Manage Lease Records

To add or edit a lease record:

1. Search for and open the relevant unit or lease.

2. If you opened a unit record, click the New Lease option in the Tasks panel.

   

   Alternatively, click the Lease(s) option in the Associated Items panel, and then double-click an existing record to open it.

   

   The Lease Editor is displayed.

   

3. Enter or edit the relevant details.

The fields on the Lease Editor are described in the following table.

Section	This field	Holds this information...
General Details	Title	The lease title. This defaults to '<unit number>: <unit name>'. Note: This field is mandatory.
	Lease Number	A unique reference for the lease. This may be populated automatically depending on the Lease Auto Unique Numbering system option (accessed by navigating to Tools > System Options and then clicking the System Options button).
	Lease Deed Number	The deed number of an associated deed, if required.
	Type	Whether the lease is to lease in or lease out. Note: The default can be edited using the Default Lease Type system option (accessed by navigating to Tools > System Options and then clicking the System Options button).
	Tenure	The tenure of the locations for the unit the lease is associated with.
	Lease Status	The lease's current status. Note: These can be defined in Lease Status reference data (accessed by navigating to Estates > Estates > Lease).
	Break Option	The lease's break option (for example: tenant, landlord or both). Note: These can be defined in Lease Break Option reference data (accessed by navigating to Estates > Estates > Lease).
	Tenancy	The relationship between the tenant and the landlord. Note: These can be defined in Lease Tenancy reference data (accessed by navigating to Estates > Estates > Lease).
	Contracted out of Section 24-28 Landlord and Tenant Act 1954	Whether the lease is part of the act.
	Time is of the essence	Whether time is of the essence.
	Unit	The unit that the lease belongs to. This cannot be edited.
	Agreement Date	The date the lease was agreed.
	Assignment Date	The date from which the lease will be assigned to the lease party.
	Termination Date	The date the lease was agreed to be terminated.
	Vacated Date	The date the property was vacated.
	Cost Centre	The cost centre, to identify income and expenditure. Note: These can be defined in Cost Centre reference data (accessed by navigating to Functions > Core > Reference Data > Core).
	Permitted Use	What the lease can be used for. Note: These can be defined in Lease Use reference data (accessed by navigating to Estates > Estates > Lease).
	Current Use	What the lease is currently being used for. Note: These can be defined in Lease Use reference data (accessed by navigating to Estates > Estates > Lease).
	File Reference	Any references associated with the release.
	Terrier Reference	Any Terrier References associated with the release.
	Is Current	Whether the lease record is the current one associated with the unit.
Term Details	Lease Start Date	The lease start date.
	Lease End Date	The lease end date. Editing this field amends the Lease Term field.
	Lease End Notice Period	The time in advance to notify users with the Lease Assignment role about the Lease End Date. Select the check box and enter the time period. Note: The default can be edited using the Default Lease Notice Period, Default Lease Number Period Number and Enable Default Lease Notice Period system options (accessed by navigating to Tools > System Options and then clicking the System Options button).
	Lease Term	The length of the lease. Editing this field amends the Lease End Date field.
Rental Payment	Manage Rental Payment	A link to manage the rental payment. This link can only be clicked after a record has been saved. Refer to Manage Rental Payments for further information.
	Annual Rent	The annual rent against the lease.
	Next Rental Date	The date the next rental payment is due.
	Next Rental Value	The amount of rent due on the next payment date.
	Rent Free Period	The rent free period, if applicable.
	Proportion Rechargeable	The proportion rechargeable in per cent.
	Rent Bond/Deposit	The rent bond or deposit value.
Interest	Charge On Late Rent	Whether to charge on late rent payments.
	Over Base (1)	The interest rate charged over the base rate for late rent payments.
	Calculation Basis (1)	Whether the interest is calculated via compound or simple for late rent payments.
	Minimum (1)	The minimum interest percentage to charge for late rent payments, irrespective of the base rate.
	Days Grace (1)	The number of days of leeway for a late rental payment.
	Charge On Late Review	Whether to charge on late rent reviews.
	Over Base (2)	The interest rate charged over the base rate for late rent reviews.
	Calculation Basis (2)	Whether the interest is calculated via compound or simple for late rent reviews.
	Minimum (2)	The minimum interest percentage to charge for late rent reviews, irrespective of the base rate.
	Days Grace (2)	The number of days of leeway for a late rental review.
Additional Details	Letting Description	Any additional letting details.
	Comments	Any additional comments.

4. Click Save.

5. Click on the Lease Summary tab.

Note: Where a Lease (s) has a linked building with no Energy Performance Certificate (EPC) either Domestic or Non-Domestic a banner will be displayed.

Note: Where a Lease (s) has a linked building with an Energy Performance Certificate (EPC) either Domestic or Non-Domestic and a rating of F or below a banner will be displayed.

Note: Where a Lease (s) has a linked building with an Energy Performance Certificate (EPC) either Domestic or Non-Domestic and a rating of E or above no banner will be displayed.

Note: Where Energy Performance Exempt has been selected in the Building Editor no banner will be displayed.

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