3 How to create Building/ Lease Units group / Lease Unit

Lease Unit is the smallest piece of a Building which could be rented to the customer. It should be certain property, such as room, office space, parking place or any other area specified. There is a possibility to create a multi-level tree e. g. Building, Floor and Lease Unit. User can specify the Lease Unit category, unique number, room number and other related information about the property or unit.

1. First action – to create a Building card.

• Open Lease Units by search or from menu:

• Go to New and click New action button.

• Enter main information about the Building:

  • No. Specify Building code, e.g., 'DEMO OFFICE CENTER'.
  • Description. Enter Building name, e.g., 'Office Center'.
  • Unique No. Enter the unique Building No from register.
  • Set Building.
  • Set Lease Unit Group. In this case Building has multiple Lease Units and this action would create a group of Lease Units for this exact Building. If there would be a stand-alone Building, the Lease Unit group wouldn’t be set.
  • Address, Post Code, City, Country Code. Enter full address of the Building.
  • Building Type. Specify Lease Unit object type.
  • Total Area. Enter the total area of the Building and further information about the area (Leasable Area, Common Area, Vacant Area, Rented Area) would be filled in automatically after the Lease Units of the group would be created and the Lease Contracts would be released and/or terminated.

2. Second action – to create a Building floor card, if needed.

In this case we would need to repeat this action three times, since we have 3 floors in our Building. We would have to repeat two first steps as in the Building card creation:

• Open Lease Units by search or from menu.
• Go to New and click New action button.
  • No. Specify floor code, e.g., 'OC_FL1'.
  • Description. Enter floor name, e.g., 'Floor 1 in OFFICE CENTER'.
  • Set Lease Unit Group. This Building floor would be a group of multiple Lease Units (e. g. offices on this floor). If this floor wouldn’t be divided in separate units, this action shouldn’t be set.
  • Lease Unit Group No. Select a Building which contains this particular Lease Units group. In this case Building 'DEMO OFFICE CENTER' has to be chosen.
  • Map Info. This section is active only if Lease Unit is included into the group. Add group map: Click on the plus symbol when Select Picture appears click Choose... option and open the image. The uploaded map will be visible on the main window (Role Centre). User could mark rented and vacant Lease Units on this map.

This second action has to be repeated as many times as floors there are.

3. Third action – to create Lease Unit card.
Lease Unit is the smallest part of a Building which could be rented to the customer. There has to be as many Lease Unit cards as property for rent. To create Lease Units:

• Open Lease Units by search or from menu.
• Go to New and click Create Lease Units action button. This action would help to create as many Lease Units for specific floor as needed with only one button click.

• When Create Lease Unit window opens, specify:
  • Quantity. Enter the amount of Lease Units you need to create.
  • Lease Unit Group. Specify Lease Unit group’s code, e.g., in this case we would enter 'OC_FL1'.
  • Lease Unit Category. This field is optional.
  • Press OK button, and Lease Units will be created.

• It is also possible to create Lease Units in the Building card:
  • Open Lease Units by search or from menu.
  • Choose a Building, which is a Lease Unit group.
  • In the Building card open Actions, go to New Document and click Create Lease Units action button.
  • Next steps are the same as previously described.

Lease Unit could be a parking unit as well. Enable parameter Parking Unit and while entering Lease Unit Area enter the number of spaces in the Area field (more in 4 How to enter/ change Lease Unit area). Afterwards use the same Lease Unit in all the Contracts, just specify the quantity on the Contract Lines.

Enter Lease Unit’s market value and follow on the changes at any time. From the Lease Unit card go to Related, then History and Market Values. Enter needed values on the list:

Keep any type of documents under the Attachments, links to home page or data storage and also notes: