To import the details for a new Tenancy, you can use the 'Import Tenancy' functionality.  It can be accessed from the Tenancy page or from the Tenancy tab within a property file.  Multiple tenancies for the same company can be imported together.

Note: The import functionality can only import the main details of the Tenancy, and some details will need to be added after the import is complete.


Accessing the Import Sheet


To access the import tool:

  • Click on the Tenancies menu
  • Click on the Import Tenancy button

OR

  • Open a Property file
  • Click Tenancies on the left menu
  • Click Import Tenancy


Accessing the Import Sheet


Company Selection


Select a Company, then click Continue.  This has an impact on the options available within the sheet you will download to fill in so it is important to select the correct company in this step.




Download a blank Import Sheet



You can download a blank import sheet to fill in.  You can also access an example if you need one.




Entering details on the Tenancy Import sheet



The Tenancy Import Sheet is broken into sections:

  • Tenancy Details
  • Primary Contact
  • Account Contact
  • Unit
  • Lease Term
  • Right of Renewal
  • Rent
  • Rent Invoice Template
  • Rent Review
  • Inspection

Some fields on the sheet need to match details held in the Settings for the company you will import the sheet to.  To reveal the available options, right click on the Sheet 1 tab and select Unhide, then OK, to get a new tab called 'Customer Lists' which you may refer to or copy from when completing the first tab.  You do not need to do this step, as long as the data you enter matches the options for that company the sheet can be imported.


Tenancy Import - Tenancy Details Section



Column A - Property Name - select from the drop down list or refer to Column C of the Customer lists tab for options.

Column B - Tenant Name/Trading Name - the name you will use for this tenancy record.

Column C - Code/Reference - optional.  For Xero and Stand alone users, this is an extra searchable reference.  For Trust Accounting users this is their online payment reference used for matching payments received to invoices.

Column D - Tenancy Type - select from the drop down list, must match settings, options can be viewed in Column A of the Customer lists tab.

Column E - Tenancy Form - optional, select from the drop down list, must match settings, options can be viewed in Column B of the Customer lists tab.

Column F - Penalty Interest Rate - optional, numbers only, information in this field is stored for reference, but is not automatically applied to invoices and has no other function.

Column G - Outgoings Percentage - optional, numbers only up to 4 decimal places, this is the tenants share of the building, and is used in Budgets and Direct on Charge rules and in reports.  In the UK Outgoings is known as Service Charge.

Column H - Improvements Rent Percentage - optional, numbers only, information in this field is stored for reference only, and has no other function.

Column I - Automatically Email Rent Invoice - Yes or No


Tenancy Import - Contact Sections



Column J - Name - this is the name of the Primary Contact for the tenancy, often it is the company name but it could be a different person.

Column K - Contact Type - must be Primary.

Columns L to O - Contact name and contact info - optional.

Column P - Name - this is the name of the contact who will receive the invoices, it is almost always the same name as the tenancy name.  If it is the same as the primary contact copy the details from columns J and L to O into columns P and R to U.

Column Q - Contact Type - must be Account.

Columns R & S - name details, usually the business owner, but may be an accounts person.

Column T - email address - compulsory if column I contains Yes.

Column U - phone number - optional.


Tenancy Import - Unit Section



Column V - the Area of the property which the tenant will occupy.  The drop down list, and column D of the Customer lists shows all areas for all properties for the company.  For the file to be valid for import, the area selected must exist in the property selected on Column A.

Additional occupied areas can only be added to the tenancy after the import is complete.


Tenancy Import - Lease Term Section


Column W - Term Start - must be a date, should be the commencement date for the tenancy, in the case of entering existing tenancies it should be commencement of the CURRENT term.

Column X - Rolling Term - yes or no.

Column Y - Length - must be a number (for Rolling Terms enter 1).

Column Z - Unit - must be either days, weeks, months or years (for month by month Rolling Terms enter months).

Column AA - Expiry - not required for Rolling Terms.

Column AB - Delegate to - optional, must be the users email address, options are available on column E of the Customer lists tab, the delegate will receive Term Renewal and Term Expiry reminders on their dashboard, NEVER select the manager of the property as a delegate, as they already receive these notifications and delegation can only be removed manually after the import is complete.


Tenancy Import - Right of Renewal Section


Column AC - number of rights of renewal that follow the term set up on Columns X to AA, these 3 fields can be left blank if there are no rights of renewal for this tenancy.

Column AD - Default Length of Renewal Term - whole numbers only

Column AE - Unit - must be days, weeks, months or years.



