Real Estate Management System User Manual
Table of Contents
-
Administration Team
- Property Owner
- Property Mandate
- Properties
-
Administrative Tasks
- Creating a Customer
-
Invoice
- Create an Invoice
- Make an Auto-Repeat
- Cancel an Auto-Repeat Invoice
- Receive a Payment (Payment Entry)
- Sales Agents Team
- Maintenance Team
- Top Management Team
- System Navigation Guide
- Common Workflows
- Troubleshooting Guide
- Security and Compliance
Administration Team
This team deals with the day-to-day activities of the business including data entry, document management, and system administration.
Key Responsibilities:
- Property owner data management
- Mandate creation and processing
- Property listing management
- Payments - Tenants and Property Owners
- Billing, Invoicing and processing payments
- Process Property applications and Lease agreements
- System maintenance and user support
Document Types and Processes:
Property Owner
The Property Owner Document is the key entry point for processing properties, sales, tenants and listings in the Property management APP. When a new mandate for rental or For Sale needs to be processed a 'Property Owner' Document is required to accurately process owner information.
Purpose: Captures details of property owners who entrust their properties to the business for rental or sale.
Functionality:
- Stores owner details: name, surname, contact information, and physical address
- Automatically generates Customer and Supplier records upon successful entry
- Links address information to both generated records
- Enables invoice and purchase invoice generation against property owners
| Required Fields |
|---|
| Name |
| Surname |
| Cell Number |
| Address |
Users: Administrators Team, Sales Agent Team
Doctype Methods: Save
Process Flow:
- Navigate to Property Owner > New
- Enter all required owner details
- System automatically creates linked Customer and Supplier records
- Save the record
Screenshot 1: Navigate to Property Owner
Use the awesome bar, it will guide the user in achieving most of the system tasks.
Screenshot 1:Property Owner List
If you want to see all the Property Owners in the system, from the awesobar click on 'Property Owner List'
Screenshot 1:Property Owner Create
Screenshot 1: Property Owner Creation Screen
A new form for Property Woner is presented to the user.
Screenshot 1: Property Owner Creation Screen
After created the new 'Property Owner' Document is saved.
The system will automatically create the neccessary records for this property owner for billing and invoiceing against this account/s
The next step will be to create the 'Property Mandate' against this Owner. Note** a 'Property Owner' can have multiple mandates in the system.
Property Mandate
Purpose: Legal document that authorizes the company to manage property for rental or sale. Requires signatures from both property owner and company representative.
Functionality:
- Can only be created when a valid Property Owner exists
- Single property owner can have multiple mandates
- Automatically generates PDF mandate document upon submission
- Sends copy to property owner via email
- Calculates commission amounts based on percentages entered
| Required Fields |
|---|
| Property Owner (linked field) |
| Mandate For (Rent/Sale) |
| Commission percentages and amounts |
Property Details:
|
Users: Administrators Team, Sales Agent Team, Top Management Team
Doctype Methods: Save and Submit
Process Flow:
- Navigate to Property Mandate > New
- Select existing Property Owner
- Complete mandate details
- Save as draft for review
- Submit to generate PDF and send to owner
Screenshot 1: Navigate to Property Mandate
Use the awesome bar, it will guide the user in achieving most of the system tasks.
Screenshot 2: Navigate to Property Mandate List
The system will represent the user with a list of all the mandates registered in the system.
Screenshot 3:Create new Property Mandate
Add new 'Property Manadate'.
Screenshot 4:Save Property Mandate
Save new 'Property Manadate'.
Properties
Purpose: Detailed property data generated from submitted mandates. Used for website listings, rental agreements, and offer to purchase agreements.
A Property will require a valid 'Property Manadate'. When created the property can be disabled. This means the property is in the system but can not be used for any other transactions until it is re-enabled. This is to ensure that properties that are missing data or that require more processing from the agents or users are not mistakenly processed for any other transaction.
The property also forms the basis for Business logic transactions which include
- Listing a Property on the Website
- Generating Lease or OTP agreements
- Invoicing and receiving payments against a property. (Tenants and Property Owners)
- Printing Property Owner Statements
Functionality:
- Can only be created from valid submitted Property Mandate
- Contains comprehensive property details and amenities
- Default state is "Disabled" to allow data validation before activation
- Disabled properties cannot be used in transactions
- Suburb/Location field critical for reporting and area analysis
| Required Fields |
|---|
| Mandate (linked field) |
| Property Title/Name |
| Property Type |
Users: Administrators Team, Sales Agent Team, Top Management Team
Doctype Methods: Save
Process Flow:
- Navigate to Property1 > New
- Select submitted Property Mandate
- Complete property details
- Save in disabled state for review
- Enable when ready for transactions
Screenshot 1: Navigate to Property
Use the awesome bar, it will guide the user in achieving most of the system tasks.
Screenshot 2: Add New Property
Select the Mandate for this Property
Screenshot 3:Add New Property
Ensure the disabled check box is cleared if the property is ready to process transactions.
