4.11.7 How to produce a Leaseholder statement or statements?

4.11.7 How to produce a Leaseholder statement or statements?

There are three main system areas where leaseholder statements can be produced:

1.      In the Block Area -> The Block -> Block Reports ->Leaseholder Statement -All Units can be produced for all units in a block:


Once you have selected ‘Leaseholder Statement – All units’ click the ‘Run’ button which will take you to the next screen:


Then you can select from ‘Financial Year’ drop down for the relevant year or pick the relevant date range you wish to run the statements for from the ‘Start Date’ and ‘End Date’ fields, then click ‘Run’ and a PDF of the Leaseholder Statements will be produced.

2.        In the Workbench -> Reporting -> Leaseholder Account Statement allows for the production of single or multiple leaseholder statements:


From the dropdown menu you can select which Block you want to produce leaseholder statements for and then select whether you wish to produce them for all units in a block or a specific unit, if you select just a single unit then you will also be able to select the relevant owner if there is more than one which comes from the People Involved section in the Unit Details screen in the see the Block area.

You will then see the Ownership dates for that particular owner (see screenshot below), if there are still listed as the current owner in the system, then either the Ownership 'from' date will display the date that has been input in the 'Ownership Commenced On' field in the Unit Details screen for that Unit in the Block Area (see this article 4.2.2 Step 2 - Set Up Block Information) OR if that field is blank there will be no date displayed, in addition if they are still listed as the current owner in the system there will be no ‘to’ date displayed:

The ‘Date From’ and ‘Date To’ defaults to the last 12 month period, however you can adjust the date

range for the period you wish to produce the statements for, then you have a couple of button options to decide how to progress:
View – if you click this button then this will display a PDF for either the single statement for one unit or multiple statements for all units depending on the selection you made.

Distribute – if you wish to send out statements from the system then click this button and based on

the criteria selected you are then presented with the following screen:

This screen shows the unit(s) selected (in the above example ‘All Units’) for the selected block with the following columns are displayed and you can now decide how you want to produce the statements:

PDF/Email – this has a checkbox at the top which enables you to select either all PDF’s and/or Email’s for the units displayed OR you can individually select a checkbox in the column against the PDF or EMAIL Type you wish to the produce the statement(s) for.

Type – this displays either ‘pdf’ or ‘email’ and the ‘email’ option will only appear if there is an email input in the ‘People Involved’ section of the Unit Details screen in the Block area for that particular unit.

Unit – this displays the relevant unit number that has been input in the Unit Details screen in the Block area for that particular unit.

Person Name – this displays the relevant name in the ‘People Involved’ section of the Unit Details screen in the Block area for that particular unit.

Role – this displays either ‘Legal Owner’ (taken from the Title section of the Unit Details screen in the Block area for that particular unit) and/or ‘Owner’ name taken from the People Involved section of the Unit Details screen in the Block area for that particular unit.

Address - this displays the ‘Correspondence Address’ taken from the Unit Details screen in the Block area for that particular unit.

In addition you can also download an Excel or PDF of your relevant screen selection displayed by clicking on the relevant button at the top of the columns displayed.

Also you can click on the top of any column to re-sort the display order by that particular column parameter.

Once you have selected what criteria you wish to produce the statements for then click on the ‘Produce Statement(s)’ button.

PDF and EMAIL production

PDF’s

If you selected just ‘PDF’s to be produced then the following pop-up message will appear:


When you click ‘OK’ the following pop-up message will appear:


EMAIL’s and/or PDF’s

If you selected just ‘Email’s or a mix of ‘Email’s and ‘PDF’s to be produced then the following pop-up screen will appear which is for the emailing element of sending out the leaseholder statements:


The email addresses of the selected people are input automatically in the ‘To’ field and when the emails get sent they will be sent individually and not copied to other recipients.

The ‘Subject’ field is editable.

In the ‘Message’ area you will put the text for the email and in addition if you click on the ‘Show Placeholder Info’ button then the following ‘Available placeholders’ options will appear which relate to the information in those relevant sections on the individual Unit Details screen in the Block Area and pull that information into the email that gets sent out:

[Name]

[Name incl Salutation]

[Unit Name]

[Unit Address]

[Block Address]

[Agent Name]

If you click on any of them they will appear where you have your cursor flashing in the ‘Message’ area.

You can also attach other documents to accompany the email with the leaseholder statement(s) that is generated by clicking on the ‘Upload Attachment(s)’ button at the top right of the email pop-up screen.

You have the option to BCC yourself on every email that is sent out and also to receive a summary of all the emails sent out by checking the appropriate box at the bottom of the email pop-up screen.

Once you are happy to send out the email then click the ‘Produce Statements’ button at the bottom right of the email pop-up screen.

The following pop-up message will appear:


For both PDF and/or Email options once the statements have been produced as per the previous pop-up message the Notification icon on your Workbench screen will notify you and confirm the number of each type have been produced:


PDF’s produced can then be downloaded from the ‘Queue’ screen in the Distribution Manager.

Email’s will automatically be sent out and a record will be visible in the ‘Email Audit’ screen in the Distribution Manager.

You can also view a single leaseholder statement by using the Unit Search function accessed from the top right hand side of the Workbench screen see 3.1.6 Search article for more details.


3.         If you have the Leaseholder Portal then in the Portal -> My Account screen this allows for the production of a single leaseholder statement in a PDF format which can be done either by yourself or more likely this will be used by the leaseholder themselves if you have given them access to the Portal:





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