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Maintaining Suites

• Suite generally refers to a shop or office within a building.
• Suites must be linked to a Section or a Building.
• Suites can be linked to by Annexes.
• Suites can be Leased to Tenants or by Landlords.
• Suites can be occupied by Occupants.

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Mandatory Prerequisites

Prior to creating a Suite, refer to the following Topics:

• Suite Group - Maintaining Groups (Generic)

• Owner - Maintaining Owners
• Building - Maintaining Buildings
• Section - Maintaining Sections

Screenshot and Field Descriptions: Suite Tab

Suite: this is the primary identifier for the Suite.

 

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 Suite.

 

Parent: this is the Parent of the Suite. The options are:

• Section - when the Suite is linked to a Section record, the following fields are available:
  • Section: this is the Section Parent of the Suite.
• Building - when the Suite is linked to a Building record, the following field is available
  • Building: this is the direct Building Parent of the Suite.

 

Owner: if the Suite has a different Owner to the Section or Building it is linked to, select the Specify option, otherwise leave as Default. If Specify is selected, enter the Owner directly.

 

Leaseable Area / Units: this is the leaseable area of the Suite. By default, this field is read-only. Enter the area amount and units of measure through the Area tab.

 

Footprint Area / Units: this is the footprint area of the Suite and is used to record the amount of area the Suite takes up on the Section / Building it is attached to. By default, this field is read-only. Enter the area amount and units of measure through the Area tab.

Shared or Site Optional Tabs

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

• Area: Shared Tab: Area
• Assets: Shared Optional Tab: Assets
• Comments: Shared Tab: Comments
• Contacts: Shared Optional Tab: Contacts
• Dependant Values: Shared Tab: Dependants / Values
• Diary: Shared Optional Tab: Diary
• History: Shared Optional Tab: History
• Leases: Shared Tab: Leases
• Occupants: Shared Optional Tab: Occupants
• Outgoings Expenses: Shared Optional Tab: Outgoings Expenses
• Projects: Shared Optional Tab: Projects
• Property Transfer: Shared Optional Tab: Property Transfer
• Related Types: Shared Optional Tab: Related Types
• References: Shared Tab: References
• Suppliers: Shared Optional Tab: Suppliers
• Title Certificate: Shared Optional Tab: Title Certificates
• Utility Meter: Shared Optional Tab: Utility Meter
• Valuations: Shared Optional Tab: Valuations
• X-Refs: Shared Optional Tab: Cross References

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 Suite

1. At the Suite field, enter a new Suite ID.
2. At the Group field, locate the Suite Group you would like to assign this Suite to.
3. At the Name field, enter the name of the Suite.
4. At the Parent option, locate the Building or Section that this Suite is linked to.
5. At the Owner option:
   • Default retains the hierarchical Owner.
   • Specify allows the hierarchical Owner to be re-specified for the Suite and the properties below it.
6. Switch to the Area tab, to set the Leaseable Area / Units fields, select the Leaseable Area Type and enter the leaseable area and select the units of measurement from the list box.
7. On the Area tab, to set the Footprint Area / Units fields, select the Footprint Area Type and enter the footprint area and select the units of measurement from the list box.
8. Switch to the References tab, and if there are fields available, enter any additional information required.
9. Switch to the Comments tab, and enter any additional comments relating to the Suite.
10. Click the Application tool-bar push button: Add.
11. Confirm that you wish to add the new record.

How Do I : Modify an existing Suite

1. At the Suite field, locate the Suite.
2. At the Group field, locate the Suite Group you would like to assign this Suite to.
3. At the Name field, enter the name of the Suite.
4. At the Parent option, locate the Building or Section that this Suite is linked to.
5. At the Owner option:
   • Default retains the hierarchical Owner.
   • Specify allows the hierarchical Owner to be re-specified for the Suite and the properties below it.
6. Switch to the Area tab, to set the Leaseable Area / Units fields, select the Leaseable Area Type and enter the leaseable area and select the units of measurement from the list box.
7. On the Area tab, to set the Footprint Area / Units fields, select the Footprint Area Type and enter the footprint area and select the units of measurement from the list box.
8. Switch to the References tab, and if there are fields available, enter any additional information required.
9. Switch to the Comments tab, and enter any additional comments relating to the Suite.
10. Click the Application tool-bar push button: Change.
11. Confirm that you wish to change the record.

How Do I : Delete an existing Suite

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

A Suite record can only be deleted if there are no other records associated with it.  An example of an associated record might be an Annexe record.

Related Topics

Suites are associated with the following Topics:

• Owner - Maintaining Owners
• Building - Maintaining Buildings
• Section - Maintaining Sections
• Annexe - Maintaining Annexes
• Lease - Maintaining Leases

• Asset and Component - Maintaining Assets
• Insurance - Maintaining Insurance
• Occupant - Maintaining Occupants