Property management 20.9

Default start lease contract status (US3159)

New system setting for Default start lease contract status. If set this is the start status for new lease contracts. Improvements to Create lease contract, if Date end is not filled out it is also not filled out on the contract, and used this new start status when creating the contract

There also were made some clarifying of date fields (Date end and Date ended) in lease process. 

Date end is typically the estimated end of the contract, often part of the original lease contract document. It is NOT the exact end of the contract, the contract can run and be billed even if this date is expired. When contract is actually finished then the Date ended should be registered (and is automatically registered if you change status of contract to Finished). 

Date ended is used in following locations: Defines end date for generation of payment lines for contract (unless payment has end date that overrides contract dates and period). NOTE In previous version Date end was used as this end date of payments so this is changed functionality

Another change is that in lease contract documents that are populated from the registration previously the Date ended field was put in the DateEnd tag. That has been fixed so reports that are supposed to show Date ended should use the tag DateEnded instead

The functionally that when status of Contract was changed to Finished has changed from previously fill out the field Date end with Today, and instead now fills out the field Date ended

All notifications and flags for expiration of contracts use Date end, as that is the expected end of the contract

Other location where this has changed:

• Create lease contract: Now fills out Date end instead of Date ended when creating the contract. It however gets contract info from the contract with the last Date ended filled out as first criteria and Date end as second order by criteria
• The Monthly lease report (action for Japanese market) uses Date ended instead of previously Date end for filtering out dates in the report

Date ended column is now part of default set for service and lease contracts

Be able to get VAT declaration from customers (i43468)

Now it is possible to send out emails for gathering of VAT declarations from lease customers

That sends an email to the customer contact registered on the lease contract where he gets an link to register this information and an attachment with a fillout form in word. Through Standard email the text in the email is defined, if documents should be attached to the email they are registered on the standard email. The tag for the action weblink RegisterOrganisationVATDeclaration is put in the body text in a suitable location.

Here the customer confirms that he is VAT compliant and is required to attach signed document confirming that.

In the new menu item <Organisation VAT declarations> the lease administrator sees what has been sent out, and if it has been answered

It can also be seen as sub data on the company

Be able to get revenue figures from customers that have revenue dependent lease contracts (i43468)

Now it is possible to send out email to customers that have revenue dependent lease contracts

That sends an email to the customer contact registered on the lease contract where he gets an link to register this information. Through Standard email the text in the email is defined, if documents should be attached to the email they are registered on the standard email. The tag for the action weblink RegisterContractCustomerRevenue is put in the body text in the Standad email in a suitable location.

 The customer contacts clicks on the link in the email and then gets this action <RegisterContractCustomerRevenue>

Here he fills out the monthly revenues and is demanded to attach an Accountant revenue confirmation document

NOTE the information is connected to the lease contract, not the organisation because a customer could have contracts on many locations with different revenues on that location

To have an overview over what has been sent out, and status of the replies from the customers the following new menu item has been added <Lease contract customer revenues>

 That is also available as sub data on lease contracts

This information is used as input to calculation of revenue dependent lease payments. Now when Revenue depent checkbox is marked the window hides price columns as they are irrelevent

When checkbox is not marked the form looks like this

The registered revenues are multiplied with the revenue percentage for the payment items that are generated in the way that it takes for instance for a payment dated 1.5.2022 and then finds the last registered revenues before or at that date

The payment item amount in this case is 0,08*11000

One addition was also done to Lease contract payment

This shows the unitprice before the last regulations was calculated, that is when price index regulation is done then the existing unitprice is put in this field and then the price regulation changes the unitprice. This gives the user the possibility to see the effect of the regulation on the unitprice. That is also used for sending report to customers letting them know of upcoming changes to the prices in their lease contracts