Tenancy Manager Landlord and Agent editions

Thank you for using tenancy manager. This is a quick guide to get you up and running with the software.

First Screen - Main Menu

Step 1 - Select Owner / Agent details

Step 2 - Enter Owner / Agent details

After entering, the Tenancy Manager logo will always return to main menu

Step 3 - Add a property

Click Add Property against the appropriate Landlord / Owner (agents can have unlimited landlords)

Enter property details - Optionally add the date of the last gas safety check (if required)

Go Back to main menu

Step 4 - Add a tenant by selecting Add new tenant

Click Add new tenant next to the appropriate property

Enter details as appropriate - use the tabs as necessary and enter any rental payments if required.

Hint* If entering long standing tenants, you could just enter the last couple of payments and one large payment to make up the difference and keep the amount owing correct. This would save typing every payment into the system

Notice how the amount the tenant owes is shown. If it doesnʼt, hit enter or click somewhere blank on the screen to save the record

The main screen probably most used is the Quick find tenant screen

Here you can sort records by name, street etc. and show present tenants only, present tenants with arrears, invoices outstanding and you can select which tenants to write to. You can also quick add rents.

Advanced functions

Write to a tenant

Gas safety check report

Add a tenant invoice

Browse Rentals

Advanced Find

Add a logo and / or address to letters

Browsing Records

To write to a tenant, go to quick find tenant and select which tenants by choosing Yes or No. (Choose all Yes or No by using the All Yes or No buttons). Then click the Proceed to write to tenant button

Next, select the appropriate letter / tenancy agreement etc. or alternatively export the selected records for use in a word or open office mail merge document of your own choosing

Write to a tenant

Select print to print the letter for all the selected tenants

Gas Safety ReportSelect Quick find gas safety due from main menu

All gas safety checks due within the next 30 days are shown. You can click the write to tenants button. You may also quick add any reports that have been done to remove them from the list

Adding a Tenant InvoiceTo add a tenant invoice you can either use Quick add tenant invoice from Main menu, or add an invoice from the invoices tab of the tenant details page.

Select the create invoice button next to the appropriate tenant

Enter details of invoice and amount. Optionally, enter any payments made by the tenant

The invoice and balance owing will be shown in quick find tenant

Invoices can also be seen in the tenant details page under the invoices tab

Browse RentalsYou can view all rentals paid by tenants by clicking Browse Rentals

By default, if there are any payments in last 14 days, only these will show. Click the show 28 days button or show all button as required. Rentals can be sorted by name, address, date paid and amount

Advanced FindIn virtually all pages, you can perform advanced find. In this example, we will use the quick find tenant screen and search for all tenants living at Belmont Road.

First, click the find button

Enter the search term in the appropriate box. To add additional AND search terms, select new request. Then click perform find

Only records with the word Belmont in “street” are shown

You can also search within ranges. For example, I want to find all rental payments made between 1 March 2009 and 1 April 2009 using the browse rentals page. In the date enter 01/03/09..01/04/09 (donʼt forget the two full stops between the dates) and press perform find. Only rents received between these dates are shown

Add a logo and / or address to lettersYou can add a logo by going to Owner / Agent details from main menu. Right click over small logo or large logo and select insert picture. The small logo can be used in addition to your name and address being printed. However, the large logo will override everything and will be the only logo shown

The logo is now shown. Selecting the options on the right will change the name and turn off displaying your address if headed paper is used

Example of large logo

Browsing RecordsWhen viewing a screen, you can browse through records by clicking the left and right buttons as shown below or by using the slider. In addition, you can sometimes change the view to list view and table view

When list view is shown, you can also browse by scrolling up or down

Example table view

You can also quick jump to different screens using the layout selector

Agent only Functions

Quick find Landlord

Editing Landlord Details

Quick add Landlord Invoice

Landlord Statement Run

Previously sent statement runs

The agent edition allows for the management of paying landlords any rents received

Quick find LandlordTo quick find a landlord, select the option from main menu.

Records can be sorted and click the go to record button next to the appropriate landlord.

Editing Landlord DetailsYou can add or edit details including the appropriate commission rate, notes and bank details. All properties associated to the landlord are listed and you can go to the property by clicking the button. Unpaid invoices and previous statement runs are also shown by selecting the appropriate tabs

Quick add Landlord InvoiceGo to quick add landlord invoice from main menu

Select the appropriate landlord and property for which the invoice relates

Enter details as necessary. If VAT should be added, select yes to the VAT option

Landlord Statement RunWhen rents have been received, the statement run will produce statements as you choose which will deduct from the rent your commission and any invoices added. First select Landlord Statement Run

First, a summary page is shown which displays all managed properties where rents have been received and not paid to the landlord. By default it is set to pay all landlords in the list

You can see for each property, rents received (and not paid to landlord), any invoices entered and a summary of the totals payable

You can change all to pay - to no, so no rents will be paid, then manually select which rents to pay. You can also show individually which payments are selected only and which invoices

In this example, I only wish to pay one rental to one landlord and deduct the invoice. First change all payments to no. (This will make no payments). Then select yes on the single rental I wish to pay

Next, click the show statement summary button and only the ones selected to be paid as yes will be shown. Click show all to go back and add more payments

When you are happy with the selections press the Print and Save button

This screen shows a summary of all chosen payments and pauses just in case you wish to make any amendments. Click the blue continue button to continue

Next shown is the statement printing page. You can browse through the records to check them or go back to make any amendments. Again, the script is paused whilst you make any amendments (because once this is processed, it cannot be undone). Select continue to continue

Select printing options and print. A confirmation screen appears to confirm printing was successful. Do not press continue until printing has finished because if you have a problem with your printer, this operation cannot be undone and you will save the data but be unable to print

A second print dialogue will appear when there are invoices to print. Again, print and continue. The invoice will be marked as paid

Confirm the invoice printing worked and click continue

You will receive confirmation that the statement run was successful and be returned to the Main menu

Viewing previously sent statement runsClick on the Previously sent statement runs link from main menu

Details of the statement run can be seen. In addition, you can go to the actual rental records that were paid to the landlord on the statement date

Statements are also displayed in the landlord details screen under the statement tab