatic balancing charges for whole portfolio or selective on property record 

   6. Option for service charge interest paid by tenants to go to the client 

 

SERVICE CHARGE ACCOUNTING: PLANNED SERVICE CHARGE  

1. Complex service charge 

   1. Per tenant percentage liability for each cost centre heading 

   2. Per tenant percentage liability for each operating schedule 

2. Change of occupancy 

 

SERVICE CHARGE ACCOUNTING: DIRECT RECHARGE 

1. Configure recharge plans 

2. Recharge an expenditure 

   1. Recharge pick frequency 

   2. Print recharge report to show amount recovered 

 

SERVICE CHARGE ACCOUNTING: BUDGETING 

1. Create a budget 

   1. Increase/decrease on all, some or individual cost centres and/or operating schedules 

   2. Increase/decrease on whole or part year, or individual month 

   3. Increase/decrease by percentage or amount 

   4. Apply amount in previous ratio or evenly through selected period 

2. Apply a budget 

   1. Automatically apply budget to tenants as service charge on account 

   2. Statement of budgeted expenditure 

   3. Statement of anticipated expenditure 

 

SERVICE CHARGE ACCOUNTING: SINKING FUNDS 

1. Sinking funds and major works collections in same or separate account 

 

SERVICE CHARGE ACCOUNTING: GHOSTED SERVICE CHARGE 

1. Record details of service charge paid to client 

2. Record details of service charge expenditure paid by the client directly 

3. Reconcile the service charge accounts 

 

DIARY: VIEW/PRINT ENTRIES 

1. Advanced filtering options 

   1. User selectable date range 

   2. By diary filter (reviews, decorations, etc) 

   3. By client, property, tenant or surveyor 

   4. By user entries for property and tenant 

2. Print diary alarms 

   1. Can print /delete diary entries at start up 

   2. Can edit diary alarms in view & print 

 

DIARY: ADD YOUR OWN ENTRIES 

1. By property, tenant and general 

2. Option for on-screen alarm 

3. Suitable for event/telephone call logging 

4. Suitable for tracking planned and incidental repairs and maintenance 

 

DIARY: SYSTEM GENERATED ENTRIES 

1. Inspections 

   1. Every 6 months after the start of the lease 

2. Dilapidations 

   1. 3 months prior to expiry 

3. Notice to quit 

   1. 2 months & 1 week prior to expiry 

4. Rent reviews 

5. Lease expiries 

6. Triggered reminders on rent reviews & lease expiries 

   1. 9 month reminders 

   2. 6 month reminders 

   3. 12 month reminders 

   4. 3 months 

7. Apply for rent registration – Only for residential registered rent tenants 

8. Insurance renewal 

   1. 1 month before insurance expiry 

   2. 3 months before insurance expiry 

9. Reminder to print the diary on the first of the month 

10. Appliance inspections 

11. Decoration dates 

12. Break clauses 

13. Persistent alarms 

14. Automatic diarying of commercial or residential entries as appropriate. 

15. Customised diary alarms e.g. 

    1. Print demands 

    2. Print statements 

 

DIARY: DELETE ENTRIES 

1. Delete entries when viewing the diary 

 

BACKUP YOUR DATA 

 

MISCELLANEOUS: SETUP 

1. Alter interest rates 

   1. Interest rate (base rate) log 

2. Alter Password 

3. Preferences 

4. Printer settings 

 

MISCELLANEOUS: CORRECTIONS 

1. Undelete a record 

2. Automatic transaction reversals 

3. Demand editor 

   1. Lock demand editor - Charges cannot be zeroed if they have appeared on a statement 

4. Reverse demand editor 

 

MISCELLANEOUS: SUPPLIERS 

1. Print unpaid suppliers 

2. Supplier summary 

   1. a. Prints the notes entered on the supplier record 

3. Supplier job sheet 

 

MISCELLANEOUS: PRINT RECORDS 

1. By client, property or tenant 

2. Can print main record and all of the tab sheets 

3. Tenancy schedule 

   1. Schedule 1 - abbreviated format, with notes 

   2. Schedule 2 – detailed 

   3. When printed at client level, pick properties to be included 

 

MISCELLANEOUS: OTHER 

1. Report writer  

   1. Design your own reports 

2. Surveyors list 

3. User log 

   1. Follows through to arrears letters & diary 

4. Maintain contract descriptions 

5. Details the payment method selected for all tenants  

 

ARCHIVE PRINTOUTS 

1. Demands to Tenants 

   1. Interest charges calculation printout 

   2. Meter reading charges report 

2. Statements to Clients 

   1. Commission invoice 

   2. Service charge report 

3. Supplier order/instructions job sheet 

4. Arrears letters 

5. Service charge reconciliation 

6. Tenant statements of account 

7. Cashbook reconciliation 

 

SECURITY/TECHNICAL 

1. Multiple level passwords 

2. Fault tolerance 

3. Integrity checks 

4. Network security 

5. Publish to Web security 

6. Cache open files 

7. Use ident in metering 

8. System integrity 

9. Display warning of users not exiting the system correctly 

 

PUBLISH TO WEB 

1. Specify per client, whole, partial or no access 

2. Specify email address for client access alert 

3. Interactive transactions listing 

4. Arrears report 

5. Tenancy schedule 

6. Options for client's whole portfolio or per property 

7. Advanced options available 

8. Aged debtors 

 

GLOBAL/MISCELLANEOUS OPTIONS 

1. Navigator pick list 

   1. Index by reference - use the reference of a record to find it in a pick list 

   2. Default the sorting by name or reference 

   3. Show property name and tenant location in the pick list 

2. Interest receivable 

3. Option to insert commas into large amount fields 

4. Option to choose to account in Euros 

5. Order tenants by unit number in records and reports