Micad IPR 3.8 – Leases Module 3.8
Document Version 1.3 · 26/10/2022

A printable PDF version of this guide is attached at the end of this article.

This guide relates only to IPR 3.8.

This guide is provided for the step-by-step process in capturing Leases data from the perspective of the user (a Micad client or third party commissioned on behalf of a Micad client).

The Micad IPR, Internet Property Register is a space management system and document repository built around a logically coded property hierarchy. Micad clients use this system to identify space records accurately, record building meta data and structured libraries of as-built reference documents. IPR is interactive with CAD floor plans, and these define the space records.

Assumptions:

User rights, configuration, requirements and best practice

An IPR user account to allow log in – this could be as low as a read only IPR account (Subscriber).

To access the Leases module an IPR user account needs to be granted rights specifically via the Leases module. The list of IPR users will appear in the Leases module, and the Micad client administrator will grant the rights for the Leases users.

Note: There is no assumption that an IPR administrator is automatic granted any rights within the Leases module. Ideally, the client IPR administrator will define the Lease manager rights. The space manager and the Leases manager should work from a common portfolio. A best practice scenario is where both parties collaborate jointly to maintain property records coordinating during lifecycle physical changes from refurbishment. Quality data is the result of working synergy between both parties.

Micad Support

If you require product support, we have a dedicated team, you can contact support by logging a ticket.

Remember we don’t know your data, so be sure to provide URLs if you want them to look at a particular item page or issue. Add screen grabs to help understand a scenario you may be describing. URLs and screen grabs allow us to respond quicker, and they will ask for them if you omit them.

Micad Training

If you require specific product training, you can contact us by sending a message outlining your requirements, to info@micad.co.uk.

The permissions link is only visible at site or building level under the Leases sidebar link.

To navigate from the IPR Home Page. Use the location breadcrumb at the top or the explorer tree to get to a Site level (Any site for this action).

Navigate to a site, observe the left menu. If the modules were purchased, two links are available, Terrier and Leases. Terrier and Leases are conjoined (Leases module is an extension to the base Terrier data). User security is set under the Terrier menu.

Pick Terrier/Edit Permissions (requires Administrator privileges) from the left-hand side menu

If you need to set up Terrier data, set your user’s permissions accordingly.

Click Permissions under the Leases title.

Check the boxes to allow access for Edit or View.

Press submit or the keyboard return key.

This section sets specific permissions for the Leases and Licences module for people who already have access to the main IPR programme.

Names are added automatically to the lease list when they are added to the IPR users. From that list the Licences and Leases Administrator then selects those able to view/edit.

To add new Licences and Leases Users.

To remove access from users.

From the Terrier left menu, choose Permissions, then choose Contact permissions.

The method of selection, granting and removal of access permission is the same as for the Licences and Leases access outlined in section 1.01 above. There are six levels of permission.

Note: As already mentioned, granting Administrator rights will automatically select view and edit for all sections for both Licences and Leases access and Contact List access.

When done, press return or click on Submit at the bottom of the list.

From the left menu click on Leases.

The module opens up in the left menu item, All agreements (All leases, Licences and Agreements) view. The table is sorted by default on the Agreement Ref. Change the sort by clicking the column titles to your preference.

The Export to Excel feature will extract the list in the current sorted state to an unformatted Excel table.

The main navigation menu to the left appears on every page of the module. Refer to the section of the manual for detailed information.

Select New Lease or New Licence from Leases and Licences menu. Fill out the details observing that mandatory input is required for those fields with the blue star against the data label (*).

The Add New Lease screen is shown above. The Add New Licence screen has a similar layout, except that licence replaces lease.

Reference Code. Either enter your own code or you can use the “AutoGenerate” tool.

Description of Property (name, location etc.). The details entered on this line will appear in the ‘Property Description’ field in the Leases and Licences list.

Commencement/Expiry Date. Enter dates in the form DD/MM/YYYY or select validated dates using the calendar tool. Refer to GN5 for detailed instructions.

Landlord. Open drop down list by clicking “Edit contacts” link and select the required contact/company.

Tenant. Open drop down list by clicking “Edit contacts” link and select the required contact/company.

Press submit when done.

If there are circumstances where neither License or Lease applies, you can create a user defined agreement of you own. From the left menu, click on the left menu New other agreement.

Refer to GN8 for detailed information for managing Contacts data.

Refer to GN8 for detailed information for managing Contacts data.The mandatory input is checked for the essential data to create the initial agreement.

Incomplete forms will be validated, advisory messages shown adjacent to the mandatory data.

A successful input will refresh the screen and return to show the initial data along with extended entry fields for additional content.

The lease agreement has now been created – and can be detailed from here on.

Left menu and (tabbed layout is retained for compatibility with earlier IPR versions) show the same details.

Refer to section 3.1 for detailed information.

The new Lease can be accessed from the Lease agreements list.

Refer to section 8.0 Reports.

The Diary feature on the left menu appears throughout the module as a major link.

Diary is a communal feature to IPR as it’s used between other modules, so the left menu will become a generic IPR context. Click on Leases in the left menu to go back.

If you wish to monitor the diary regularly, you can bookmark this single page, as it is not location specific in IPR.

