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Maintaining Owners

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Property > Owner

Mandatory Prerequisites

Prior to creating an Owner, refer to the following Topics:

Screenshot and Field Descriptions: Owner Tab

 

Owner: this is the primary identifier for the Owner.

 

Group: this determines the Group that the record belongs to. Groupings are useful in searches and reports.

 

Name: this is the friendly name given to the Owner.

 

Address / Post Code: this is the address for the Owner.

 

ABN: this field should contain the ABN for the Owner. This information is used on a number of reports that require the display of this information, eg. Tax Invoices sent to tenants.

 

Distribution: this is the Distribution Profile for how funds will be distributed to the Owner.

 

Parent: this is the Parent Owner if the Owner being entered is to be treated as a subsidiary of another Owner.

 

Overdraft: this is the overdraft limit of the Owner. If an amount (including zero) is entered in this field the system will check the overdraft amount is not breached before allowing a transaction to be saved.

The Overdraft value can only be entered when the record is first added.

Phone #: this is the phone number for the Owner.

 

A/H Phone #: this is the after hours phone number for the Owner.

 

Fax #: this is the fax number for the Owner.

 

Mobile #: this is the mobile phone number for the Owner.

 

E-Mail: this is the e-mail address for the Owner.

 

Remittance: this is the remittance advice to display on reports such as Invoices generated on behalf of the Owner.

If the Remittance advice is the same for all Owners, use the Remittance field on the Division screen instead.

Screenshot and Field Descriptions: Cash Book Tab

 

Selection:

 

From: date to display the transactions from.

 

Cash Book table: this is populated with the transactions entered for the Owner.

 

Forward: this is the balance retained for the Owner if transactions are purged from the database.

 

Current: this is the total of the transaction amounts displaying in the Cash Book column of the Cash Book table.

 

Total: this is the total of the transaction amounts displaying in the Cash Book column of the Cash Book table plus the amount in the Forward field.

 

Overdraft: this is the amount entered in the Overdraft field on the Owner tab.

 

Available: this is the amount in the Total field less the Overdraft field.

The Forward, Current, Overdraft and Available fields are only displayed if a value is entered in the Overdraft field on the Owner tab.

Screenshot and Field Descriptions: Property Map Tab

 

All: tick this to list the full hierarchy of properties and leases.

 

Selection: tick this to then make a selection of property and lease types to display from the following options:

Land, Building, Section, Suite, Annexe, Lease - Active, Lease - Inactive

Property Map table: this is populated with the properties and leases linked to the Owner.

Shared or Site Optional Tabs

Other than Tabs described specifically in this Topic, the following may also be available (depending on Site Settings):

How Do I : Search For and Maintain Entities

These General Rules are described in the Fundamentals Manual: How Do I : Search For and Maintain Entities

How Do I : Add a new Owner

  1. At the Owner field, enter a new Owner ID.
  2. At the Group field, locate the Owner Group you would like to assign this Owner to.
  3. At the Name field, enter the name of the Owner.
  4. At the Address & Post Code fields, enter the address.
  5. At the ABN field, enter the ABN number.
  6. At the Distribution field, if required, locate the Distribution Profile for this Owner.
  7. At the Parent field, if required, locate the Parent of this Owner.
  8. At the Overdraft field, if required, enter an overdraft amount.
  9. At the Phone # field, enter the phone number.
  10. At the A/H Phone # field, enter the after hours phone number.
  11. At the Fax # field, enter the fax number.
  12. At the Mobile # field, enter the mobile number.
  13. At the E-Mail field, enter the E-Mail address.
  14. At the Remittance field, if required, enter the remittance advice.
  15. Switch to the References tab, and if there are fields available, enter any additional information required.
  16. Switch to the Comments tab, and enter any additional comments relating to the Owner.
  17. Click the Application tool-bar push button: Add.
  18. Confirm that you wish to add the new record.

How Do I : Modify an existing Owner

  1. At the Owner field, locate the Owner.
  2. At the Group field, locate the Owner Group you would like to assign this Owner to.
  3. At the Name field, enter the name of the Owner.
  4. At the Address & Post Code fields, enter the address.
  5. At the ABN field, enter the ABN number.
  6. At the Distribution field, if required, locate the Distribution Profile for this Owner.
  7. At the Parent field, if required, locate the Parent of this Owner.
  8. At the Phone # field, enter the phone number.
  9. At the A/H Phone # field, enter the after hours phone number.
  10. At the Fax # field, enter the fax number.
  11. At the Mobile # field, enter the mobile number.
  12. At the E-Mail field, enter the E-Mail address.
  13. At the Remittance field, if required, enter the remittance advice.
  14. Switch to the References tab, and if there are fields available, enter any additional information required.
  15. Switch to the Comments tab, and enter any additional comments relating to the Owner.
  16. Click the Application tool-bar push button: Change.
  17. Confirm that you wish to change the record.

How Do I : Delete an existing Owner

  1. At the Owner field, locate the Owner.
  2. Click the Application tool-bar push button: Delete.
  3. Confirm that you wish to delete the record.

An Owner record can only be deleted if there are no other records associated with it.  An example of an associated record might be a Building record.

Related Topics

Owners are associated with the following Topics: