When an owner has multiple properties, these can be linked together to create a portfolio. This means that, per payment run including these properties, one combined rent statement and combined payment will be generated for all properties in the portfolio.
All properties linked in a single portfolio must have the same owners and ownership split.
The user selects a central record (lead property) to begin the portfolio. This record can be any property in the portfolio. The rest of the properties must then be all linked to this lead property.
As the owner will receive one combined statement and payment for the whole portfolio, we recommend that portfolios are set up where the owner is paid on the same date in the month for all properties linked.
Note: The portfolio linking process cannot be undone once financial transactions are recorded on the system. Separating a portfolio instead involves the user copying and creating new records for each property, with new ledgers.
1. Creating a portfolio link
1.1 Before proceeding
The properties being linked together must have £0 landlord balances. The exception to this is if no payment run has previously been carried out against any of these properties.
All properties in the portfolio must be linked to the owner correctly before the portfolio is created.
1.2 Creating the link
Navigate to Lettings properties > View properties.
Locate property which will be the lead property.
Within the Action column, expand the drop-down and select Link to property.
Select the property to be linked to the lead property.
Click Submit.
From the same page, the next property to be linked (if any) can now be selected. Repeat this for all properties that are to be included in this portfolio.
If further properties are to be added at a later stage, this must be done from the Action column against the lead property.
2. Viewing portfolio links
Navigate to Lettings properties > Property-portfolio links (or Lettings properties > Property link table)
This page will list all current property-portfolio links
To view all linked properties for one particular portfolio, type the lead property address or ID number into the search bar
This table can be exported in spreadsheet format by clicking on the blue Export button located on the right-hand side of the page.