My Account
The My Account screen will show you details of the LetMC package that you are using
Change Password
This allows you to change your current password
Company Settings View Company Settings
Information on System, Lettings, Accounting and Sales accounts. If you require any changes within the Company settings call LetMC Support
System Details
System details shows clients short, full and marketing name.
The Applicant deletion period and password encryption strength are set up on this tab (call LetMC).
Page | 91 Lettings
On the lettings tab details for Homelet (if used), TDS and NRL are stored.
Periodicity of sending landlord management reports can be set.
Trading statement.
Option to automatically close renewed tenancies.
For any alterations to the above (call LetMC).
Accounting
Payment authorisation periods
Landlord float accounts, entering an amount in here will make a float due on all your landlords if using company settings when entering a landlord on the system.
Company registration details
Payment warning threshold, this figure is to set a warning for your information so that when paying a person over this amount it will be flagged up in red
Sales Accounts
Page | 92 Staff
Create a staff Member
(Adds new staff to the system, available to Administrators and Managers only) Enter the details of the new staff member.
Add Job Details
Safety Security Details
Enter Personal Details
Upload a signature if required
Enter Dezrez Username if using Dezrez
This information can be used to further personalise letters. Please contact LetMC if you wish to show this information on any letters.
View a Staff Member
Allows viewing of the selected staff member’s details and their logon details. Nothing can be changed in this option. Available to all staff levels
Modify a Staff Member
Allows changes to staff details. Available to Client Administrators and Client Managers only Search for the staff member to modify by entering name, tick the box next to their name and click next. You can now amend
Job Details
Security details
Personal Details
Upload a Signature
Dezrez Username
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Staff Job Details
Enter branch of staff member and their job title Security Details
This shows:
log in name
Log In Level
This sets what the Staff member can and cannot access in the system
Log in active
If a staff member leaves your employment remember to un-tick the Log-in Active box so that the software cannot be accessed.
Shown in Diary
Staff member will be seen in the Office Diary
Personal Details
Only surname is mandatory, you can however enter other details such as personal mobile number and email address. These will then be recognised if the staff member calls or emails to the system.
When a staff member leaves a company it may be necessary to display their Diary for a while to follow up and clear their appointments. When their login is disabled and show in diary is enabled, their appointments will still show in the Diary. Small red text will appear next to their name stating 'Login Inactive'.
Upload a Staff Signature
To personalise system generated letters it is possible to add a staff member’s signature. Any letters generated whilst that staff member is logged on will contain their signature.
Scan a signature and save it to your PC, click on the browse button and search for where the signature is saved on your PC then click the upload button.
Delete a Staff Member
Deletes selected staff member, only if they have not been linked with anything
in the system. Search for the staff member to delete and click next the screen will then either allow deletion or not.
Available to Client Administrators and Client Managers Only.
Reset Staff Password
Page | 94 Branches View a Branch Branch details
All the details that are entered here are not available for amendment by agency staff. To have any of the details changed call LetMC support.
Basic Details
It is possible to group branches together under a County. This allows a ‘Property to Rent’ list to be created for a County Counties.
Because many of the views that support the county picker contain financial or sensitive data, restrictions can be placed on the user levels that are able to access these views (contact LetMC Client Support for assistance with this).
Company Overrides VAT Override Number.
When the Override VAT Number tick box has been ticked but the branch-specific VAT Number has been left blank, then the company VAT number will still be overridden and no VAT will be applied (the branch will be considered not registered for VAT and VAT will not be added when applying charges).
For this reason, it is important that the tick box is only ticked if there is a branch-specific VAT number or when no VAT should be applied to transactions from that branch. This is useful for companies with franchise branches that are not yet VAT registered.
Note – entering "000 0000 00" as a branch override VAT number will cause VAT to be applied to charges and the VAT number that will appear on the invoice is 000 0000 00 (the only way to avoid applying a VAT charge is to tick the Override VAT Number and leave the branch-specific VAT Number empty).
In a situation where a landlord owns several properties that are managed by different branches, when Accounting>Apply Charge or Refund>Charge Landlord by Property is used, the VAT settings applied will be those that have been set for the property’s branch (not the landlord’s branch). However, when Accounting>Apply Charge or Refund>Charge a Landlord is used, it is the landlord’s branch’s VAT settings that will be used in the invoicing.
Page | 95 Opening hours
Used in Marketing on Brochures etc.
Internet advertising and up-loaders Internet up loaders available are:
Property Finder, Right Move, Rent Right, Prime Location, Fish 4 Homes, Find a
Property, Property Jungle, Globrix, EzyLet, Property News, Letting Web and any FTP up loader.
Branch trading account Branch Bank Details
Branch default bank account overrides company default bank account.
The Branch default bank account can now be set by Client Administrators (contact LetMC Client Support for assistance) in Control Panel>Branches>Modify a Branch.
The branch default bank account overrides the bank account that is set as the company default bank account (the company default bank account is set in Accounting>Bank Reconciliation>Manage Bank Accounts ).
This allows multi-branch companies to ensure that branch-specific bank account details are used in rent chase emails and letters generated through the Accounting>Chase
Money>Tenant Money Owed Chase tool (it will also apply to standing orders).
Page | 96 Object Types
Available to Administrators and Managers Only
Use the various Object Types to amend the drop down lists in the system to suit your needs Tenancy Service Types
The option allows you to set up your default Service Types. On first use click on the Add button and fill in the details required.
You can set up as many different serve types as you wish. Call LetMC for assistance in setting up the Service Types. onwards. Please contact LetMC Client Support to switch this on for you.
The default rent payment schedule is set up using a drop down selector menu called Rent Schedule which has been included in Control Panel>Object Types>Tenancy Service Types (this can be amended by Client Administrators or LetMC Client Support).
Automatic payment for whole tenancy, one rent schedule paid by standing order
Manual payment for whole tenancy, one rent schedule paid by Cash, Cheque or Card
Manual first collection and then automatic, two rent schedules, first manual then the next by standing order from 2nd payment
When a tenancy is renewed only one rent schedule is carried forward to the renewed tenancy (even if the first let or re-let tenancy had two rent schedules on it). In most cases this would usually be the monthly rent collected by standing order.
Tenancy Agreement Types
Default Agreement is the Standard Assured Shorthold Tenancy
Other Types can be set, please call LetMC Support for assistance
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Tenancy Cancel Types
Prior to Signing a Tenancy if it is to be cancelled you will need to state why. If your reasons are other than the default then you can use this option to add others
Tenancy Special Requirements
Add any special requirements here
Facility Types
Facility Types are used when adding a property. If the facility you want to show is not available add it here.
Inventory Item Types
Inventory Types are used when compiling an Inventory. If the item you want is not listed add it here.
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Contractor Types
Contractor types should already be set for you by default, however if you wanted to use this facility to set up for example an EPC surveyor to facilitate payment to them then add it here.
Certificate Types
Certificate types should be set by default but if you have a
certificate that is not listed add it here
Appointment Types
Once again Standard appointment types will already be listed, any new types you need, add here
Recommended Tenant Contact Details
With this option you can set what you want to appear when adding tenant’s contacts.
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Applicant Source Types
Add sources that applicants have come to your business from. This will assist in how well your marketing is working.
Applicant Status Types
This status types are set by default, however if you have your own wording you can add more here
Tenant Account Status Types
These status types are used in conjunction with rent chasing
Tenant Chase Methods
In the rent Chase Methods you can add new and amend Text Messages and Emails
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