The Diary shows your events, defaulted to today’s date and is sorted chronologically. Sort by Type, Event and Event date in your review sessions.

Type. Event actions are grouped by type.

The legend for Type is as follows.

You can define your preference for which Types appear on your view of the list (See manage visible events below).

Reminder?

Click on ‘Remind me?’ to instigate the event settings. A popover will show with the existing details.

Remind me on: Enter date in the form DD/MM/YYYY or enter using the calendar.

Refer to GN5 for detailed instructions.

Modify as required then press submit.

Completed? When item has been completed, or you do not need further reminders, click on ‘Delete?’.

A browser alert will require confirmation. Click Ok on the alert message and the event will be permanently removed from the diary.

Diary Date. To view entries for a different date, enter the date DD/MM/YYYY or use the calendar obtain validated input. Refer to GN5 for detailed instructions on using the calendar.

Note: Setting different dates requires ‘Ignore all overdue events’ within Manage visible events.

To add your own reminder, Click Add user event and popover will appear.

Event Date:

Enter date DD/MM/YYYY or choose from the validation calendar icon.

Refer to GN5 for detailed instructions.

Event description: This title will appear in the diary.

Frequency: Select one of options from the combo box.

Notice (months): the number of months (buffer notice) before the entry is shown in the diary - a 1 entered would add a reminder to the diary 1 month in advance.

Press submit when done.

Using the Diary date perspective, 1 month notice, the Diary inserts a verbal expression (in upper case) to communicate the User event example, IN (1) DAYS – THE NOTICE PERIOD (1 Month) BEGINS FOR:

Filter your user diary settings using Manage visible events. A popover will appear to provide access to the settings filters.

Buffer periods: Select Days or Months and enter number.

Overdue events. Use this to filter how you want to work with overdue content.

Refer to GN5 for detailed instructions.

Ignore all overdue events. Select if required.

Events to display Leases/Terrier/IPR. Select as required.

Ordering. Diary events can be listed by date of event or by event type.

Click submit when done to return to the Diary.

Use the Email options to define the recipients and subject contents. The popover will open showing a grid, columns are Type and Rows are user recipients.

Use the select all features where it’s possible to save some mouse fatigue. Review the check boxes are selected correctly. Click submit when done.

Ownership of the Diary events can be transferred to another person if required. For example if someone is absent for an extended period.

Use the ‘Transfer events’ feature to quickly update responsibilities. The popover will remain on screen assuming that there could be multiple changes to be made.

From the popover, choose From and To candidates and click on Submit. Confirmation of success will show in the same window. When all transfers are complete, cancel will take you back to the Diary.

The opening page brings you to, All Leases, Licences and Agreements.

The edit menu appears if you click the on the lease Reference code.

View/Edit. Displays detailed data for the selected entry. Refer to sections 3.1 – 3.10.

Copy. Will make a copy of the current agreement. There is a granular choice of content. Observe the browser alert questions as to which content will be included in the copy.

You need to choose Ok or Cancel for each of the sections.

Property

Service charges

Maintenance information

Once complete the system will create a new record from which you need to provide a new Reference.

Create new Sublease. Refer to section 10.00. This option does not appear if you have selected a Licence.

Lease to Licence (or Licence to Lease). If selected a confirmation alert will require your permission. Select OK and the change is made.

Delete. If selected a confirmation alert will require your permission. Select OK and the change is made.

Detailed data, displayed as a series of tabbed pages, can be obtained by selecting any field of the required entry. Refer to sections 3.1 – 3.11.

The following information applies to all tabbed pages.

Hover the mouse over each tab in the horizontal menu to reveal content insight tips.

Saving Data

When data entry for each tab has been completed click the [Update] button. The information will be saved to the database and the page will refresh.

To exit the page without making any amendments either select another tab or select from the sidebar menu.

Terminate the Lease or Licence

To terminate the Lease or Licence press [Terminate] on any of the tabbed data pages.

If early termination is permitted, then this message window will appear. Click OK to complete the termination. The entry will be deleted without further warning. The screen will revert to the Leases and Licences listing page. Click Cancel to retain the Lease/Licence.

Check the General tab setting for Early termination. By default, this is not enabled.

If the box is not selected, indicating that early termination is not allowed, then this message window will appear.

Terminated Lease/Licence Data

Terminated entries show the status ‘Yes’ under the column heading. You can still access and review read only agreements by selecting any tab for that entry. An alert message will appear to remind you that the data is read only. Click on Ok to access the data.

Read only data does not show [Update] [Terminate] buttons. To exit any of the tabbed pages select from the left menu.

The page shown is for a lease. The page for a licence has a similar layout, except that licence replaces lease and licenced replaces rented.

Description.

Reference code: Entered on the initial ‘Add New Lease’ page. See section 2.1 for details.

Lease description: ‘Description’ field in the Leases and Licences list. Click within the text box to add, edit or delete information as required.

Description of property: ‘Property Description’ field in the Leases and Licences list. Entered on the initial ‘Add New Lease’ page. See section 2.1 for details. Click within the text box to add or edit information as required.

Rented area: Entered on the initial ‘Add New Lease’ page. See section 2.1 for details. Click within the text box to add or edit information as required.

