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All information and reports concerning tenants can be found by clicking on the Tenants tab in your black toolbar along the top of your page. Tenants are all entities that need to be invoiced (debtors) for the rental of property. This can be residential property which includes long term, short term and holiday accommodation. Invoices may also be created for commercial letting as well as for levies at body corporate and property managers.

TRAINING MANUAL:

TENANTS

Figure 1: View all tenants

support@payprop.co.za 087 820 7368

When selecting View all tenants from the drop down menu, you will see a list of all tenants (debtors) created on your portfolio. This includes active and inactive tenants (linked to properties or not). The far right column on the list shows the unique deposit reference to be used by the tenant when making payments.

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The Create beneficiary page explained in detail. Please note the Sections drop down button on the right of the page. Use this button to easily move between the three fields on this page.

Figure 2: Create Tenant

1. CREATE TENANT To create a new tenant, click on Create tenant from the drop down menu, or on the Create Tenant button on the Tenants page.

First name The name of the tenant

Last name The surname/last name of the tenant

Business name If the tenant is a business, capture the name of the business here. In some instances a company may rent property on behalf of their employees. This is common in mining communities.

ID/Company reg no This is a compulsory field. If you are capturing a natural person, capture their ID number. If you are capturing a legal entity (company/close corporation), you need to capture the entities registration number. The tenant will use this ID/Company registration number to open their online invoices and statements.

Date of birth If you are using TPN to report on your tenants, you will need to complete this field.

VAT number If the tenant is VAT registered, capture their VAT number here.

Email address Capture the tenants email address. If the tenant is enabled to receive email notifications/statements, the notifications will be sent to this address.

Mobile number Capture the tenants’ mobile number here. Please take note of how the mobile number is captured. If the tenant is enabled to receive SMS notifications, the SMS will be sent to this mobile number.

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Figure 3: Tenant age analysis

Phone number Capture the tenants’ home number or business landline number here.

Fax number Capture the tenants fax number here.

Create invoice When a number of days is captured here, PayProp will automatically send out the tenant invoice that number of days before the due date. If your invoice date is captured as the 1st of every month and you capture 5 here, the tenant will receive his invoice for the following months’ rent on the 25th or 26th reminding them that their rent is due and payable on or before the 1st of the month.

Notes This is an open field where you can capture any further information about your tenant.

Address The physical address of the tenant. This will probably be the address the tenant is renting.

By clicking on Age analysis, you will see a Tenant age analysis as displayed below. The report is updated at 8:00 daily.

PayProp allows you to do Credit checks directly from your portfolio and stores them under the Credit checks report for easy reference. You do not have to first create the tenant you would like to perform a credit check on; you can create the tenant once the tenant has been approved. To perform a Credit check, click on Credit check from the drop down menu. When the Credit checks screen opens, click on the green Do credit check button in the left corner of your page.

Figure 4: Credit checks

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Figure 5: Do credit check

Figure 6: Credit checks

Capture the tenants’ details in the required fields.

ID Number Only valid green South African barcoded ID

Name The first name and last name of the applicant

Gross monthly income Not a required field, but will help work out an accurate future affordability score

Monthly rent The monthly required rent as per lease agreement

The credit check takes a few seconds to generate the report. The applicants name and ID number will be verified in the credit check. The Report that can be downloaded is our Tenant Assessment Report. The Source Data is the report directly from Compuscan.

PayProp has a facility that enables you to manage tenant deposits. If you make use of this facility, you will be able to see all damage deposits on hand by clicking on Damage deposits from the drop down menu under the Tenants tab. The report displays the property the tenant is linked to and the damage deposit on hand. The balance amount includes interest accrued to the date the report is viewed. Each deposit has its own statement and can be viewed by clicking on the small icon to the right of the balance.

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Figure 7: Damage deposits

Figure 8: Damage deposit movement

The Damage deposit movement report can be accessed by clicking on Damage deposit movement from the drop down menu under the Tenants tab. The default date is from the 1st of the previous month to the day of the current month. You will see any “movement” of damage deposits in that period. When a deposit is reconciled to the deposit facility in that period, it will display under Amount In. When a deposit is paid out of the deposit facility, the amount will display under Amount Out. The interest and fees are displayed for the period.

The report can be drawn for a specific tenant or property as well as a customised date by selecting a specific date range. This report can also be downloaded and saved in excel. Your auditor may want to see this report for a financial year so that they can report figures to the EAAB.

If you are making use of the Deposit Guarantee, you can see a list of active Deposit Guarantees by clicking on the Deposit Guarantee report from your drop down menu under the Tenants tab.

Figure 9: DepositGuarantee

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The Active tenants report displays a list of active tenants linked to properties. An Active tenant is a tenant that is linked to a property where the tenant is actively being invoiced for rent. The report displays the property name and the tenant name (the property and tenant are linked). The Dep ID is the tenants’ unique reference number that is generated when the tenant is linked to the property by creating an invoice. The Amount refers to the actual amount the tenant is being invoiced monthly for rent. The Balance refers to the balance on the tenants’ statement.

The balance can be a Debit or Credit; you should ensure the balances are correct by checking regularly. The Day is the actual day that the invoice is generated for that specific tenant. The Type refers to the method of payment. Direct is where the tenant will do transfers, pay cash or do ACB credits. DO is displayed where a tenant has opted to pay by debit order and there is an active debit order loaded for the tenant. The Deposit displays the value of the damage deposit on hand (if any). The End date shows when the invoicing will stop (usually captured according to the lease agreement). The Notify column indicates how the tenant is being communicated with; SMS and/or email. The Status displays the tenants are active. The small “paper” icon is a short cut to the tenants’ statement.

Figure 10: Active tenants

When clicking on the Blocked Accounts report from the drop down, you will be able to view a list of blocked accounts. When a Debit order against a tenants account has failed twice consecutively, the bank account number is blocked to prevent a Debit order running against that account again. Please note that if a payment to a Beneficiary fails twice consecutively, that bank account will also be blocked. If you feel there is a valid reason for the debit order failing/payment to the beneficiary failing, you are welcome to send an email via support to request the unblocking of the account.

Figure 11: Blocked accounts

The Tenant Movement report is a useful report. By default, when the report is opened, the report will display information from the 1st of the previous month to the date opened e.g. the report displayed below shows information from 1 June 2013 to 16 July 2013. The dates can be customised to display the date range you require. You can also use the search box to search for a specific tenant or property. The Opening balance is the opening balance as at the start date of your report. The Invoices column displays the value of the invoices generated for the chosen period. The debit and credit notes column displays the value of debit and/or credit notes generated for the same period. The Payments column displays the value of “actual” money reconciled to the property and the Closing balance displays the debit or credit balance on the tenants’ statement. The report can be downloaded as a .csv-file and saved in Excel.

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Figure 12: Tenant movement report

By clicking Debit orders from the drop down menu under Tenants, you can access reports on Pending and Rejected debit orders. When a debit order is pending, it means that you have captured an invoice to be collected by debit order and have attached a debit authorisation form that needs to be approved. Your pending debit orders will appear on a report on our support interface. We compare the information captured on PayProp to what the tenant submitted on their debit order mandate.

Figure 13: Pending debit orders

If the information captured on PayProp is the same as the information on the debit order form, we will approve the form. If the information cannot be matched, we will reject the debit order. These debit orders can be viewed under rejected debit orders. The agent who rejected the debit order will always capture a reason.

Figure 14: Rejected debit orders

Figure 15: Tenant statements

Tenant statements can be downloaded in bulk. Choose the period you wish to download and generate the statements. The report is big and could take a while. You can continue working while the report downloads in the background. The result is one pdf-file containing all tenant statements. You will need a pdf-splitter or similar tool to separate the individual tenant statements.