How do I add a new Landlord?

The steps below outline how to add a new Landlord record, including:

• Add the Landlords contact information
• Add the Landlords bank details
• Add an additional person to receive the Landlords statement
• Create a letter to your Landlord
• Add a preferred contractor
• Add more than one email address
• Add sticky note reminders to appear on clicking Payment
• Add sticky note reminders to appear when creating a tenancy
• GDPR Consent preferences
• Link important documents to the Landlord for quick retrieval
• Set up statement remarks and payment type defaults
• Add a C/O address
• Associate your Landlord to a specific Branch, if multi office is activated 

If your Landlord will be living outside of the UK and registering for NRL Tax, additional information will need to be added to the Tax tab
For more information on How do I show that a Landlord lives overseas, click here

This article includes: 

• Add Landlord Information
• Notes
• Statement Remark and Payment Type

Add Landlord Information

1. Click Landlords from the side menu
   1. Alternatively, click Information on the top toolbar
   2. Select Landlords from the dropdown menu
2. Click New, the folded page icon on the toolbar
3. A blank, new Landlord Information appears
   1. Name - Add the full name of your Landlord as you would like it to appear on a statement
   2. Salutation - Edit this to suit how you would like to address them in a letter i.e. Dear Tony or Mr Shaw
   3. Address - The address which your Landlord is currently living at
   4. Full Name - The name which is to appear on a Tenancy Agreement for the Landlord
   5. Code - The next number will populate. This can be edited now but not after you save this record
   6. Status - You may keep this as UK or select an alternative status i.e. Overseas if they are an overseas landlord and reporting for NRL Tax
      For more information on How do I add a new status, click here
   7. Phone Numbers - Add all telephone numbers in the corresponding fields
   8. Email address - Add one email address. Additional email addresses can be added in the Email tab
   9. Branch, Dept and Fee Earner
      1. If you have set up Branch, Dept, Fee Earner in User Defaults, select from the dropdown menu
         For more information on How to set up Branches, Departments and Fee Earners, click here
4. The Bank Details tab is already displayed
   1. Bank Name - The name of the Landlords bank 
   2. Payment Type
      1. You can select a default Payment Type in User Defaults. Refer to Statement Remark and Payment Type below
      2. Select the payment method from the dropdown menu
         For more information on Setting up and making payments by AutoBanking, click here
   3. Sort Code, Account No. Account Name - Add the Landlords bank details 
   4. Reference - If using Autobanking to upload your payments, the reference will appear on the Landlords bank statement
   5. BDC - If using Autobanking, your bank will provide you with this number, if required
   6. S/O Ref - This field only appears if you have the Standing Order Module switched on
      For more information on the Standing Order Module, click here
      For more information on Standing order matching, click here
   7. Portfolio Manager - Select from the dropdown menu if required
   8. Statement Remark and Invoice Remark - You can change the wording of a default Remark in User Defaults. Refer to Statement Remark and Payment Type below
   9. Payment Day - If you pay your Landlords on a specific day of the month, enter the day i.e. 30, then on the Organiser when Landlords to Pay is generated, a column for Pay Day will display
      For more information on How can I see a list of Landlords to pay, click here
   10. Statement Number - Indicates the next number and can be edited, if required
   11. Enquiry Source - Select from the dropdown menu, if required
       For more information on How can I add new enquiry sources, click here
   12. Itemise Autobanking Payments - Tick if required
       For more information on Setting up and making payments by AutoBanking, click here
5. Click the Additional Fees tab
   1. For more information on How do I charge an additional fee to a landlord, click here
6. Click the Accountant tab
   1. If another party needs to receive a copy of the Landlord Payment, depending on the information completed, it will be sent by the delivery option selected
7. Click the C/O Address tab
   1. If the Landlord has a temporary address which they want correspondence addressed to, add the details
   2. Third Party Services - Select as required 
8. Click the Letters tab
   1. A letter can be added to a tab and button. This will merge the details of your Landlord which you can either email or post
      For more information on How do I create a letter, click here
9. Click the Contractors tab
   1. The information added in this tab appears on all associated properties to this Landlord record, in the Property Information on the Works tab
   2. If your Landlord has a preferred Contractor they like to use for all their properties, you can add the Contractor here. It'll automatically appear on all associated properties to this Landlord
      1. First, add the Contractor
         For more information on How do I add a new Contractor, click here
      2. Click the ... dots to search for and select the Contractor you added
      3. When they appear, you can add a Note to describe their work i.e. handyman work only
      4. Click Add
   3. Contractor Notes - Any notes added will appear on all associated properties to this Landlord i.e. Maximum spend £200 on any work, always provide three quote etc
10. Click the Tax tab
    1. You only need to complete this tab if your Landlord lives overseas
       For more information on How do I show that a Landlord lives overseas, click here
11. Click the Preference Centre tab
    
    1. Select their preferred Delivery Type. Untick Print if email is selected
       For more information on Can I set all my records to email, click here
    2. Click thumbs up or thumbs down to indicate the Landlords consent for marketing
       For more information on How can I record consent preferences for GDPR, click here
12. Click the Email tab
    1. If you haven't already saved your record, click the disk icon, Save this record, on the toolbar
    2. The Primary Email will appear in the first Email Address column and be ticked as the primary.  DocuSign will also be ticked if activated
       For more information on activating DocuSign, click here
    3. Add additional Email addresses to each additional blank line
    4. Only the email in the top section of the Information record will be the Primary Email
       For more information on Can I set all my records to email, click here
13. Click the Links tab
    1. Documents saved on your computer can be linked to your Landlord, such as their signed terms of business, or any marketing information
       For more information on Can I link a document to a record, click here
14. Click the Property Accounts tab
    1. You may not have access to this button. If not, it'll be greyed out
    2. If you do have access, this shows the associated account that money will be received into and paid out to the Landlord
15. Click the Branches tab
    1. If you have Multi Office switched on, select the Branches which will be associate to this Landlord
16. Click the disk icon, Save this record, on the toolbar
17. A message will appear - Would you like to add a property for this Landlord now. Click Yes to add a new property and a new blank Property Information will open for you to complete
    For more information on How do I add a new property, click here

Notes

• Hide or Show Notes
  • Any additional notes can be added in the Notes boxes. Click Hide or Show Notes when required or set your default for them to permanently be hidden or shown
    For more information on How can I show or hide notes on a contact record, click here
• Edit headers and sticky note reminders
  • The heading of each Notes box can be edited to help keep certain notes together
  • Payment note reminders can be set up to appear as sticky notes each time you click Payment 
  • A reminder sticky note can be set up to appear when creating a new tenancy, such as for any special conditions or terms instructed by your Landlord
    For more information on Can I add a warning message to appear when adding a new tenancy, click here
    For more information on How do I edit headers and set reminders of a notes box, click here

Statement Remark and Payment Type

If you would like a default statement remark to appear on all your Contractor Remittance and Payment Advice, and to set the preferred Payment Type as a default, you can do so from within User Defaults.

The Statement Remarks are set up in the Landlord Remarks. Select option 1, 2 or 3 as detailed.

1. Click Defaults on the main toolbar
2. Click User Defaults on the dropdown menu
3. Click Preferences 
   1. Click the Stationery tab
   2. Click the Landlord Statement tab
   3. Landlord Statement Remark - Edit 1, 2 or 3. They cannot be blank, and so use a full stop in place of text, if required
   4. For Payment Type - Enter 1, 2 or 3, depending on which one will be your Default for New Landlord
   5. Click Close
4. Click Close