Rented area type: Select from drop down the required units and the menu will close. [GIA = gross internal area; NUA = net usable area].

Units: Select from the drop down, the units of measurement for the rented area.

Permitted use: A one-off entry can be typed directly into the text box. Or if you have a formal master list, select from the drop down list.

You can build/edit the master list of permitted uses from the Permitted use type link. Master lists make for uniform data rather than free hand descriptions. Refer to GN2 for more detailed information.

Agreement type.

Agreement: Select from drop down the required

You can build/edit the master list of Agreement types uses from the Agreement types link. Refer to GN2 for more detailed information.

IFRS 16 Accounting: Check this if the agreement falls under .International Financial Reporting Standards.

Term of lease.

Commencement date: Entered on the initial ‘Add New Lease’ page. See section 2.1 for details.

None: If this checkbox is selected (ticked) then all remaining fields in this section disappear.

Expiry Date: Entered on the initial ‘Add New Lease’ page. See section 2.1 for details.

Expiry Notice: Enter required period in months.

Include expiry date in diary: If this checkbox is selected (ticked) then the diary will show the expiry date.

Term: Automatically calculated from the Commencement and Expiry date. Note. When the expiry date is changed the term will not be recalculated and displayed until the page has refreshed. Click update to commit the changes.

Termination.

Early termination possible: If this checkbox is selected (ticked) then a text entry box will appear named Termination notes to provide a space to record supporting information.

The information can be entered, amended or deleted at any time.

Additional information.

General notes: Use the text box to annotate associated refence materials, caveats and agreements. If there are external documents write out the sections that may need to be found and highlighted.

The data can be entered, amended or deleted at any time.

The page shown is for a lease. The page for a licence has a similar layout, except that the sections on Landlord and Tenant Act and Subletting and Assignment do not appear.

Original documents.

This is a document repository section for agreements.

To view an existing document click on the file Type icon.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

To remove a file click Delete on the corresponding row.

To add and change the text descriptions for each attachment row, click Update.

Refer to GN4 for step-by-step instructions on using the file upload system.

Location of Documents: Enter details in the text box, use the text box resize (lower right corner) if you need more visible space.

Contact: Use the combo box list and select the required person/company.

Landlord and Tenant Act.

Select if part 2 of the Act applies to this lease.

Select if section 38 (4) applies to this lease and enter Court Order number in box to the right.

Select if section 38A(1)-4 applies to this lease.

The Landlord and Tenant Act 1954 is an act of the United Kingdom Parliament extending to England and Wales. Part II of the act is a statutory code governing business tenancies.

Part II of the act gives business tenants a degree of security of tenure. A business tenant protected by the act may not be evicted simply by the giving of notice to quit or by the ending of a fixed term of the tenancy. The landlord must serve a notice on the tenant, giving them an opportunity to respond.

Section 38(4) is the procedure for contracting out from the protection of the Landlord and Tenant Act 1954.

Section 38(A) is the agreement to exclude the provisions of Part 2 of the Landlord and Tenant Act 195.

Court order number: Fill out any court order details if needed.

Subletting and Assignment

Use the select boxes as appropriate and enter details in text boxes.

The page shown is for a lease. The page for a licence has a similar layout, except that fee replaces rent.

Rent/Fee Payments - General

Rent is paid on this lease: Check (tick) if applicable. If this box is not selected (remains blank) then all remaining fields except for the notes text box disappear.

Notes. Method of payment or other information not recorded elsewhere.

Rent payment details

Rent is Received/Paid: Select as applicable.

Payments are made: In Advance/In Arrears. Select as applicable.

Rent free period: Enter period in months if applicable.

Date of First Rent/Fee Payment. Enter date in the form DD/MM/YYYY or select the calander to enter using validation. Refer to GN5 for detailed instructions.

Frequency of Payment

Select the pre-set frequency from the drop down menu. Click Edit frequencies if the pre-set list requires new term times setting up. Refer to GN2 for more detailed information.

View Dates: Calculates the dates on which the rolling term will occur for the set frequency in a popover window. You can sort the dates, ascending or descending order by clicking the dates up/down arrows.

Once your review is done, click on the X at the top right hand corner.

VAT is payable on rent. Check (tick) if appropriate.

Include rent in diary from: If this box is checked (tick) then the Rent/Fee payment dates will be included in the diary and this will populate the Rent/Fee Records information as detailed in section 6.

Enter date in the form DD/MM/YYYY or use the calendar to select a validated date. Refer to GN5 for detailed instructions.

Rental payment

Select Add a new rental payment

Enter a reference, the Annual amount and the Amount per Payment values.

Enter the date the payment applies from in the form DD/MM/YYYY or select a validated date from the calendar.

Refer to GN5 for detailed instructions.

Submit when done.

To remove a payment, click Delete on the corresponding row. The browser will alert to seek confirmation, select Ok.

To modify an existing entry, click Edit on the corresponding row.

You can Edit the content for the Ref description.

Annual amount and Amount per payment cannot be blank.

A valid date is required.

Submit when done.

Late Payment.

Days of grace on late rent. Enter details as recorded in lease/licence.

Name of Bank setting rate. Enter details as recorded in lease/licence.

Late % above base rate. Enter details as recorded in lease/licence.

The page shown is for a lease. The page for a licence has a similar layout, except that Licensor replaces Landlord and Licensee replaces Tenant.

Landlord/Licensor.

Landlord/Licensor: Entered on the initial ‘Add New Lease/Licence’ page. See section 2.1 for details. To view or modify the details of the existing person click on Edit contact details. Refer to GN7.05 for more detailed information.

To change the Landlord/Licensor, use the drop down list to select the required person/company.

Landlord/Licensor contacts. To add a contact click Edit contacts. The Edit contacts popover is displayed. Refer to GN8 for detailed information.

Landlord/Licensor solicitor. To add or change the Solicitor, use the drop down list to select the required person/company.

Tenant/Licensee.

Tenant/Licensee: As Landlord Licensor above.

Tenant account code: Enter details as appropriate.

Tenant contacts: As Landlord/Licensor contacts above.

Assigned: Select (tick box) if appropriate and add details in text box.

Tenant/Licensee sureties: To add or modify, use the drop down list to select the required person/company. To delete an existing surety click on delete.

Keyholders: To add a contact click on edit. The contacts popover opens. Refer to GN8 for detailed information.

Tenant/Licensee solicitor: As Landlord/Licensor Solicitor above.

This page gives an overall view of leased out locations assigned to the lease. Refer to section 3.5.4.

Take time to familiarise yourself with the symbols shown in the Key to symbols graphic. Symbols in the Property Information tree are used to communicate 5 possible scenarios. The colours depict the standard IPR level in the hierarchy.

Use the tree view to expand the structure clicking (+ -) node icons. Navigate the tree and highlight your desired location.

Click on the location name.

The tree will calculate a Total Area in Sq.m, the status is shown at the bottom of the tree control. (site, building, floor or room) has been selected.

To select the whole of the current level, click [Let/Unlet] Selected Site, Building or Floor (this tags all rooms below the selected parent).

Wait for the data to refresh, upon return the symbols change to indicate that the area is leased.

The total list of rooms captured will be displayed in the table at the bottom of the page.

Use the rooms list to review and fine detail what will be included.

Check/Uncheck the individual rooms then click [Let/Unlet] to save the section.

You can view the room occupant by clicking on the room. This displays the departmental hierarchy.

The Property Information tree uses symbols to indicate the let/lease state of a property and colour to indicate the location type. The key to symbols is displayed at the bottom left of the property page. To check if the whole or part of a property is leased or let:- Select the Property Tab for the Lease. Scroll down to the property listing in the left hand column and check the symbol alongside that property. Note that the Property Indicator shows if the property is partly or completely tied to another lease.

Key to symbols

Lease and property data can be complex.

For Lease users that use CAD drawing to create space records, it is possible to display a thematically coloured plan of the rooms set out in the Lease. This option requires up to date CAD drawings linked and synchronised by IPR.

View graphic reports: The Graphic Reports page will open in a popover window. Select the floor of the building report on.

The system will produce a render of the rooms in the CAD floor plan that relate to the Leased areas. The graphic report will appear as soon as CAD has hatched up the spaces in solid grey.

Use the CADi Viewer controls to pan, zoom and print. You can turn on the legend, set it’s size and position. If you need a hard copy of the finished result, click on Download PDF in the top right of CADi.

Refer to section 6 of the IPR manual for a detailed description of the graphics report viewer.

Lease external spaces: Click to display the tree selector. This will open in a popover window.

Linking a lease to an external space.

Unlinking a space from a lease.

Checking if a space has a lease attached.

In each case the procedure is identical to that outlined in sections 3.5.1-3.5.3 above.

The page shown is for a lease. The page for a licence has a similar layout, except that fee replaces rent.

Rent/Fee Reviews.

Have reviews: If this Checked rent/fee reviews occur. If this is Unchecked, all below fields in this section disappear.

The first review occurs on: Enter date in the form DD/MM/YYYY or select using the calendar validation. Refer to GN5 for detailed instructions.

The frequency of the review is: Select from the drop down menu.

View dates: Use this to see the actual dates that will occur in the range. A popover window will open showing the past and future rent/fee dates, with the next occurrence highlighted at the top of the window.

Notice on reviews. Enter period in months.

Completed reviews: A popover window opens with list of previous reviews.

Include reviews in diary: If this box is selected (ticked) then the diary will include the review dates.

Review Formula. Enter details as recorded in lease/licence.

Notes. Text box to record information not provided elsewhere.

Documents

This is a document repository section for rent/fee reviews.

To view an existing document click on the description or filename.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

Refer to GN4 for step by step instructions on using the file upload system.

The page shown is for a lease. The page for a licence has a similar layout, except that Licensor replaces Landlord and Licensee replaces Tenant.

Landlord Break Options

Have landlord break options: If checked, further inputs will be required. If this is unchecked then all remaining fields in this section disappear.

First landlord break option date is: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Landlord break option frequency: Select the required frequency from the drop down.

View dates: Use this to see the actual dates that will occur in the range. A popover window will open showing the past and future rent/fee dates, with the next occurrence highlighted at the top of the window.

Landlord break option notice: Enter details (in months) as recorded in lease/licence.

Include landlord break options in diary: If this is checked, then the landlord break option dates will be included in the diary.

Diary notice: Set how many days in advance you need notification.

Tenant Break Options

Have tenant break options: If checked, further inputs will be required. If this is unchecked then all remaining fields in this section disappear.

First tenant break option date is: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Tenant break option frequency: Select the required frequency from the drop down.

View dates: Use this to see the actual dates that will occur in the range. A popover window will open showing the past and future rent/fee dates, with the next occurrence highlighted at the top of the window.

Tenant break option notice: Enter details (in months) as recorded in lease/licence.

Include landlord break options in diary: If this is checked, then the landlord break option dates will be included in the diary.

Diary notice: Set how many days in advance you need notification.

General

Penalty for breakout: Enter amount in native format 1000.00.

Notes. Text box to record information not provided elsewhere.

Documents

This is a document repository section for break options.

To view an existing document click on the description or filename.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

Refer to GN4 for step by step instructions on using the file upload system.

Service Charges

Total charge: Check Included in rent payments: if required.

Amount Payable: Enter a single set amount in format 1000.00. Or this figure can be calculated from the total of the content in the Itemised breakdown.

Itemised breakdown: Use this feature to build the Amount payable from a specific list of charges. Click Service charge schedule to open popover window.

To Add a new charge, click the Add new service charge schedule link in the popover title.

To Edit an existing entry, click Edit on the appropriate row. Change Ref., Service description and Details of Charge as required. When completed click Submit.

To Delete an existing entry, click Delete on the appropriate row. The web browser will alert with a confirmation request showing the Reference for the row to be removed. Click Ok to complete the deletion.

The popover will update and show the revised data for each change.

Frequency: Select from the drop down menu.

Enter dates: Check if required. If this box is unchecked (remains blank) then the remaining fields in this section disappear.

First payment: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Include in diary from: If this is checked then the Service charge payment dates will be included in the diary and will populate the Service Charge information as detailed in section 7. Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Notes: Use the text box to enter supporting information as required.

Exceptional service charges

Add new service charge: Fill out the details for each charge, click submit when done.

Tip. To add an entry it is only necessary to complete the item field. Adding data to any other field is optional.

To Add a new charge, click Add new service charge.

To Edit an existing entry, click Edit on the appropriate row. Change Ref., Item, Amount, Details, Due date, Frequency, Diary entry and Date. When completed click Submit.

To Delete an existing entry, click Delete on the appropriate row. The web browser will alert with a confirmation request showing the Reference for the row to be removed. Click Ok to complete the deletion.

The popover will update and show the revised data for each change.

Ref: Type a reference identity.

Item: Select from the drop down list.

Amount: Cost in format of 1000.00.

Details: Verbose description of service.

Date due: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Frequency: Select from the combo drop down menu.

Include in diary: Check if required and the entry will be included in the diary.

Include in diary from: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Documents:

This is a document repository section for service charges.

To view an existing document click on the description or filename.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

Refer to GN4 for step by step instructions on using the file upload system.

Top section of page

Tip. To add an entry it is only necessary to complete the item field. Adding data to any other field is optional.

To Add a new entry, click Add new maintenance. A popover window will provide access. See details below.

To Edit an existing entry, click Edit on the appropriate row. A popover window will provide access to change Ref., Item, Who is responsible, First due date, Frequency, Last done date, Include in Diary, Include in diary from and Notes. When complete click Submit.

To Delete an existing entry, click Delete on the appropriate row. The web browser alert with a confirmation request showing the Reference for the row to be removed. Click Ok to complete the deletion.

Add new maintenance popover

Click Submit and the popover will update and return you to Maintenance, repairs, cleaning and decorations.

Ref. Type the reference identity.

Item: Select from the combo list drop down menu.

Who is responsible: Select from the combo list drop down menu.

First due: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Frequency: Select from the combo drop down menu.

Last done: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Include in diary: Check if required and the entry will be included in the diary.

Include in diary from: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Notes: Use the text box to enter supporting information as required.

Bottom section of the page.

Notice on maintenance responsibilities: The number of months (notice) before the entry is shown in the diary - a 1 entered adds a reminder to the diary 1 month in advance.

Documents

This is a document repository section for maintenance and repairs.

To view an existing document click on the description or filename.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

Refer to GN4 for step by step instructions on using the file upload system.

To disallow alterations, check the box No alterations allowed.

If this is checked, no corroborating details will be needed.

When either is Checked use the alterations list to build a list of the agreed provisions.

Click Add new alterations to display the Add alterations popover.

Tip. To add an entry it is only necessary to complete the Reference, adding data to any other field is optional.

Ref. Type the reference identity.

Description: Type out a description of the agreement.

Date of application: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Date of consent: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Date of completion: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Cost: Cost in format of 1000.00

Notes: Use the text box to enter supporting information as required.

Click Submit and the popover will update and return to the alterations table showing the revised data for each change.

Documents

This is a document repository section for alterations.

To view an existing document click on the description or filename.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

Refer to GN4 for step by step instructions on using the file upload system.

Create a catalogue of insurance responsibilities.

Obligation to insure: Check the appropriate party.

Insured risk: Use this field to typify essential risks, reference clauses, paragraphs and pages in original contract documents.

General notes: Use this field to reference essential clauses, paragraphs and pages in original contract documents.

Click update to commit the changes.

Add new insurance: Click to create a new insurance record. The Add new insurance popover will open.

Tip. To add an entry it is only necessary to complete the Insurance Company field. Adding data to any other fields is optional.

Ref. Type the reference identity.

Valuation Date. Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Insurance company: Select from the combo list drop down menu.

Premium: Add as appropriate.

Broker: Select from the combo list drop down menu.

Reinstatement value: Add as appropriate.

Valuer: Select from the combo list drop down menu.

Next valuation date: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Frequency: Select from the combo drop down menu.

Include in diary: Check if required and the entry will be included in the diary.

Include in diary from: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Notes: Use the text box to enter supporting information as required.

Documents

This is a document repository section for service charges.

To view an existing document click on the description or filename.

To upload a file, click on [Publish files] , choose publish from your computer or FileStore. You can also just drag and drop a new file onto the same button (be sure to drop the file within the dotted zone boundary).

Refer to GN4 for step by step instructions on using the file upload system.

Access via Leases, licences and Terrier left menu.

Contacts can be added in several sections. The All contacts view is the master list for all contacts, whether they have been entered directly into this section or in individually via tabbed sections. This view shows all contacts regardless of their subcategorised assignments. Landlords and Tenants are filtered views showing only contacts that have been added to the Landlord or Tenant groups.

Export to Excel: Use this feature if you wish to copy out the contact details displayed on the screen, it will create a raw table in Excel.

A step by step guide to adding, editing or deleting a contact in the All Contacts list is provided in General Notes GN7, but for convenience is also repeated below. Refer to GN8 for guidance on adding, editing or deleting a contact in the specific contacts list.

Add new contact

4.01. Click Add new contact at the top of the master contact list.

4.02 In the Add new contact popover window, fill out your new contact details. Click submit when done.

4.03. Close the popover by selecting the close X icon at the top right.

4.04. Repeat items 4.01-4.03 to build your contacts list.

Departmental and Contact methods data is added once the new contact is first created. This is done by using the Edit contact form.

It can sometimes be useful to put the name of the company rather than an individual in the name field. For example, when selecting the tenant or landlord from the drop down menu the name of a company is probably more useful than the name of the contact within that company. If no name is entered then the company name will be displayed instead.

Edit contact (using the All contacts master list feature)

Use this feature to assign Department and Contact methods to existing contacts.

4.05 Click on Edit on the appropriate contact from the master table.

4.06 The ‘Edit contact’ popover window will appear.

4.07 Modify the data as required. Click submit to save the whole contact record.

4.08 Close the window by clicking on X in the top right hand corner of the window.

4.09 Repeat items 4.05-4.08 to edit another contact.

Departments and Contact methods

Choose a Method from the dropdown combo and fill out the appropriate Details.

If the communication list requires a new item use the Edit communication methods link to update the contents. This is a Browser popup window.

Tip. Make sure your web browser will allow popups for this website.

Add new item: Create a new row for items list. Click submit under the new item section, this will refresh that window. Repeat the process until all required methods are added. Click on Close when complete. This will return you to the master All contacts list.

Departments: Click on the Departments icon to select from the tree.

The selected department is displayed under the Department title.

Expand the Department contact tree and select the appropriate node. This will become bold highlighted. Submit when done and this will close the tree returning you to Edit contact popover.

4.10 Delete a contact by clicking delete on the appropriate row of the master All contacts list.

4.11 The browser will alert to seek confirmation, select Ok. The entry will be permanently deleted and the master All contacts list will be refreshed.

Access via the left main menu. Click on Agreement search and the Search for leases and licences popover window will open.

Extensive search facilities are provided covering the whole of the leases and licences database. Narrow your search to gain success. Observe that you can enter criteria in all sections but too many details could limit the chance of results.

By default the search will cover both leases and licences, but this can be narrowed so that only leases or licences are reported.

Click on the blue Search button for all chosen agreement criteria to be found and displayed.

To exit the search window without carrying out a search click on X at the top right hand side.

Reference No. This field is not case sensitive. If you use coded References, perhaps you can enter partial strings such as “23” would find “E031-123”.

This method would aid finding Sub leases, partial reference numbers can also be used; “let 5” for example would find LET 5 and sub leases LET 5/1 LET 5/2 and any other entries with a reference number commencing let 5. Spaces are not ignored so, “Let5” is not the same as “Let 5”.

Permitted use, Landlord; Tenant; Payment frequency. For each of these fields select from the drop down menus.

Search using commencement and expiry dates.

You can use date operators to expand the chance of tracking an agreement by dates. This gives you greater control by allow approximations.

From the drop down menu select the date range criteria. Five operators are available:-

= The exact date entered. This is the default if no selection is made.

< A date before that entered.

<= On or before the date entered.

>= On or after the date entered.

> A date after that entered.

Dates. Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Search by Property.

If Search by property is selected the property list can be accessed. Click on [+] to the left of the site name to expand the tree and show buildings/floors.

