Lettings configuration set up

This guide will show you how you can use Lettings Configuration to customise the Jupix property management and accounts settings to how your agency works.  

This article includes: 

• Lettings Configuration
  • Lettings Settings
  • Deposit Schemes
  • Nominal Codes & System Charges
  • Tenant Charges
  • Landlord Charges
  • Safety Certificate Types
  • Letting Fee Policies

Lettings Configuration

1. Click Admin on the main homebar
2. In the dropdown menu, click Lettings Configuration
3. Alongside each of the section names, you will see the word Edit in red - click each one to edit the options in that section

Lettings Settings

Generic Statement Remarks

1. Select On or Off for default remarks that will appear at the bottom of every landlord statement 
2. Message for BACS Statements - Enter your default remarks for landlords you pay via BACS or internet
3. Message for Cheque Statements - Enter your default remarks for landlords you pay by cheque

Setting statement remark dates allows you to specify a period you would like your Generic Statement Remarks to appear for, i.e. Christmas opening.

1. Statement Remark Start Date - Use the calendar to select the start date
2. Statement Remark Expiry Date - Use the calendar to select the end date

Statement remarks can be removed and amended from pending statements by previewing the statement and deleting or amending the remarks.  

If a statement remark has been added to an individual Landlord payment details record, the generic remark will appear directly after the landlord ledger statement remark.

Generic Invoice Remark

1. Any remarks added in the Generic Invoice Remark field will appear on all invoices and payment requests including rent demands

Maintenance Work Disclaimer

1. Any messages added in the Maintenance Work Disclaimer field will appear on all supplier works orders for maintenance jobs

Lettings Management Settings

1. Letting Term - Enter your default term value for the length of the let
2. Letting Term Type - Use the dropdown to select your default term type for the length of the let, i.e. Months or Weeks
3. Management Type - Use the dropdown to select your default management type, i.e. Fully Managed, Let Only, Rent Collection Only, Direct Let
4. Management Fee - Enter your default management fee
5. Management Fee Type - Use the dropdown to select your default management fee type, i.e. Percent, Fixed
6. Send Tenancy Renewal - Enter your default value for when to send a tenancy renewal before the end date
7. Send Tenancy Renewal Type - Use the dropdown to select your default type for when to send a tenancy renewal, i.e. Months, Weeks
8. Deposit Multiplier - Enter your default value for the deposit calculator
9. Deposit Multiplier Type - Use the dropdown to select your default value type for the deposit calculator, i.e. Months, Weeks
10. Deposit Amount Warnings - If ticked, Jupix will show you warnings if a holding deposit or tenancy deposit amount exceeds the legal threshold
    For more information on Setting up holding deposit amount and tenancy deposit amount warnings, click here
11. Enter Meter Readings - If ticked, Jupix will prompt you to enter meter readings at the start and end of a tenancy
12. Inspection Frequency  - Use the dropdown to select your default property inspection frequency
13. Display Employment Details - When ticked, this allows you to record and view your applicant's employment details on a tenancy
14. Check Contractor Liability - When ticked, this provides you with a warning about suppliers with expired or missing liability details when assigning maintenance jobs

Letting Fee Settings

1. Letting Fee Description - Enter your default description to be used for the letting fee that will appear on landlord statements when charged
2. Letting Fee Amount - Enter your default letting fee value
3. Letting Fee Type - Use the dropdown to select your default letting fee type, i.e. Fixed, Percent
4. Letting Fee Inclusive of VAT? - Using the tickbox, you can set if the letting fee is inclusive of VAT (this box is ticked by default)
5. Apply Letting Fee By Default? - Using the tickbox, you can determine whether to apply the letting fee by default when adding a landlord’s first account
   For more information on Landlord first account, click here

Lettings Financial Settings

1. VAT Registered? - If your agency is VAT registered, having this ticked will automatically add VAT onto letting charges
2. Auto Charge Application? - We recommend having this UNTICKED. Having this ticked will automatically take you to the Add Application Charges screen after adding a tenancy application
3. Auto Charge Move Out? - Having this ticked will automatically take you to the Add Tenancy Charges screen after moving out a tenancy
4. Pre Application Payment? - If ticked, this forces any application charges to be receipted before the application can be progressed
5. Card Surcharge - Ensure what you set here is compliant with the UK card surcharge ban as this sets a default surcharge amount for card payments, i.e. Fixed, Percentage, With VAT, Without VAT.
   It can also be overridden for each receipt
6. Pay Suppliers Before Agency? - We recommend you check your ARLA or RICS compliance regulation before changing this setting.
   When ticked, money will allocate to supplier invoices before agency invoices. Where there are insufficient funds, agency invoices will not be paid in full until money is available.
   If not ticked, money will be allocated to agency invoices first. Where there are insufficient funds, supplier invoices will not be paid in full until money is available
7. Pay Deposits Before Rent? - When ticked, money will allocate to tenant deposits before tenant rent. Where there are insufficient funds, tenant rent will not be paid in full until money is available.
   If not ticked, money will be allocated to tenant rent first. Where there are insufficient funds, tenant deposits will not be paid in full until money is available
8. Attach Agency Invoices To Statements? - When ticked, Jupix will automatically attach agency invoices to landlords statements. This can be overridden per landlord if required
9. Attach Supplier Invoices To Statements? - When ticked, Jupix will automatically attach supplier invoices that have been uploaded to Jupix to landlords statements
10. Landlord Statement Options - Select the default statement sending options applied when creating a new landlord ledger.
    Email will only be set for landlords with a valid email address
    
    

     Warning

    If changes are made and Yes is selected, and then saved for Update All Landlords, it will overwrite the existing preferences for ALL landlords in the system. This is NOT reversible

11. Print Agency Copy of Statements? - If ticked, every time a statement is created, a copy will be placed in the print tray for the agency
12. Demand Rent Past Tenancy End Dates? - If left unticked, Jupix will stop demanding rents once the tenancy end date has passed, automatically creating pro rata rents where necessary.
    If ticked, Jupix will continue to demand rents regardless of the tenancy end date that has been set until the tenancy has Moved Out
13. Cheque Clearance Days - Set the number of days necessary for cheques to clear (Jupix will not allocate money from cheques until they have cleared). The clearing period starts from the date entered on the Pay In Cash & Cheques screen.  If changes are made to the number of clearance days, it will not affect any cheques that have already been processed but are not yet cleared
14. Send Statements From - Use the dropdown to select who the statement and remittance advice emails are sent from and are signed off by
15. Statement Emails Come From - Select the email address statements or remittance emails appear to be sent from, i.e. Agency (your agency’s default email address as set up in Jupix), Office (the related office’s email address as set up in Jupix), Ad Hoc (add an email address of your choice)

Accounting Package Settings

1. Accounting Package In Use - This is part of your set up for Making Tax Digital (MTD).
   For more information on Making Tax Digital (MTD), click here

Deposit Schemes

Here, you can select all of the deposit schemes you use, set up your default scheme, and add the schemes bank details.  

1. Once on the Edit Deposit Schemes screen, using the Use This Scheme? column, tick all the relevant deposit schemes that your agency and landlords use
2. Using the Default Scheme column, select your agencies default deposit scheme 
3. Click Edit Bank Details to add the schemes bank details
   For more information on Adding bank details for deposit schemes, click here

Nominal Codes & System Charges

For more information about nominal codes and system charges settings, click here.

Tenant Charges

This section can be used to set up the permitted tenant charges in line with the Tenant Fees Act 2019 that can be charged to applicants and tenants. You can also edit and delete existing charges.  

Adding a new tenants charge

1. Once on the Tenant Charges screen, click New Charge
2. Charge Description - Enter a description of your charge
3. Charge Amount (£) - Enter the default charge amount. This amount can be edited by you at the point of the charge being made
4. Charge Type - Use the dropdown to select either Tenant Tenancy (these charges are available to raise throughout the tenancy) or Tenant Application (these charges will only be available to select when raising the Tenants First Account
   For more information on Tenant first account and how to amend the rent or deposit amount, click here
5. Nominal Code - Use the dropdown to select your relevant nominal code
   For more information on Making Tax Digital (MTD), click here
6. Liable For VAT - Click the tickbox if the charge is liable for VAT
7. Inclusive Of VAT - Click the tickbox if the charge is inclusive of VAT
8. Apply By Default - Only click the tickbox if the charge is to be applied to EVERY tenancy
9. Click Save

The charge will now be available to raise either at Tenant First Account or on the Tenant Ledger.
For more information on Adding tenant charges, click here

Edit or delete an existing tenants charge

1. Once on the Tenant Charges screen, using the Action column, you can either:
   1. Click Edit to make your required changes to the relevant charge
   2. Click Delete to delete the relevant charge. If it is no longer required, click Confirm Delete 

Landlord Charges

This section can be used to set up your landlord charges, as well as edit and delete existing charges. These charges can be raised by you from the Property Ledger or the Landlord Ledger.

Adding a new Landlord Charge

1. Once on the Landlord Charges screen, click New Charge
2. Charge Description - Enter a description of your charge
3. Charge Amount (£) - Enter the default charge amount. This amount can be edited by you at the point of the charge being made
4. Charge Type - Use the dropdown to select either Landlord Tenancy (these charges are available to raise throughout the tenancy) or Landlord First Account (these charges will only be available to select when raising the Landlord First Account
   For more information on Landlord first account, click here
5. Nominal Code - Use the dropdown to select your relevant nominal code
   For more information on Making Tax Digital (MTD), click here
6. Liable For VAT - Click the tickbox if the charge is liable for VAT
7. Inclusive Of VAT - Click the tickbox if the charge is inclusive of VAT
8. Apply By Default - Only click the tickbox if the charge is to be applied to EVERY landlord
9. Click Save

 The charge will now be available to raise either at Landlord First Account or on the Landlord Ledger.
 For more information on Adding landlord charges, click here

Edit or delete an existing landlord charge

1. Once on the Landlord Charges screen, using the Action column, you can either:
   1. Click Edit to make your required changes to the relevant charge
   2. Click Delete to delete the relevant charge. If it is no longer required, click Confirm Delete

Safety Certificate Types

As default, there are certain safety certificates that are preselected in Jupix that you can select and record as well as set key date reminders.

Here, you are able to deselect the certificates that your agency will not be using and also select to use certificate types or key date reminders that are not set to be available as default, i.e. CMP Information and Landlords Registration reminders.  

To amend the safety certificates that are available to Property Management users:

1. Once on the Edit Safety Certificate Types screen, click the relevant tickbox to select or deselect which safety certificates are available to your property management users

Letting Fee Policies

For more information on Setting up letting fee policies, click here