Processing Lease Options

The main function of the Lease Options processing screen is to renew/extend the lease terms.
When the process is run a trial validation report can be generated to review the changes on the lease terms.
Lease Option mail merge letters can also be generated to send to Tenants / Landlords.

Property

Lease Options

Application Tool / Status Bar Calls

This Application can be called by clicking the Application tool-bar push button: Process when maintaining Diary entries for Leases.

This Application can be called by clicking the Application tool-bar push button: Outgoings when maintaining Outgoings Profile for Lease components.

Mandatory Prerequisites

Prior to processing Lease Options, refer to the following Topics:

Lease Option Profile - Adjusting the Lease Option Profile for a Lease

Screenshot and Field Descriptions

Selection

Lease Type: this is a selection filter option for the type of Lease to find the Lease Options for.

Date (From / To): this is a selection filter value for the date range of the Lease Stop Diary dates.

Event: this is a selection filter value for the Lease Stop Diary event type to process.

Option: this is a selection filter value for the Option Profile attached to the Lease to process.

Lease a/c: this is a selection filter value for the Lease a/c.

Property: this is a drop down list of the Property / Lease entities that the selection can be filtered on. Select a value from the drop down list and the appropriate filter field will be displayed.

Process

Save To: these are the options of where to save the updated lease options data to when the process is run. The options are:

Report / Word Mail Merge Table: the updated lease option data will be saved to a temporary table for running the validation report and Word Mail Merge letters.

Lease: when this option is selected the updated lease option data is saved to the Lease and the process is considered finalised.

Save Diary As complete for expiring Leases: tick this check box if the Lease Stop Diary date should be marked as Complete when the process is run.

Preview

Lease Options Preview table: this will be populated with the Lease Option records to be changed. The check box in the Process column can be ticked to include / exclude rows in the grid.

How Do I : Run the Lease Option Process

If a Lease Option report is already held in the system (from a previous run) the Application tool-bar push button: X Report will appear. Click the button to reset the pending report so a new Lease Option process can be run.

Enter values in the Lease Type, Date, Event, Option, Lease a/c, Property fields, if required, to filter the selection of Lease Options to be populated in the Lease Options Preview table.
At the Save To options tick the Report / Word Mail Merge Table check box.
Click the Application tool-bar push button: Select to populate the Lease Options Preview table.
In the Lease Options Preview table change the values in the columns for New Start, New Stop, New Term, Next Exercise Start, Next Exercise Stop and Details as required.
Click the Application tool-bar push button: Change and confirm that you wish to save the changes made.
Include / exclude rows by ticking the check box in the Process column or filter the Lease Options Preview table for specific lines to process. Refer to How Do I : Create a Filter on a Grid to see how to do this. After this, click the Application tool-bar push button: Add to save the rows to the Report / Word Mail Merge Table.
At this point the Trial Lease Option validation report or the Word Mail Merge letters can be run by clicking the Application tool-bar push button: Reports and selecting from the options.
If something needs to be changed, discard the report by clicking the Application tool-bar push button: X Report, then repeat the process after the changes have been made.
If nothing needs to be changed and the process can be finalised, discard the report by clicking the Application tool-bar push button: X Report, tick the Lease check box at the Save To options along with the Save Diary As Complete for expiring Leases check box to mark the Lease Stop Diary date as Complete, then repeat the process.
A message box will display what is going to be changed in the database. Click Yes to continue or No to stop.
Click the Application tool-bar push button: Reports and select to open the saved Final Lease Option validation report or the Word Mail Merge letters.

The Lease Option report is only temporary. It will be overwritten when the next Lease Option process is run.