Tenancy Import - Rent Section



Column AF - Description - if entered manually, this would default to the name of the occupied area and the word rent.  You may prefer to use the tenants name or building name or the word premises instead of the area name.

Column AG - Length - whole numbers only, this field and AH set the frequency for invoicing for this tenancy.

Column AH - Unit - must be days, weeks, months or years.

Column AI - First payment - this is when the rent starts for the tenancy, so it might be after the start of the current term.  When setting up a new account with pre-existing tenancies, this should be the NEXT rent due date.  If the date entered is in the past, the system will calculate the next rent due and this is when invoicing will start - the invoicing never goes back in time.  Backdated charges can be added after the import is complete.

Column AJ - Annual Net Rent - the total annual rent for the tenancy, should exclude outgoings and other charges which must be added to the Rent Invoice Template after the import is complete.

Column AK - Rent Type - select from the drop down list, must match settings, options can be viewed in Column F of the Customer lists tab.

Column AL - Generate First Invoice - yes or no, if yes is selected the next invoice will be generated using the details imported.  This is only recommended if the tenant pays rent only and no outgoings or any other additional charges.

Column AM - Delegate to - optional, must be the users email address, options are available on column E of the Customer lists tab.  NEVER select the manager of the property as a delegate, delegation can only be removed manually after the import is complete.  Delegating Rent has no current function.


Tenancy Import - Rent Invoice Template Section



Column AN - Net Rate - numbers only, to 2 decimal place - this is the amount of rent to be charged each time the tenant is invoiced.  Must work out to the correct amount of annual rent entered on column AJ, using columns AG & AH.  If it does not match the system will default to calculating based on annual rent.  If entering multiple tenants it would save time to set up a formula to calculate this amount.

Column AO - Account Code - select from the drop down list, must match settings, options can be viewed in Column G of the Customer lists tab.  Refer to the Chart of Accounts section of the Settings menu for definitions of these codes.

Column AP - Tax Type Code select from the drop down list, must match settings, options can be viewed in Column H of the Customer lists tab.

Column AQ - Region - for Xero users this is the Tracking Category Option for the property, for Trust Accounting users this is the Owners Ledger where the funds will be recorded when the tenants payment is received.  Stand alone users of Re-Leased leave this field blank.


Tenancy Import - Rent Review Section



Only 1 rent review can be imported, it should be the next one which is due to occur.  Additional rent reviews must be added after the import is complete.

Column AR - Description - a label for this rent review.

Column AS - Review Date - the date the review is due to take place, advance notification of the review can be set up in your user preference.

Column AT - Review Type - select from the drop down list, must match settings, options can be viewed in Column I of the Customer lists tab.

Column AU - New Rent Amount - optional, only complete if the new rent amount has already been set.

Column AV - Delegate to - optional, must be the users email address, options are available on column E of the Customer lists tab, the delegate will receive Rent Review reminders on their dashboard, NEVER select the manager of the property as a delegate, as they already receive these notifications and delegation can only be removed manually after the import is complete.


Tenancy Import - Inspection Section




Column AW - Title - name for the inspection

Column AX - Type - select from the drop down list, must match settings, options can be viewed in Column J of the Customer lists tab.

Column AY - Contractor - optional, name of the contact who will do the inspection if not a user, this will match to or create a new contact in the contacts list.

Column AZ - Area - should match the area the tenant will occupy, only 1 area can be selected.

Column BA - Budgeted cost - optional, if there is a cost associated with this inspection (not fees).

Column BB - Due date - the date the inspection is due.

Column BC - Repeats - yes or no.

Column BD - Length - only complete is column BC contains yes, must be a whole number.

Column BE - Units - only complete is column BC contains yes, must be days, weeks, months or years.

Column BF - Description - optional.

Column BG - Notes - optional.

Column BH - Delegate to - optional, must be the users email address, options are available on column E of the Customer lists tab, the delegate will receive Inspection reminders on their dashboard, NEVER select the manager of the property as a delegate, as they already receive these notifications and delegation can only be removed manually after the import is complete.


Completing the Import


Save your completed import sheet, then use Browse to locate the file.  A green tick will appear beside all valid lines of the sheet, any lines wich are invalid will show a red X beside them.  All Tenancies included on the sheet must be valid for import, if any part of the sheet is invalid, use the scroll bar to find the message which will let you know why the file was not valid.  Make corrections to the file or changes to the settings so that the file can be imported.

Click Import to complete the process.