All information and reports concerning properties can be found by clicking on the Properties tab in your black toolbar along the top of your page.

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1 TRAINING MANUAL: PROPERTIES All information and reports concerning properties can be found by clicking on the Properties tab in your black toolbar along the top of your page. 1. VIEW ALL PROPERTIES When selecting View all properties from the drop down menu, PayProp will display all the properties captured on your portfolio with the associated beneficiaries and tenants in adjacent columns. Figure 1: View all properties 1 TRAINING MANUAL: PROPERTIES

2 Let us have a look at the page in detail: Create property Search boxes: Find Property Find Beneficiary Find Tenant Alphabetical listing filters A button, when clicked, opens the screen that allows you to capture the details of a new property that you would like to add to your portfolio These search boxes are useful for searching for properties. You are able to search on the name of the property or even part of the name of the property. You can use the tenant and beneficiary search box to find the property too These filters allow you to filter your list of properties by alphabet or by number based on the first character of the property name. 2. CREATE PROPERTY Besides being able to create a property from the View all properties screen, you can create a property by clicking on the Create property link from the drop down menu Figure 2: Create property 2 TRAINING MANUAL: PROPERTIES

3 The Create property page explained in detail Property name Agent PayProp user Monthly payment Payment approval required Allow payments Listing from/until Notes Property address Submit The name of the property you will be managing. It is better to capture the number at the back of the name as it is easier to sort alphabetically rather than numerically The agent responsible for managing/looking after the property When selecting a user from the drop down box, the user will be able to see the properties that they are the PayProp user for. This function works together with a permission setting under Users & permissions on the profile tab. The function is useful for large rental portfolios where users only want to see their properties when they log into the PayProp portfolio The estimated or expected amount that the property will be rented for This allows you to finally approve the payments before the reconciled funds are paid out from this property Is always ticked. This means that all funds reconciled against this property are allowed to pay the beneficiaries listed/captured on the property under payments. If for any reason during the mandate to manage this property, the need arises to suspend all payments on the property, this box can be un-ticked. This will allow you to still receive payments from tenants against the property, but no payments to beneficiaries will be processed. List the property from the date you receive the property to manage. We do not always know how long the property will be managed for, so the to date can be left open or completed later as per mandate with the owner/landlord Is an open field where extra information can be captured The physical address of the property. If the address is captured correctly, PayProp will be able to plot correctly on the Property map When you have captured the correct property information, click the Submit button to save your property on your portfolio Figure 3: Property details Once the property has been created, you may update the property details by clicking the Update property button. To map your property on Google maps, click the View on map button. 3 TRAINING MANUAL: PROPERTIES

4 3. PROPERTY MAP To view the Property map, click on Property map from the drop down menu When your properties have been mapped, they will show on your Property map. When you click on a red marker with your mouse pointer, a marker pop up will appear displaying the name of the property, and, if captured, a photo of the property. If you click on the name of the property, PayProp will take you to the property overview. You may view your unmapped properties by clicking on the View unmapped properties button in the top right corner of the page or by selecting Properties not mapped from the drop down menu at the top of the screen. Figure 4: Property map 4. PROPERTY ACCOUNT PayProp has a facility that enables you to hold funds on behalf of owners in a property deposit account. These deposits are held in a section 32(2) trust account where it accumulates interest for the benefit of the owner. The balance per property, after interest and fees, is displayed on the owner statement and in relevant reports within PayProp. You have the ability to set up specific payments to be held in this account or you can specify how much money must be held in the account at any given time by specifying a target balance. This document provides detail of how to manage this feature on PayProp. The picture below represents the information that you will find under the details tab of every property. We include information about the Property account at the bottom. You can adjust the target balance by clicking on Update property, insert the target amount and submit the change. When money is received and an amount is due for payment to the owner, the system will first fill-up the property account to the target balance level, and then proceed with paying the remainder to the owner. The current balance will show the amount available in the property account at any point in time. 4 TRAINING MANUAL: PROPERTIES

5 You can also create once off or recurring payments to the property account by setting up a payment rule to the property account of whatever value you require. To do this, create a payment on the property as per normal and select Property account in the Category dropdown. As the Property Account has been set up as a pre-defined beneficiary (similar to the damage deposit beneficiary), there is no need for you to set up the beneficiary with bank details first. The normal payment rules apply as for any other beneficiary payment instruction. You can also elect to send all monies that would have normally gone to the owner to the property account instead. All you have to do is to click on the Update property button in the property details view and select the Send all incoming payments to property account option. To make payments out of the property account is just as easy. Select the category and beneficiary name as per normal and this time select Property account from the Use money from dropdown. The payment will be set-up for approval as per normal and once it has been approved, the available balance of the property account will be reduced accordingly. The property account balance will display on the owner statements in the same way that damage deposit balances, interest and transactions are displayed. To see what the current property account balances are, you need to select the Property accounts dropdown from the Properties menu icon on your top menu bar. You are able to customise the date range. The opening balance, movements and closing balance will display in the same way that the damage deposit movement report does for tenant damage deposits. 5 TRAINING MANUAL: PROPERTIES

6 The flow of fees is marginally different from tenant damage deposits. The PayProp service fee payable by the estate agency is levied when the funds move into the Property account. When payments are made from the Property account, no further service fee is levied and only the normal transaction fees apply as for all beneficiary payments. Similar to the damage deposits, an administration fee will be levied on the property account and will be deducted from the property account balance on a monthly basis. Interest is also allocated on a monthly basis. 5. ACTIVE PROPERTIES By clicking Active properties from the drop down box, you will see a list of active properties on your portfolio The Active properties list displays your active properties. The Agent heading allows you to sort by agent. When you click on Agent, your agent names will be grouped together. The Property amount is the amount you captured when you created the property in the Monthly payment field. The Tenant amount refers to the amount your tenant is actively being invoiced. The Balance amount is the difference between the Property amount and the Tenant amount. The balance does not affect your books at all, but is an indicator of how closely the rent achieved aligns with what the owner is expecting. The Fixed Commission is displayed next to the property where you are working on a fixed amount of commission monthly. Percentages are reflected next to properties where you are managing a property for a Percentage Commission monthly. The Y and N under Settings refers to the allow payments and verify payments under property details. The Status can be Active, Inactive or Deleted, but in this case will only be Active as you have selected the Active Properties from the drop down menu. Figure 5: Active properties 6 TRAINING MANUAL: PROPERTIES

7 6. DISABLED PROPERTIES Properties become disabled for payment when a reconciled debit order or Pay@ transaction is rejected, which is normally the case if you need to amend the associated payments. By clicking Disabled properties from the drop menu, you will see a list of properties that need to be enabled to allow payments, once you have amended the payment instructions. Figure 6: Properties disabled for payments To enable the property again, click on the property name under Property. By doing this you will be taken to the Property overview page where you will see an orange alert box. You can click on this box and you will be taken directly to the Property details page. Click the Allow payments box and submit the changes. This will automatically reconcile the debit order or Pay@ transaction again and create the payments associated with the active payment instructions for approval. 7. PROPERTIES NOT MAPPED Properties that are not mapped will not appear on the Property map. You can confirm the location of your unmapped properties by clicking on Properties not mapped. Figure 7: Properties not mapped To map a property, click on the property name under Property. You will find yourself on the Property overview page. From the overview page, you will need to navigate to the property details page. Update the property details and correct or complete the property address. Submit your changes and then View on map. You need to confirm the location so that the property displays on the Property map. * see create property section 7 TRAINING MANUAL: PROPERTIES