By default the search down to room level is selected. Search down to floor level only can be selected if required.

Once the search criteria has been set click on [Search]

The search window will close and the results are shown using the All leases, licences and agreement page.

The results can be ordered by clicking on any field header title and the display format is identical to that used for the main Leases and Licences page. Refer to section 3.0 for a complete explanation.

Export to Excel. If you want to keep a copy of the results.

From the left menu click on Rent records, the agreements view will switch to rent records view and functions.

Data sort. The list can be re-ordered by clicking on any field header title.

Export to Excel: Use this feature if you wish to copy out the rent record details in a raw table form.

Rent/Fee records for individual leases/licences are accessed by clicking on the Ref text within a lease/licence row. The Paid rent popover window will open.

Click Add new rent paid to create a new payment row.

Add new rent paid

6.01 Add the amount due, enter due and received dates in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions. Use the Notes field to add any further relevance.

6.02 When complete, click Submit.

6.03 Observe the web browser message box advice.

6.04 Check your data.

Cancel to back out, click OK to save.

6.05 The browser message box will close and the Rent/Fee records screen reverts back to Rent paid list Popover window.

6.06 Repeat items 6 - 6.05 to add another payment.

6.07 Close the Rent/Fee records screen by clicking on the X in the top right hand corner of the popover window.

From the left menu click on Service charge records, the agreements view will switch to Service charge records view and functions.

Data sort. The list can be re-ordered by clicking on any field header title.

Export to Excel: Use this feature if you wish to copy out the agreements details in a raw table form.

Service charge records for individual leases/licences are accessed by clicking on the Ref text within a lease/licence row. The Service charges paid popover window will open.

Click Add new service charge to create a new payment row.

Click Edit to change the service charge data .

Add new service charge

To add a service record.

7.01 Add the amount due, enter due and received dates in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions. Use the Notes field to add any further relevance.

7.02 When complete, click Submit.

7.03 Observe the web browser message box advice.

7.04 Check your data.

Cancel to back out, click OK to save.

7.05 The browser message box will close and the Service charges records screen reverts back to Service charges paid list Popover window.

7.06 Repeat items 7 - 6.05 to add further charges.

7.07 Close the Service charges paid screen by clicking on the X in the top right hand corner of the popover window.

To edit a service record.

Change as required and click Submit when done. This will return you to the Services charges paid popover window.

You can access specific Lease reports direct from the Lease module left menu.

The Standard reports feature provides access to all reports. This view provides filters that you can use to identify a suitable report file. Micad regularly adds new reports to system builds so it’s worth trying the filters.

Opening the Reports link from the left menu shows a default view searched for “Lease” reports. You can further refine using Filter reports if you wish to expand the key word subject topics such as “Invoice” or “Expire”.

Last run by me and Last run by anyone provides positive feedback for report data popularity showing time and date stamps for your last used reports. You can sort the view of the table by clicking any of column headings.

Access via the left menu, All Lease and licences (section 3.0), Rent record (section 6.0), and Service Charge Records (section 7.0) and default entry screen.

Click on Relationships to open the tree view.

The Relationships tree view shows expanded branches where sub leases have been created.

A detailed explanation of Create a new Sublease can be found in section 10.0

To create a sublease click on the agreement Reference text and choose Create new sublease from the context menu.

The page will change to Add a new Sublease.

Description

Reference Code: Either enter your own code or select AutoGenerate and the system will create one.

Note. Any reference code can be used. It is not necessary to use a reference code which is a subset of that used for the main lease.

Description of Property (name, location etc.): The details entered on this line will appear in the ‘Property Description’ field in the Leases and Licences list.

Term of Lease

Commencement Date: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Expiry Date: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Landlord and tenant details

Landlord: Automatically entered using details from tenant of main lease. The entry can be changed by clicking the drop down and selecting the required person/company. [If the Item you require is not available in the combo list, use the Edit contacts to open the popover list window. Refer to GN8 for more detailed information.]

Saving Data

When all fields have been completed, click Submit to save the details. Mandatory fields will be checked for content, if these are incomplete you will be shown where the expected inputs are required.

The screen will refresh to show the initial data and entry boxes for additional data. Refer to section 3.1- 3.10 for information on each of the tabbed pages.

The sublease will also be added to the relationship tree, attached to the main lease.

To exit the Add New Sublease page without adding a new lease click on Cancel. The screen will refresh and revert to the Leases and Licences listing page.

We use common lookup lists and tools with repeated functionality throughout the Leases and Terrier modules. This methodology provides flexibility and the concept keeps data uniform and provides easy maintenance and validation by using a single reference source.

An example used here is the Equipment field in the Car Parking section of Building/Site information (Accessed via Terrier). By establishing a single master list, all the multiple references become linked.

The aim is to build master lists throughout the Leases module that meet your own requirements.

1.1 Build a master lookup for car park equipment. At first the list will appear empty - nothing in the drop down to pick.

Click on the link offered under the drop down menu prefixed with Edit.

