Editing Leasing Agent

Editing Lease Information Editing Lease Information Change the following dates, if needed: Applied: This is the lease application date. For applicants, enter a new date, if needed. For residents, click the Edit lease dates link at the bottom of the page, and then click the Applied date to edit it. Only users with appropriate rights can access this link. Lease signed: Enter a new date, if needed. If this is an applicant and you enter and save a date, OneSite removes the "N" (Not signed) from the * (Lease signed) column on the Applicants page for the particular applicant. If your property has implemented date-editing restrictions on the Lease signed date and this is an applicant, the only date that you can enter is the current property date. You cannot change this date after it is entered and saved. The date is also non-editable for residents. Sched move-in: For applicants, this date appears if your property uses the early occupancy feature. To change it, click the link, and then enter the new date in the Change move-in date box. Lease start: For applicants, click the link to change the date. For residents, click the Edit lease dates link at the bottom of the page, and then click the Lease start date to edit it. Only users with appropriate rights can access this link. Lease end: This date is determined by the lease term and lease start date, but you can adjust it for both applicants and residents. If this is an applicant, click the date to change it. If this is a resident, enter the new date. For a renewed resident whose renewal lease has not yet taken effect, you can change the lease end date to one that is prior to the renewal lease start date. Select a new Late method, if needed. Change the Lease term, if needed. Changing the term doesn't adjust lease dates. The change is for reporting purposes only. If the assigned lease term has subsequently been deleted in setup, the deleted term is still valid for this lease; however, if you select a new term and save, the next time you edit this field, the deleted term won't appear in the drop-down list. That is, a resident whose lease is currently assigned to a deleted term isn't impacted unless you change the lease term. Leasing reports, such as Lease Expiration Detail and Lease Details, will continue to show the deleted term for a resident whose lease term hasn't been edited. If this is an applicant, enter the OneSite user who approved the person's credit in the Credit approved by field and enter the approval date. If this is a resident, you cannot change this information. If this is an applicant, select the OneSite user who approved the lease from the Lease approved by drop-down list and enter the approval date. If this is a resident, you cannot change this information. Edit the Household (name), if needed. By default, this is the head of household name. If you change it and save, the new name appears at the top of the "at a glance" page, and it is used as the default "Pay to" name on final account statements. The household name also appears on various reports, such as the Delinquent and Prepaid report. The change doesn't affect the name of the person designated as the head of household. Select a new Leasing consultant who is responsible for the household, if needed. Changing the leasing consultant of record here updates any records at the Follow-up tab that are open (not completed) with the new leasing consultant, based on the following conditions: If you change the leasing consultant from Consultant A to Consultant B, only follow-ups assigned to Consultant A or House are reassigned to Consultant B. Follow-ups assigned to other leasing consultants aren't affected. If you change the leasing consultant from House to Consultant B, only follow-ups assigned to House are reassigned to Consultant B. If you change the leasing consultant to House, all scheduled follow-ups are changed to House. If a change causes a double booking for the new consultant, one of the scheduled follow-ups is assigned to House. Enter the Mailing name that will print on the final account statement. If you leave this field blank, the mail to name on the FAS will default to the pay to name. The Times late field shows the number of times the person has paid late. OneSite increases and/or decreases the count in this field by 1 automatically if late fees (CB-type charges) are posted and/or reversed during the calendar month. (The maximum times late per calendar month is 1.) The number of times a person pays late is reported on several A/R and resident reports. If you are a Regional Property Manager or Superuser, you can update this field. If you change the count, the system does not validate the change (it does not check the ledger to determine the true count). Each time you post an NSF check for the resident, OneSite updates the Times NSF field. This information is reported on several A/R and resident reports. If you are a Regional Property Manager or Superuser, you can update this field. The Num. of occupants field is used by Velocity and other third-party utility billing systems to calculate monthly utilities for residents. This field is also used by the bulk distribution process when an amount is distributed based on the occupancy count. If the field is editable, enter the number of occupants responsible for paying utility bills. For example, if utilities are divided among three roommates, enter 3. OneSite populates this field with the number of contacts flagged as occupants on the prospect guest card when the lease application is completed, but you can change it to reflect the number of people that will pay utilities, if needed. If the field is non-editable, your property updates the occupancy count automatically, based on the current number of people flagged as occupants in the Contacts list. To ensure utility bills are correctly calculated then, you should select only those contacts responsible for paying utility bills as occupants. Edit the contact and select or clear the person as an occupant, if needed. Select the Unit designation. Unit designations are used on reports to further classify residential units as employee, corporate, or conventional units, or any other type defined in setup. If the Weekly billing on drop-down list displays, select the day of the week to post weekly billings for this lease. Any charge or credit in scheduled billing with a billing frequency of "Weekly" will be billed on this day of the week. Select the preferred Household language, if applicable. If the Utilities paid by resident list appears, your property has chosen to show additional utility billing options. Each utility the resident pays (as defined on the Utilities settings page) is listed. Items are listed alphabetically by utility name. The utility start date appears to the right of each selected utility, which is the date the resident is eligible to have the utility start billing. If you click the date or select a new utility, you will enter the utility start date, which can be 30 days prior to the system date or later. The SDE convergent billing extract will extract any new utilities added for the resident that start within the last 30 days of the system date when the extract is run. The selected utilities are extracted through SDE. Individual utility bills are calculated and invoiced by the third-party billing system your property uses, such as Velocity or National Water and Power (NWP). Once the billing process is complete, utility billings are imported into OneSite through SDE, and the individual utilities are posted to each resident's ledger. If your property uses Velocity, select the Consolidate convergent charges option. This allows charges grouped to rent (based on transaction code setup) to be included in a single line item on the convergent bill. If a third-party utility billing company will bill the resident a setup fee the first time utilities are billed, select the Bill resident setup fee option. The charge is imported from SDE and posted to the resident's ledger. The fee amount and transaction code is determined by your company. (This option is available only if utilities are shown on this page.) This field is used by Velocity or third-party utility billing systems and appears only if you selected to show additional utility billing options in setup. If your property uses rent stabilization and you want to: Flag the resident as a legal regulated or temporary or permanent preferential renter, select the applicable Renter type status. At renewal, the renter type controls the renewal (or future preferential rent) price and whether the price is editable. Specify a lease succession (the resident is a family member succeeded the lease), select the Tenant succeeded to apartment check box, and then enter the Effective date when the event occurred. Additionally, select Second succession if this is the second successor. This information is reported on the Annual Apartment Registration form (a rent stabilization report). Deem an expired lease renewed, select the Lease deemed check box. To assign a special status to the lease, click the Special/Collection status link in the lower portion of the page. This opens a box where you can select the statuses that apply. For more information, refer to Assigning a Special/Collection Status to a Lease. After you finish editing lease information, click Save. If you changed the Lease end date, a message appears. Changing the lease end date: Does not automatically adjust transactions on the resident's ledger. You must enter adjustments manually in the current period, if needed. Does not affect the unit's availability. Does not affect the end dates of transactions in scheduled billing. If scheduled billing transactions are set to stop billing on the lease end date (rather than the default date of 12/31/2099), you must edit each transaction and change the scheduled billing end date to the new lease end date. Otherwise, the lease will continue and no charges will be billed. To close the message and save the lease end date, click Save. OneSite updates the Lease information page with your changes.