The Coordimax lease application system module has been designed to provide clients with a comprehensive tool to manage their property & real estate portfolios. The module has been developed over time using client feedback and Property Leasing Companies input.

A key factor to the design was to ensure this module integrated with the existing Coordimax Enterprise modules, sharing the data already stored in the database for existing clients and provide an organized modular approach for new clients to setup the necessary table data. As a result the Property Leasing Module integrates with the Property, Asset and Budget Modules.

It was also identified that although a client may have an extensive sublimation printing property portfolio where they are the landlord, they may also wish to manage properties where they are the tenant in the business relationship. This variation has been catered for allowing both landlord and tenant leases to recorded in the database by defining the type of lease.

In order to manage a portfolio successfully there several other key pieces of information associated with the lease regardless of whether it is a landlord or tenant lease which must be recorded. These include:

  • Lease ID or Name
  • Lessor
  • Lessee
  • Payee
  • Start Date and end date
  • Person responsible for the lease
  • Rent commencement date
  • Term of lease
  • Date lease was signed
  • Date rent is commenced
  • Termination date
  • Frequency of charging
  • Timing of payment
  • Lead time for charging
  • Previous years total
  • Last invoice date
  • Next invoice date
  • Account codes to record costs
  • Previous rent review date
  • Next rent review date
  • Next option review date
  • CPI increase
  • Last CPI increase
  • Market increase

In addition to this detail about the lease, further information can be recorded and reported on. This includes:

  • Charges such as cleaning, water and air-conditioning
  • The schedule for these charges
  • Record transactions attached to the lease
  • Record contact details
  • Display a diary of key events associated with the lease
  • Record attachments such as floor plans, lease documents and images
  • Record insurance details
  • Record any correspondence
  • Record bond details such as the amount, deposit date and who is holding the funds

Reporting on this data is another key component to this module. There are reports which allow users to extract details for one or several leases or define a period to identify what income and outgoings are expected for the current month as well as past and future, allowing a the process of forecasting to be easily completed.

The report data can be printed as per the screen display or be exported to another application such as excel. The process of producing reports for managers, board members, tenants and landlords becomes much simpler as all the information is stored in the one database and can be extracted in the required format.

 

With the security controls within the Enterprise application, users can be granted a level of access which allows them to login and view the data without making changes and run their own reports. Filter parameters can be saved for each user to prevent a filter having to be entered whenever a particular set of data is required, this is particularly useful with regular monthly reports where the only change to the parameters is the date.

As there are direct links to the remainder of the applications modules if a fault is reported either by the landlord or tenant, this can be recorded and tracked through the one application. This is done by generating a work order in the maintenance module for the specific property where the problem was reported. The maintenance module utilises the same property, asset and budget module so again the information is shared between the modules. So rather than having to setup the same information in multiple places within the application user are required to setup the table data only once. This work order then progresses through the necessary steps to have the problem resolved for example the work order may be emailed to a contractor who will then visit the location and resolve the issue. The contractor then closes the work order and the person who reported the fault receives an email confirming the resolution.

The key to this module is all the data associated with a property portfolio is recorded in a central location where it can be accessed, shared, updated and reported on at anytime.