2.1 A popup window will display. You can now build your master lists.

2.2 Once your own specific entries have been added, click on Submit when done.

2.3 Click on Edit equipment.

2.4 Update the lookup content as required, click on Submit when done.

3.1 Access the drop down list of previously entered data (in the example, we added Pay and display to the master list).

3.2 Now the master list is built for Carpark Equipment. Select your item and click Submit.

The Leases module provides support for adding original copies to agreements, as well as any given extra information document or refence as an attachment. You can add as many documents as you need. The interface to the file attachments shows a Publish files icon. Look for the dotted border drop zone.

You can Drag files from your own computer onto the drop zone. You can also click the icon and choose to publish files from your computer or from FileStore.

Refer to the full separate user guide on IPR FileStore here.

The calendar control provides an optional means for validation of dates that will be input throughout the module. It is offered where a date would be required.

You can free type the dates formatted as DD/MM/YYYY for speed. While the system’s validation won’t accept illegal hand written dates. The calendar will provide confidence to negate any illegal input while the data is being entered rather than find out at the end of a full-page submission.

Click the icon to open calendar.

Navigate the months using Prev and Next.

Click your specific day and this will close the control and fill in the validated date.

Mixed inputs may be used to speed up the entry process. Rather numerous mouse clicks with Prev/Next. Overtype the manual part, say you want to span years quicky, change the year and the calendar will jump in huge spans to aid the process.

I’m an IPR Administrator, why can’t I see the Leases or Terrier module?

The Leases module is an optional module that requires a subscription fee. When an IPR system is sold with the Module enabled, it will be enabled for a named user during implementation. That user then may grant rights to as many other users as required.

To access the Leases module (same applies for Terrier), your IPR Administrator needs to grant specific rights within the module(s).

Screen shows the left menu with no Terrier or Lease links at site level. And this user is an IPR Admin

The Module reveals itself to users that have been granted rights. Otherwise, the left menu will not show links to users without rights.

If you cannot gain access, contact your IPR administrator. Contact Micad if access cannot be resolved.

From the left menu click on Contacts.

7.01 To add to the All contacts master list, click on Add new contact and the popover will open.

7.02 Enter your contact details and click on Submit. This will close the popover and return you to the All contacts master list.

7.03. Repeat items 7.01-7.02 to add another new contact.

Note: The Name field is used for the drop down lists and therefore completion is mandatory. It can sometimes be useful to put the name of the company rather than an individual in the name field. For example, when selecting the tenant or landlord from the drop down menu the name of a company is probably more useful than the name of the contact within that company. If no name is specified then organisation name will be displayed instead.

7.04 To edit a person in the All contacts master list, click on Edit against the appropriate row.

7.05 Modify the data as required. Click submit to update the data.

7.06 You can add an existing user to the IPR Departmental hierarchy once they have been created.

7.07 You can add Contact methods to an existing user once they have been created.

To delete a person in the All contacts master list.

7.10 In the All contacts list, click Delete.

7.11 A browser alert will pop up to ask if you are sure. Click OK and the entry will be deleted and you will be returned to the master Contacts list.

In this example we will use Landlords as the subject, but the same procedure applies for any specific contacts list.

Click on the Contacts link (Landlords used here by way of example). The Contacts popover will open. There are 2 halves to the display, the top is all the Contacts in the system, the bottom is the grouping assignment. Observe the contact Icons under the Drag column name (top half) and the Drop zone shown under the group contacts (Bottom half).

8.0.1. To Add, drag that person’s contact icon from the top to the bottom – hold down the left mouse button, drop in the blue dotted boundary. Let go of the mouse button while over the drop zone and the list will refresh showing the contact added to the group.

8.0.2 Repeat the procedure to add other people/companies as required.

8.0.3. To remove a person in the specific contacts list, click on Delete on the appropriate row you wish to modify.

8.0.4 A browser alert will seek to confirm deletion, click OK and the entry will be removed and the list will refresh.

8.0.5 Close the Contacts popover using the X icon in the top right.

Use the IPR search tool to navigate the property portfolio and track documents. The main search results have tabs that categorise the returned global data.

There is an Advanced search option which is revealed in your first searched results.

Document Search is a part of the main IPR, and by default all modules will be searched, not just Leases and Licences.

Refer to GN4 if further information is required regarding uploading documents.

Only one field requires completion in order to carry out a search, but selecting further fields will refine the results.

TIP. If no fields are modified and a search is carried out all available documents in all modules will be listed.

Document Filename/Description: This field is not case sensitive.

For example using sample would also find Sample or SAMPLE.

Partial words can also be used. Using the word hot would also find for example Hotel, Photograph or hot water meters if they appear within the document filename or description. Note however that spaces are not ignored and sample lease is not therefore the same as samplelease.

Keywords. Enter any keywords separating each word with a comma. Note that if this field is used the Module field setting will automatically change to IPR.

Module: By default all modules will be searched, not just the Leases and Licences. Select from the drop down menu to restrict the search to a specific module.

Discipline; Published By; Document Attributes. For each of these fields select from the drop down.

Dates: Enter date in the form DD/MM/YYYY or select a valid date from the calendar. Refer to GN5 for detailed instructions.

Items per page. The number of results shown on each page. The default setting is 50, but this can be modified as required.

Once the required search criteria have been entered click Search.

END