Propertyware's Default Lease Form

By default, your account comes with a Standard Residential Lease Form; the intent of this "form" is to automate the creation of leases within Propertyware. Note that this "form" is not the same thing as an actual lease document that you hand to a tenant to sign prior to their moving in to the property -- a residential lease agreement document is produced when you perform a Lease Mail Merge on your Propertyware Lease, choose a Standard Lease Agreement from the Mail Merge Template Gallery, and populate the document with your tenant's account information.

 

Rather, Propertyware's Standard Residential Lease Form is simply a template comprised of standard lease fields, lease addenda, and move-in charges such as application fees and security deposit charges. All of this information will then be carried over to any Lease Agreement Document you produce during a Lease Mail Merge. You may custom create additional Lease Forms, both commercial and residential, to effectively automate your entire leasing process and avoid having to manually recreate a lease each time a new tenant moves in.

 

Your Propertyware Administrator may configure a new Lease Form or edit an existing one by following these steps:

  1. Click the Setup link that appears at the top right corner of any page of the application.

 

 

  1. Click the Leases link within the Customize menu on the left side bar.

 

 

  1. Click the Lease Forms button from the sub-navigation bar below the Customize Leases page header.

 

 

  1. This page lists the available lease forms in your Propertyware account; if this is your first time editing your Lease Form, you will see only the Default Lease Form. Click Edit in the Actions column to edit an existing Lease Form (such as the Default Lease Form), or New Lease Form to create a new lease.

 

   

   

 

  1. Lease Forms consist of the following pages, which must be visited and/or edited in this order.

 

   

  • Page 1 - Summary
  • Page 2 - Lease Fields
  • Page 3 - Addendum
  • Page 4 - Move In Charges

   

 

As you navigate forward through the Lease Form, the navigator at the top of the screen will change its display to show you which step of the process you are on.  

 

Note

Remember that, whether you are configuring a New Lease Form or editing a previously existing Lease Form, you must proceed through all 4 Pages of the form using the Next button. You can navigate backwards to access a previous step, but you cannot jump over a step to get to the end of the form.  You will need to click the Save button on Page 4 to save your configured or edited settings.

 

  1. From Page 1 of the Lease Form, enter a Lease Form Nameand designate whether you would like to make this form available for use within the application. Selecting "Yes" will activate the form for use by all users within your account. Selecting "No" will inactivate the form for use by all users including yourself. Note that the Default Lease Formcan only be edited, but it cannot be disabled. Enter a Descriptionfor the Lease form in the Description Field.
 

   

   

 

  1. Click Next to access the Lease Fields section, or Cancel to quit the operation.

 

 

  1. From Page 2 of the Lease Form, designate the Late Fee and Non-Sufficient Funds (NSF) fee rules that will be assigned to all new leases generated from this form; you can also set up a standard Inspection Schedule here as well.

 

 

  1. Standard Late Fee and NSF Fee Rules. To designate a standard late fee rule and NSF fee rule, click the Edit button in the Actions column next to the appropriate fee rule. From the edit screens, complete the appropriate fee rule settings.

  2. Inspection Schedule. Set up a standard inspection schedule on the lease form for routine work orders, such as checking the electrical meter box once a month. Click the Setup an Inspection Schedule link and enter the required information.  

 

Note that, if you are editing any one of these rules after you have created it, you will have to complete the entire lease form before that rule will take effect. A notice will appear for you indicating this fact. Click OK to return to the Lease Form and continue.

 

 

  1. Click Back to return to the Lease Summary, Next to access the Addendum section, or Cancel to quit the operation.

 

 

  1. From Page 3 of the Lease Form, you may attach a lease addendum to the lease form. To do this, click the Add Addendum Button. The New Addendum box appears on the screen. From here, you can either create a brand new lease addendum or pick from your lease addendum library.

 

 

Note that, when you elect to create a New Addendum, you can then choose to add it to the library for future use. When you are finished with the addendum, click Save to attach it; now the attached lease addendum will appear on all new leases generated from this form.

 

 

  1. Click Back to return to the Lease Fields, Next to access the Move In Charges section, or Cancel to quit the operation.

 

 

  1. From Page 4 of the Lease Form, you can create standard Move In Charges to appear on all new leases generated from this form. Here are the options for the charges you can generate.

 

Field Name

Description

Security Deposit

This option allows you to designate a default security deposit rule for all new leases created using this lease form. Either enter the number of month's rent or a fixed dollar amount as the default security deposit.

Prorate Rent

This option allows you to set the default prorating rule for all leases created using this lease form. The options include:  

1. Do not Prorate - No prorating calculation.

2. First Month - Prorate the first lease month.

3. Second Month - Prorate the second lease month.

Standard Charges Due at Move In

This table allows you to set standard charges to appear in the move in calculation for all new leases generated from this lease form. Such standard charges typically include application fees and key deposits. To create a charge, select an income Account where the charge is to be deposited, enter a Description of the charge, and then the charged Amount. To assess additional charges, simply click the Add button at the bottom of the table. To delete a charge, click the Del link to the right of the Amount column for the appropriate charge.

 

  1. Once you have completed all 4 Pages of the Lease Form, click Save. If you have created a number of different Lease Forms, you will have the option to choose which lease form to apply to your lease when you create a New Lease. If you only have one Lease Form created, new leases will default to that Lease Form.

 

See Also

What is a Lease Addendum?

Setting Late Fee Rules on a Lease Form

Setting Late Fee Rules on an Individual Lease

Creating and Editing Leases

Lease Mail Merge