1. Renewing a certificate
Once a new certificate has been received, the old certificate line can be renewed. This allows users to add details of the new certificate to the system for future renewal.
Go to Lettings properties > Safety certificate and compliance
Locate the certificate that requires renewal
In the New certificate received column, click on the tick icon
Enter details of the new certificate within the pop-up, including the new certificate date and expiry date
To upload a copy of the certificate, click on the blue Choose Files button and locate the file with your computer.
There are two Submit options available. Please select the relevant option.
Submit - A new certificate line will be created with the new dates and the old certificate will be archived. Invoice details can be added to the old certificate line at a later date if required. Please see Section 2 for further guidance.
Submit and add invoice - A new certificate line will be created and the old certificate will be archived. A new pop-up panel will appear allowing users to enter details of the invoice. See Section 1.1 for further guidance.
1.1. Submit and add invoice
If Submit and add invoice was selected (step 6b above), an Invoice received pop-up will appear.
Enter the date of the invoice
Enter a reference for the invoice (optional)
There are two Update options available. Please select the relevant option.
Update invoice received - Invoice details will be added against the old certificate line.
Update and add landlord expense - Invoice details will be added against the old certificate and users will be redirected to the Financial > Landlord deductions page where the expense can be added. Please see section 1.2 below for further guidance
1.2 Update and add landlord expense
If Update and add landlord expense was selected (step 3b above), users will be redirected to the Financials > Landlord deductions page where they can add the expense.
In the Record landlord expense pop-up, enter details relating to the expense
The property address, description and contractor name will pre-populate if this information was set against the certificate
Use the Upload receipt section to upload a scanned copy of the invoice
Click Submit - the expense will now appear on the open deductions page waiting to be deducted from the landlord's next rent payment
2. Adding an invoice for completed certificates
If a certificate is renewed with no invoice details added, the certificate will be moved to the View complete and awaiting invoice section. To add invoice details against a completed certificate, please follow the steps below:
Go to Lettings properties > Safety certificates and compliance
Click on Completed and awaiting invoice
Locate the certificate in question
In the Invoice received column, click on the pencil icon
Follow the steps in section 1.1 to add invoice details and landlord expense (if applicable)
Video tutorial