The system enables you to easily create and manage inventory reports.
Once you have created an inventory for a tenancy you will be able to copy it and make any amendments for new tenancies.
Section 1: How to create an inventory report
To create a new inventory report:
Go to Lettings Properties > Inventories and Appliances > Inventory report
Select + Inventory report - this will display a pop-up window to enter the initial details for your inventory
Select the relevant property address
Set the date on which the inventory was created – this will default to the current date but it can be changed by clicking in the box
Enter a title for the document – eg “1 High Street Inventory May 2020”
Enter the name of the individual who conducted the inventory report
You can also select the name of the employee who typed up the document
If required, populate the General comment field. Please note, any text entered here will appear at the head of the Inventory when the document is created
Click Submit and the inventory will be added in to the Inventory reports table
1.1 Adding an item to the inventory report
On the Inventory reports page, locate the report you wish to add this item to
Press the icon within the View inventory items column
Click + Additional item
Select the room/category for the item eg “_fire safety”
In the Item field enter a brief narrative for the item eg “fire blanket”
Enter the quantity, a brief description eg “wall mounted in plastic casing” and condition eg “brand new July 2015”
Click Submit and add another item and the new popup window will retain _Fire safety as the selected category
Enter the next items until you have added all items under this category.
Note: walls should be added as an item. They should be entered and labelled in a clockwise direction from the main entrance to the room (Recommended by TDS and noted on the inventory document as standard).
1.2 Uploading photographs to an inventory
Note: images must be uploaded in a landscape format.
1.2.1 Adding photographs against a room
Click on Add room photographs
Locate the room in which you want to upload the image to
Click on the upload arrow icon
Click on Add files and locate the images within your computer
Use the Start upload button to complete the uploading of these images
Repeat for each room as required
1.2.2 Adding photographs to the generic folder
Click on the upload icon underneath the Photograph actions column in the table at the top of the screen.
Any images added here will appear in the General photographs section at the bottom of the document.
The file name will be listed underneath the photograph, so we recommend that you ensure the file name of the image reflects the item documented.
Section 2: How to create an inventory document
When you are happy that all the data has been entered, simply click the PDF icon under the Create PDF column in the table at the top of the screen. The inventory will then be created and either open in a new browser tab or downloaded to your computer.
Section 3: Create a copy inventory report
To save re-typing a full inventory when a changeover of tenants occurs, the system enables you to copy an old inventory report and edit it as required.
Simply click the icon under the 'Copy' column of the main Properties > Inventory report table
Please note, when the inventories are copied they do not copy across existing photographs. New photographs should be taken for each inventory to act as acceptable evidence.
Section 4: Viewing previous inventories
When you create a PDF inventory, it will be saved on the system against the property for future reference.
Go to Lettings Properties > View properties
Locate the property in question
In the View column, select the View uploaded files option
Locate the Inventories folder
Click on the icon under the View documents column and select which inventory you wish to view by clicking on the file name