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).
Client Administrators can control the content of auto and manually generated SMS messages by either including a branch or staff landline number or not including a landline at all (contact LetMC Client Support team if you would like assistance with amending these settings) by selecting one of the following options:
These settings affect all the SMS messages which are generated and sent out from the LetMC application, including auto-generated (applicant alerts), arrange access, money owed chase and also custom SMS messages created in the Office>In Tray.
When [ Don't include Branch Phone on outgoing text messages ] has been selected.
Applicant Property alert shows: ‘Property type to rent from available date on Street Name in Area for
£X pcm - Company Marketing Name ’.
The SMS to arrange access shows: ‘Notification of Viewing on Date between Time at Property Address .Text back if not convenient. Thanks. - Company Marketing Name ’
If either [Include Branch Phone on outgoing text messages] or [Include staff Land Phone (or Branch Phone if blank) on outgoing text messages] has been selected then the SMS will be changed to:-
‘Notification of Viewing on Date between Time at Property Address. Call Phone Number if not convenient. Thanks. - Company Marketing Name. ’
The Tenant Money Owed Chase SMS has been truncated to allow it to include either the branch landline or the rent chaser landline number (only shows when this option has been selected in the Control Panel>Company Settings>Modify Company Settings).
Page | 158 Lettings
On the lettings tab details for Homelet (if used), TDS and NRL are stored.
Periodicity of sending landlord management reports can be set.
Allow Non Equal Property share
Trading statement.
Option to automatically close renewed tenancies.
For any alterations to the above (call LetMC).
Dezrez details if using Dezrez
Allow automatic renewals of tenancies
Accounting
VAT Number Enable reconciling
Payment authorisation periods
Landlord float accounts, entering an amount in here will make a float due on all your landlords.
Company registration details
Payment warning threshold, this figure is to set a warning, purely for your information, so that when paying a person over this amount it will be flagged up in red
Sales Accounts
To set up any new Sales account call LetMC Support
Page | 159 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 modifying 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
Page | 160 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 (Administrators only) Enter new Password and confirm. When staff member logs on with this Reset Password, they will be prompted to change it
Page | 161 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 to facilitate.
Basic Details Branch Type
Options as to who can view the Branch picker can be set per user login level (contact LetMC Client Support for assistance with this).
Group together Branches into a County.
It is possible to group branches together under a County. This allows a ‘Property to Rent’ list to be created for a County
Counties.
The County picker can be added to all views that currently have a branch picker. The user can then select the county and then choose to view results from all branches within that county or just a single branch.
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
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 be overridden and no VAT will be applied. 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.
Do not enter "000 0000 00" as a branch override VAT number as this will cause VAT to be applied to charges and the VAT number that will appear on the invoice is 000 0000 00 (the Override VAT Number box must be ticked and the branch-specific VAT Number must be empty if VAT does not apply to the branch).
If a landlord owns several properties that are managed by different branches and a charge is applied using Charge Landlord by Property, the VAT settings applied will be those that have been set for the property’s branch (not the landlord’s branch). However, if Charge a Landlord is used, it is the landlord’s branch’s VAT settings that will be used in the invoicing.
Opening hours
Used in Marketing on Brochures etc.
Page | 162
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.
To facilitate uploading to any of these portals your portal ID number will be required by LetMC. You must also inform the portal that you are using the LetMC 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 | 163 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.
Rent Schedules
The system can be set so that new tenancies automatically expect the first month's rent to be paid by cash/cheque/card and then produce a standing order mandate for the second month onwards.
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.
Bond/Deposit
From the drop down menu set in the correct scheme and how the bond is to be managed Don’t Collect – Leaves Deposit in Tenants account
Collect and Pay directly to Landlord – Tenant Pays, money moves to Landlord Collect and Hold – Agent Holds or pays to deposit scheme
Page | 164 Utility Letters
There are various options for sending out utility letters, they are:
Set the correct option for each utility company. If you have set these letters to go automatically you should be aware that information such as Meter Readings must be entered on to the system, and a Post Tenancy address is set in the tenants details to allow for closing letters to be sent to the correct address.
Auto Charging on service types
If you want auto charges to the Landlord and the tenant then set them using the options here.
Select options from the various drop down menus such as; if you carry out renewals on a property and charge the same fees for these, choose the setting of New Tenancies and Renewals.
If different fees are charged then set one schedule for charging New Tenancies at a certain rate and then a second schedule on Renewals Only charging at probably a lower rate.
Two schedules set
Tenancy Agreement Types
Default Agreement is the Standard Assured Shorthold Tenancy
Other Types can be set, please call LetMC Support for assistance
Page | 165
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.
Page | 166
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.
Page | 167
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
Page | 168
Reports
Most Reports are refreshed every day at midnight, so the information available to view is valid up to that time. This will be shown by a note at the top of the screen of the report you are viewing. Other reports show current information when selected. Many of the reports you can download as Excel files
Report Name Information Given
Sales Reports
Branch Sales Net Sales Type, Un-Invoiced Net, Invoiced Net, Total amount Diary Appointments Date, Time, Branch, Appointment Type, Cancelled Y/N, Staff
Member, How Many Properties, Was feedback entered Y/N, How many users, Who booked it
Applicant Tenants Created Date, Time, Name, Mobile Number, Min/Max Rent, Min/Max Beds, Active Y/N
Sales Activity Overview Select by Month, comparing totals with previous year.
