Property Profile Overview

  • Last updated on October 8, 2024 at 5:54 AM

Summary 

Once a property profile has been created in Property Tree, you will be able to view and enter information across the different tabs linked to the profile. Learn about the information and options available within each of these tabs.

This article will provide an overview of: 

Visit the Profile Summary Breakdown article for more information on the three profile summaries located at the top of each profile.

Property Tab

  • Details - The Details pane includes the Property ID, the associated Trust account and the Address Information. The only information that can be edited is the Property Address by clicking on the edit pencil.
  • Tenancies - Shows Active / Prospect Tenancies linked to the Property Profile. Archived Tenancies can also be viewed by clicking on the 'Include Archived' button. New Tenancies can be added by clicking on the '+'.
  • Ownership - Ownership Name linked to the Property Profile is displayed in this section.
  • Keys - A Key Number and Notes relating to the Property Key / Alarms can be recorded by clicking on the '+'.
  • Business Roles - Users configured with Business roles can be selected in this section. This includes Property Managers, Leasing Agents etc. 
  • Tags - If you have configured tags you can add, remove or edit tags in this pane.

Details Tab

  • Property Management Information - Authority start and end dates, expenditure limits, maintenance notes and not for re-let status can be configured in this section
  • Property Details - Property Type and other relevant fields will be displayed in this section eg. Bedrooms, Bathrooms, Car Spaces and area. There is also the option to add a Lot Number which is helpful for sheds and strata plan lots etc.
  • Advertised Rent Details - 
    • Click the edit pencil to update the property rent information
    • Select from the frequency drop down options to change the default property/tenancy pay cycle
    • Enter a description which will display on ledgers and other reports
    • Enter the rent details as advertised. The advertised rent may be different from the rent being charged which is set out on the Tenancy profile
  • Last Rent Increase - Displays the last increase for the property and last increase amount (irrespective of tenant). This does not include future increases that have not yet taken affect

Financials Tab

  • Fees - Add fees relevant to the Property in this section, this will include Management Fees, Letting Fees etc. You have the ability to: 
  • Review, edit or delete any default fees for the Property
  • Add Additional Fees by clicking on the +
  • Fees can also be added, edited or removed from the Property Profile after the profile has been created

  • Any changes made to fees will be recorded on the Information Audit Report which can be accessed by going to: Trust & Reports > Management > Information Audit

  • Authorised Creditors - The Authorised Creditor section is used to add Owner approved creditors as well as recurring payments. This information is also required when using Invoice Genius. The information in this pane includes:
    • Creditor Name - Name of Creditor is displayed.
    • Account - Default Account type set up for the creditor
    • Customer Reference Number - The reference number for the creditor is entered in this field.
    • Last Invoice - Displays the date the last invoice for the property was paid to the creditor
    • Payment Type - Payment Type for the selected creditor is displayed
    • Bpay Reference - Enter the reference number associated with the property for the selected Creditor
  • Recent Transactions  - All transactions related to the Property can be viewed here. Each time you click on the magnifying glass it will expand by a 4 week period.

Maintenance Tab

All open maintenance requests can be viewed in this section. This includes the status, description and maintenance request number. 

Inspections Tab 

Upcoming Inspections and historical Inspection will be displayed in this tab. Inspections are created on the tenant profile. 

Strata Tab

When a Strata plan Creditor is attached to a Property, you can view the strata details on the Property, in the Strata Tab. You can also enter and edit the Lot Number, which duplicated from the Details Tab.

The Strata Details include the Name of the Strata Plan, Strata Plan number, if the plan is Self Managed, the Strata Management Company Name and contact details.

Compliance Tab

The Compliance Tab is home to the Compliance Register which allows you to record, track and report on compliance regulations for your properties. This tab also displays the compliance history for this property.

Consumption Tab

The Consumption Tab under the property profile allows consumption tracking across multiple consumption meters, for example water meters, electricity meters and gas meters. Depending on the type of meter, the unit of measure automatically updates so you don't need to enter it manually.

Tasks Tab

On the Tasks tab you can access the Task Management functionality. Tasks allows you to organise and manage various activities in one centralised location. You can add, edit and assign tasks, set due dates, track progress, get notifications when due and attach documents.  

Notes Tab

All notes associated with the Property will be displayed in this section. You can also view all notes by clicking on the Magnifying glass or you can Add and Edit notes by clicking on the '+'. It is important to remember that notes can not be deleted only edited.

Documents Tab

Documents relating to the Property can be dragged and dropped or uploaded under the Document Section.

Any documents added to the Tenancy Profiles will also be displayed in the Document Section on the Property Profile. Documents will remain in the Document Management section on these profiles after the Tenancy have been archived.

Integrations Tab

Includes REI Forms / Realworks / integration panel if it is configured.

Actions Menu

  • Archive - Once the Tenancy have been archived you will be able to archive the Property profile. Where no transactions have been recorded you will only have the option to Delete the Profile. Once all archiving rules have been met the relevant option will be shown
  • Charge Fee - If the Property have manual fees set up under the Fees section you will be able to select and charge the relevant fee by clicking on 'Charge Fee'
  • Create Receipt - Property receipts can be used to receipt funds against the property. Using the property to receipt funds will prompt you to enter in an account code. This will ensure your income & expenditure is correct
  • Send Message - You can compose a message to both the Owner and Tenant or remove one to keep the relevant directly from the property screen
  • Change Ownership - Change of Ownership is performed from the relevant Property
  • Add Tenancy - This allows you to add a Tenancy in Property Tree and attach it to this property 
  • Add Note - This opens direct to the Add Note screen for the property 
  • Add Task - This opens direct to the Add Task screen for the property 

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