Mandates in rpmsOnline is used to keep information of a Property that are re-used for every new Lease created for the Property. This includes general application information, commission payable, services, services billing and payment rules, etc.
Also included in this article:
- Mandate Details
- Creating and Linking Landlords
- Defining Services Responsibilities
- Defining Services Billing and Payment Rules
- General Info (Account Notes, Maintenance Notes, Ad-hoc Inspection Requirements, Insurance Detail, Property Orientation Information)
- Inventory Detail
- Mandate Document Repository
How to load a New Mandate
- Select the Quick Tools menu and then select New Mandate
- A list of New Properties will be displayed where no Mandate has been loaded yet. Select the Property for which you want to load a Mandate. Click Continue.
- The Mandate Form will be displayed. Complete the relevant fields. Then click on the Save Button.
How to View / Edit an existing Mandate
- On the Properties Dashboard search for the Property.
- On the Go To Options drop down menu on the Property, select Mandate.
- The Mandate form will be displayed.
Mandate Tabs (Groups of Data Fields)
Data on the mandate is structured into groups to make it easier to navigate and find relevant information. These groups are called Tabs and you can navigate between the groups by clicking on the relevant Tab at the top of the Window.
Mandate Details Tab
The details tab contains basic rental information such as the Rent, Occupation date and agreed Commission Structure. You will see that some of the fields are pre-populated with Default Information, but this information can be overwritten on this form. The defaults are setup on a Company Level by a Manager User.
Remember that information setup in the Mandate will be taken forward as defaults to be used in the Application and Lease generation processes.
For a more complete description of Letting Packages and Commission Structures in rpmsOnline, please refer to the article on Commission Structures and Letting Packages.
Mandate Landlords Tab
Use the fields on this Tab to setup and link Landlords to the Mandate. You can link any number of Landlords to a mandate. For more information on Landlords please refer to the article on Landlords.
On the form below you can click on the Add New Landlord button to Create and Link a new Landlord for the Mandate or click on the Select Existing Landlord button to link an Existing Landlord to the Mandate.
The View / Edit icons can be used to open the Landlord form for a specific linked Landlord.
The Un-link Landlord icon can be used to un-link a Landlord from the Mandate. Please note that this action will not delete the Landlord from the system.
When more than one individual Landlord is linked to the Mandate or when the property is owned by a juristic landlord with a representative, you will have to indicate which Landlord will be used for communication purposes. You can select a representative Landlord by clicking on the Representative icon as indicated on the form below. The associated representative information will be shown at the top of the window.
From time to time you might want to include a secondary Email address for communication purposes. You can do this by completing the Secondary Email field on the Landlord form. Then click on the Enable / Disable icon as indicated below and the associated Secondary Email address will then be displayed on the Landlords tab.
Services Responsibility Tab
The fields on this Tab are used to identify who will be responsible to manage various services and to define define the services that will be managed.
Services Management Tab
The fields on this Tab are used to specify how certain services will be handled from a Billing and Services perspective. The system caters for various types of services that are commonly encountered. The details of each type of service are included on a separate panel that can be expanded to complete the relevant fields for that service.
One of the major benefits of using rpmsOnline is the fact that it uses Billing and Payment rules that are setup once on a Mandate and then used to automate much of the Billing and Payment Allocation processes. Most services have some combination of the following Billing and Payment rules to choose from:
Billing and Payment Rule options
- Bill Tenant and Pay Service Provider - The monthly services are billed to the Tenant and when the Tenant makes payment, the Service Provider is paid by the agency on behalf of the Tenant.
Billing Impact - When a new account is loaded, the services component will be billed on the Tenant Account.
Payment Impact - When a new Payment Split is done, the system will automatically select the appropriate Service Provider as the Beneficiary for the Payment Split.
- Bill Tenant and Refund Landlord - The monthly services are paid by the Landlord who then normally forwards the account to the agency. The agency then bills the services to the Tenant and when the Tenant makes payment, the agency then pays the Landlord on behalf of the Tenant.
Billing Impact - When a new account is loaded, the Services component will be billed to the Tenant Account and a Debit Entry will be made on the Landlord Income (Debtors) account to indicate that the municipal services is due to the Landlord when the Tenant pays.
Payment Impact - When a new Payment Split is done, the system will automatically select the Landlord as the Beneficiary for the Payment Split.
- Pay from Rent and Recover from Tenant - The monthly services are paid from the rent by the agency on behalf of the Landlord. The services are also billed to the Tenant and when the Tenant makes payments, the agency then pays the Landlord on behalf of the Tenant.
Billing Impact - When a new account is loaded, the Services component will be billed as an expense to the Landlord Expense (Creditors) account to be paid from the rent. In addition the services component will also be billed on the Tenant account and a Debit Entry will be made on the Landlord Income (Debtors) account to indicate that the municipal services is due to the Landlord when the Tenant pays.
Payment Impact - When a new Payment Split is done to pay the Landlord expense, the system will automatically select the relevant Service provider as a Beneficiary for the Payment Split. In addition when the Payment Split is done for payment of the Services by the Tenant, the system will automatically select the Landlord as the Beneficiary for the payment Split.
- Pay from Rent - The monthly services are paid from the rent by the agency on behalf of the Landlord. The tenant are not billed for any services.
Billing Impact - When a new account is loaded, the Services component will be billed as an expense to the Landlord Expense (Creditors) account to be paid from the rent.
Payment Impact - When a new Payment Split is done to pay the Landlord expense, the system will automatically select the relevant Service provider as a Beneficiary for the Payment Split.
- Not applicable - There are no services that require management. This rule will not be used in any Billing or Payment operation.
Municipal Tax and Services Panel
The fields on this panel (Example shown below) contains all the information required to manage a normal Municipal Account. Provision has been made for a Secondary Account Number as well to cater for the rare cases where the Tax and Services might be on different municipal accounts.
The Primary Account reference number will automatically be included as a Payment Reference when payments are made to the municipality.
The Tax Rule options are:
- Paid by Administrator - The monthly municipal tax is paid from the Rent on behalf of the Landlord
- Paid by Landlord - The monthly municipal tax is paid directly by the Landlord
Body Corporate Levies and Services
The fields on this panel (Example shown below) contains all the information required to manage a normal Body Corporate Account. The Account Number will automatically be included as a Payment Reference when payments are made to the Body Corporate for Levies and Services.
The Levy Rule options are:
- Paid by Administrator - The monthly levy is paid from the Rent on behalf of the Landlord
- Paid by Landlord - The monthly levy is paid directly by the Landlord
Electricity and Water Service Providers
Provision has been made for Service Providers who specifically provide Electricity and Water as a Service and where these Services are not provided by the Municipality or a Body Corporate. A good example of this would be ESKOM who providers Electricity directly to some communities and not via the Municipality.
These services can be specified on the Electricity Provider and Water Provider panels respectively where applicable. A beneficiary of Type Electricity or Water must have been created and can then be selected as Beneficiary from the drop down menu option.
Utility Flat Fees
From time to time a Landlord might want to charge a Tenant a flat fee for services. A good example of this would be where the Landlord rents out a Garden flat or cottage and where such Services are not metered separately.
The flat fee utility panel (Example below) allows for such a flat fee to be specified and then billed to the tenant and refunded to the Landlord on a monthly basis.
Security, Garden and Pool Services
Services such as Garden, Security and Pool are normally billed as fixed amounts on a monthly basis. There are separate panels for each of these services (example for security shown below).
You need to select the Contractor from the drop down list who provides the Service. The system will then automatically select the relevant beneficiary when a payment must be made for any one of these services. The property name will be used as an account reference on all payment splits for these services.
From time to time you might have a need to manage a service that is not covered in any of the above services categories. You can do this by using the two additional service options provided (Example shown below). Examples of this might include the following:
- DSTV provided as a Service
- Parking provided as a Service
- Gardener provided as a Service
- Domestic Cleaner provider as a Service
You need to complete the relevant fields, select a Category, Billing and Payment Rule and Beneficiary. The system will then automatically bill a fixed amount on a monthly basis and assist with the allocation of payments in accordance with the relevant payment rule.
General Info Tab
Accounts Special Conditions
Any special conditions associated with the management of the Landlord Accounts can be entered in this field and will be included as an Account Note on all new Leases resulting from this mandate. Typical examples of this would be the Payment Split where there are more than one Landlord on a Mandate. The Account Notes are shown on the Accounts and Allocation dashboards.
Any special conditions associated with the Management of Maintenance can be captured here such as Authorised Emergency Maintenance Amount, preferred contractors to be used, etc.
Interim Inspection frequency and any special inspection notes can be captured under this panel.
All information related to the insurance of the Property can be captured in these fields.
The fields on this panel are meant to provide some general orientation info of the property and includes the Refuse Removal Day and the location of the geyser, distribution board for instance. The information contained in these fields will be made available to Tenants who register as users on the system.
This tab contains a list of Inventory for the property and might include things like Remotes, Keys, Manuals, Pool and Garden Equipment, etc.
This tab contains a list of Documents related to the Mandate saved in the document repository of the Property.