Branch, Let Agreed, Tenancies Signed. cancelled advertising, Cancelled Let Agreed, Closing Inspection Appointments, EPC Appointments, Interim Inspection Appointments, Lunch Appointments, Meeting Appointments, Opening Inspection Appointments, Other Appointments, Sales Viewing Appointments, Valuation Appointments, Viewing Appointments
Forecast Management Fees Rent Due date, Branch, Tenants, Property Address, Landlord, Rent Amount, Rent Frequency, Management Fee %, Expected
Management Fee Monthly Income
Advertised Tenancy Pipeline Branch, Property Address, Property Type, Unfurnished/Furnished, Minimum Beds, Room in Property Y/N, Advertised From/Available From, Service Type, Let Status, Advertised Rent, Rent Frequency, Minimum Rent, Future Viewings, Instruction Ref Number, Landlord Details, Expected Landlord and Tenant Charges as set on
Instruction
Let Agreed Tenancy Pipeline Branch, Let Agreed Date, Start and End Dates, Property Address, How Many Beds, Tenant Names, Let Status, Landlord Name, Expected Landlord and Tenant Charges as set on Instruction Lettings Reports
Rent Collected Select by Month, Shows Rent Due, Rent collected, Rent Outstanding, List of Tenancies signed for the Month.
NRL Landlords Branch, Landlord Name and Address, NRL Exemption number, Gas at property Shows all Properties that when entered on LetMC were marked as
having Gas and no certificate has been raised.
Property Address, Does it have a retired Certificate, Retired Reason Inspections Becoming Due Property Address, Date of Inspection Due
Inventories not Signed Tenancy Start Date, Date Signed, Number of Inventory Items, Date Carried Out, Date Signed
Vacant Properties Branch, Property Address, Landlord Name, Last Tenancy Ended Date, Service Type, Advertised From Date, Available From Date, Open Jobs
Deposit Management Tenancy Start and End Dates, Branch, Landlord Name and
Address, Property Address, Management Fee %, Management Fee Property Specific Y/N, Service Type
Landlord Management Fees %
Utility Meter Readings Start/Fixed and End Dates, Branch, Property Address, Tenants Name, Utility Type, Utility Company, Opening and Closing Meter Readings
Tenancy Reports
Tenancies Starting Branch, Tenancy Start and End Dates, Property Address, Tenancy Stage, Tenants Names
Tenancies Ending Branch, Tenancy Start and End Dates, Property Address, Tenancy Stage, Tenants Names
Tenancies in the Let Agreed Stage Tenancy Start and End Date, Branch, Property Address, Tenants Names, Number of Beds, Rent Amount,
Page | 169
Report Name Information Given
All Active Tenancies Branch, Start, Fixed, End Date, Tenancy Stage, Service Type, Let Type, Property Address, Area, Landlord Name, Tenancy Reference Number, Section 21 Due Date, Tenants Names, Rental Amount Tenancies with No End Date Branch, Start and Fixed Date, Property Address, Tenants Names Tenancies Ended Branch, Tenancy End Date, Property Address, Closing Inspection
Completed Date, Staff Member, Deposit Issues Resolved, Renewed By Inst Number
Advertised Properties Branch Advertised Date Available From date, Property Address and Inst Number Tenancies, Let Type
Tenancies with Special Conditions Branch, Start Date, Property Address, Condition, Landlords Name and Address
TDS Upload File Full Explanation in Property Management Manual, Reports Section Accounts Reports
Invoiced Sales Branch, Date Invoiced, Person Invoiced, Property Address, Service Type, Sales Type, Invoice Number, Staff Member, Net and VAT invoiced amounts
Un-Invoiced Sales Branch, Date Invoiced, Person Invoiced, Property Address, Service Type, Sales Type, Staff Member, Net and VAT invoiced amounts Tenant Bond Deposits Held Tenant Name, Branch, Property Address, Signed Date, Start Date,
Fixed Date and End Date, Service Type, Deposit Scheme Used, Last Credit on Main Account, Last Credit on Bond Account, Outstanding Bond, Bond Held
Tenant Bond Deposits Held by DPS Tenant Name, Branch, Signed Date, Start Date, Fixed Date and End Date, Service Type, Property Address, DPS ID, Deposit Amount
Tenant Bond Deposits Outstanding Tenant Name, Branch, Property Address, Signed Date, Start Date, Fixed Date and End Date, Service Type, Deposit Scheme, Deposit Due, Outstanding Bond, Bond Held, Main Account Balance Guaranteed Rent Balances Branch, Tenant Name, Property Address, Landlord Name,
Guaranteed Rent Fee (%), Balance Owing, Days in Debt Landlord Float Balances
Bank Control Account Transactions Lists Payment and Deposits
Date, Staff Member, Description, Reference, Transaction Number, Stage(Made, Unmade etc) Type of Payment or Deposit, Amount.
Bank Control Account Movement
Retired PDQ Transactions Card Payments that were not subject to reconciliation People Invoiced Not Paid
Reconciliation Reports Reconcile System to bank
Debtors and Creditors Shows Landlords, Contractors and Tenants Debtors and Creditors Audit Reports
Security Audit Report Details changes made on the system
People entered, New staff members entered, Password changes, Access levels changed, Failed multi login attempts
Tenancy Audit Report Changes made to:
Closed Tenancy, Deleted Instruction, Rent Due Date Change, Set End Date, Tenancies Changes – Advertised, Tenancies Changes – Ended, Tenancies Changes – Instructed, Tenancies Changes – New, Tenancies Changes – Signed
Tenancy Sales Report The Tenancy Sales report displays details for:
Advertised instructions, Cancelled Advertising, Cancelled New Tenancies, Created Instructions, Created New Tenancies, Signed Tenancy, Tenant Charge, Tenant Refund
Website Report Users of LetMC hosted website only
Website Report Users of LetMC hosted website only