Screenshot 4: Add new Property
Fill in all the relevant details for the property
Screenshot 5: roperty Saved
Property now saved and ready to process transactions.
Listing a Property to the Website
Listing a property to the website for the potential tenant or buyers to view. This will utilize the properties already in the system.
- List Properties to the Website
| Required Fields |
|---|
| Property1 (linked field) |
| is published |
| Listing Agent Code |
Users: Administrators Team, Sales Agent Team, Top Management Team
Doctype Methods: Save
Process Flow:
- Navigate to Property Listing1 > New Property Listing 1
- Select submitted Property
- Complete property listing details
- Save for review
- Check is published checkbox
Screenshot 1: Navigate to Property Listing1
Use the awesome bar, it will guide the user in achieving most of the system tasks.
Select Add New Property Listing
Screenshot 2: Select Property
Select the Property you wish to list to the website.
Screenshot 3: Publish the Property
The system will auto populate the information of the property.
User will need to enter Pricing and other information that will show up on the website.
Do not forget to check the - is published checkbox. If you not ready to show the listing leave the checkbox unchecked.
Screenshot 4: Add listing Agent and Images to Property
Add the listing Agent and images to the Listing. To add image click the 'Add Row' button.
Save the listing
Screenshot 5: Save the listing
Listing is 'Saved'
Save the listing
Processing a Property Application
Potential clients visit the website. They search and browse avaliable properties. On the property list page or property detailed page the client the elects to process an online application by clicking the 'Apply Now' button.
The system will navigate them to the 'Application Form'
Note** They are 4 types of applications the potential client can select from.
- Single Aplicant - Selected when its a single applicant.
- Student Applicant - Selected when its a student applicant
- Dual Application - Selected if the affordability involves more than one applicant.
- Commercial / Business - For Comercial and Business Applicants
Functionality:
- Can be submitted potential clients using the Website
- Collects comprehensive client information.
- Potential clients can sign the application using thier mobile devices or computer
- Disabled properties cannot be used in transactions
Users: Administrators Team, Sales Agent Team, Top Management Team
Doctype Methods: Save, Submit
Process Flow:
- User opens website and browses properties of their choice
- Clicks 'Apply Online
- Enters relevant details and selects Application Type
- Signs the 'Application Form'
- Submits Application Form
- Administration and agents get notifications when a new application is recieved in the system
Screenshot 1: Navigate to increaseproperties.co.za/properties
User enter search criteria for properties.
Screenshot 2: User Clicks 'Apply Online'
Clicks "Apply Online"
Screenshot 3: Application Form presented to user
The application form is pre-popullated with the selected property details.
Screenshot 4: User to select 'Application Type
Select Application Type.
Screenshot 5: User signs and submits the form
Form signed and submitted.
Screenshot 6: System users have immediate access to the Form.
System users can review the submitted application.
Finalize Lease Agreement
Lease Agreement
After the application as been reviewed and is successful, the next step is to finalize the lease agreement. This is a submittable document which is signed by the client and the agency.
- Reiveiw the Lease agreement
- Review documents
-
Process the lease and submit it for permanent storage.
After submiting the client recieves a copy of the Lease Agreement via Email.
Process Flow:
- Navigate to Property Lease Agreement
- Add New Property Lease Agreement
- Select Tenant from Customers or From Application Form
- Select lease period and rental amount
- Save and Submit
- Print Lease
Screenshot 1: Navigate to Property Lease Agreement
Selecet client from either Property Application of from Customer list.
Screenshot 2: Select from Property Applications
Selecet client from either Property Application of from Customer list.
Screenshot 3: Select Cleint
Selecet client from either Property Application of from Customer list.
Screenshot 4:Print Lease Agreement
Print the Property Lease Agreement
- Review
Additional Administrative Functions:
Managing Customers in the System
Day to day adminstrative tasks are essential to keep the business operationsin order and well documented.
This includes recording of transactions and maintenance of customer data.
This section will cover
- Creating a Customer
- Invoices
- Creating an Invoice
- Deleting an Invoice
- Payment Entry
- Creating a Payment Entry
- Allocating a Payment
Creating a Customer
Tenants and property owners are both customers to the system. They both can be invoiced for services rendered.
- Customer Records for Property Owners are created when a new Property Owner Record is created
- Customer Records for Tenants are created when a new Lease agreement is finalized
- System users can also Create Customers in the system
| Required Fields |
|---|
| Customer Name |
| Contact Details |
Users: Administrators Team, Sales Agent Team, Top Management Team
Doctype Methods: Save
Process Flow:
- Navigate to Customer > New Customer
- Enter Customer Details
- Enter Address and Contact
- Select Primary contact details
- Save the record
Screenshot 1: Navigate to Customer
Add New Customer
Add New Address & Contact information
Screenshot 2: Save Customer
Save New Customer
Add New Address & Contact information
Invoices
Invoices are created to bill clients for services rendered.
Note**: An invoice can not be Deleted after submission. It can either be Cancelled or issue a Credit Note. This is inline with Accounting Principles.
Never try to delete an invoice.
Creating an Invoice
Invoices are used to bill clients for services rendered.
- Create invoices
- Create Auto-Repeat invoices
- Cancel Auto-Repeat
- Issue Credit Note
| Required Fields | ||
|---|---|---|
| Customer Name | Invoice Type | Property |
Users: Administrators Team, Top Management Team
Doctype Methods: Save, Submit
Process Flow:
- Navigate to Invoice > New Invoice
- Customer
- Select Invoice Type
- Select Property
Screenshot 1: Navigate to Invoice
Enter Invoice data
Customer
Enter Items
Save
Screenshot 2: Navigate to Invoice
Enter Invoice data
Customer
Enter Items
Save
Screenshot 3: Navigate to Invoice
To Create Auto-Repeat go to
- connections
- Add Auto-Repeat
Customer
Enter Items
Save
Processing Payments in the System
When recording payments to the system, the user needs to pay attentionas to the allocation of the payments.
System user needs to ensure the correct customer, payemtn type and proeprty are selected
Note**: Property owners and Tenants are both customers in the system
- Process Payment
- Allocate a Payment
| Required Fields | ||
|---|---|---|
| Customer Name | Invoice Type | Property |
Users: Administrators Team Top Management Team
Doctype Methods: Save, Submit
Process Flow:
- Navigate to Invoice
- Select the Invoice and click Create Payment and select 'Payment'
- Select 'Property'
- Enter Amount
- Enter Cheque / Reference No and Date
- Save and Submit
Screenshot 1: Navigate to Invoice List
Use the awesome bar, it will guide the user in achieving most of the system tasks.
Select Add New Property Listing
Screenshot 2: Select Invoice
Enter details.
Select Add New Property Listing
Screenshot 3: Enter Invoice Details
Ensure Property and amount are correct
Save and Submit.
Select Add New Property Listing
User Management
- Create and manage user accounts
- Assign roles and permissions
- Reset passwords and manage access
System Configuration
- Manage custom fields and print formats
- Configure email templates
- Set up automated workflows
Reporting
- Generate property owner reports
- Create mandate tracking reports
- Monitor property listing status
Data Maintenance
- Regular data backups
- Data cleanup and archiving
- System performance monitoring
Sales Agents Team
Key Responsibilities:
- Client relationship management
- Property showing and marketing
- Deal negotiation and closure
- Commission tracking
Document Access:
- Property Owner (View/Update)
- Property Mandate (Create/View/Update)
- Property1 (Create/View/Update)
- Sales Invoices
- Rental Agreements
Maintenance Team
Key Responsibilities:
- Property inspection and maintenance
- Work order management
- Vendor coordination
- Maintenance scheduling
Document Access:
- Property1 (View)
- Maintenance Requests
- Work Orders
- Vendor Management
Top Management Team
Key Responsibilities:
- Strategic decision making
- Performance monitoring
- Financial oversight
- Business development
Document Access:
- All documents (Read-only)
- Advanced reporting
- Dashboard access
- Financial statements
System Navigation Guide
Main Menu Structure:
-
Property Management
- Property Owners
- Property Mandates
- Properties
-
Transactions
- Sales Invoices
- Purchase Invoices
- Rental Agreements
-
Maintenance
- Work Orders
- Maintenance Requests
-
Reports
- Property Owner Reports
- Mandate Tracking
- Financial Reports
-
Administration
- User Management
- System Settings
Common Workflows
New Property Owner Onboarding:
- Create Property Owner record
- System generates Customer/Supplier records
- Create Property Mandate
- Generate Property listing (Property1)
Property Listing Process:
- Submit Property Mandate
- Create Property1 from mandate
- Enable property for transactions
- Publish to website/marketing channels
Commission Processing:
- Sales transaction completion
- System generates commission invoices
- Process payments
- Update commission status
Troubleshooting Guide
Common Issues:
- Unable to create Property Mandate: Verify Property Owner exists
- Unable to create Property1: Verify Mandate is submitted
- Commission calculation errors: Check percentage/amount fields
- Email not sending: Verify email configuration
Contact Support:
- System Administrator: admin@company.com
- Technical Support: support@company.com
- User Training: training@company.com
Security and Compliance
Data Protection:
- All personal data encrypted
- Role-based access control
- Regular security audits
- GDPR compliance
Document Retention:
- Property Mandates: 7 years
- Financial Records: 7 years
- Maintenance Records: 5 years
Audit Trail:
- All document changes logged
- User activity tracking
- Version history maintained
Note:
This manual will be updated regularly. Last updated: [Date]
Screenshots to be added for each section showing:
- Property Owner creation interface
- Property Mandate form
- Property Mandate submitted view
- Property1 creation screen
- Property1 disabled state
- Main dashboard
- Report generation interface
- User management screen