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Agreement - Tab 1: Agreement Info (#AGTTAB101)

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20150714 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   n/a

Understanding the Agreement Screens (Tab 1)

  1. Core window elements (around the edge):Agreement - Tab 1
    • The number near the top-left of the window is the unique number assigned to this Agreement.
    • The Active text near the top-right of the window shows that this is an active Agreement. To make an Agreement inactive, simply move the Customer out of all Units (or Berths, appliances, etc).
    • As expected, the Customer Name field displays the Customer Name. To edit the name and create a new customer record (which often results in a new Customer Code; see below), click the Edit button. If you wish to edit the name without creating a new customer record, alter the Customer Name field on the Customer Info 1 tab instead (more on this tab: #AGTTAB201).
    • The Days Overdue field is calculated by subtracting the current date, minute the Paid to date (see below).
    • The Customer Code field (bottom left of window) shows this Customer's unique Customer code.
    • The Primary Phone field shows the Customer's primary phone number; Set lets you change which number is to be the primary one shown here (more info: #CUSSPPN01).
    • The Creator field shows the StorMan username that was logged in at the time of creating the Agreement (more on Users & Groups: #USRGRPABT01).
    • The Next bill date is the date when this Customer is next due to be billed. This is normally 1 day after the Paid to date (bottom-right of the window).
    • The Paid to date shows the date that the Customer is paid until. This is normally 1 day before the Next bill date.
  2. Other window elements:Agreement - Tab 1
    • The Charges table at the top of the window shows any Berths / Units / Vaults attached to the Customer's Agreement - including, on a per-item basis: the number, type / code, size, the move-in date, deposit, the standard rack-rate for that item (a monthly figure), the discount amount (if this shows as a negative figure, then you are making a "negative discount" - in other words, a profit on the standard rack-rate for that particular item), the regular rent for the item (in other words, the price that this Customer is getting that item for - taking into account the discount amount in the field to the left) and finally, two fields for setting a rent change (rent increase or rent decrease) in the future - the new rent amount (can be higher, or lower - depending on whether you are increasing or decreasing the rent), and the date that this adjustment is to occur from. More on this type of rent change: #RCMACC01.Note: This date must not be within the Customer's current billing cycle (e.g.: if this Customer is on a yearly plan, then the rent change must be dated for a date that is sometime after the yearly plan ends), and, in addition, this date must be the same as the Day to bill number (see 5 points below; for example, if the Day to bill is the 10th of every month, then the date used for the rental adjustment must also be on the 10th of another month).
    • The blue & green double arrow icon at the top-right of the Charges table is used to transfer the customer into a different Berth / Unit / Vault (more info on transferring a customer: #CUSTCOU01).
    • The green + icon at the top-right of the Charges table is used to add new Berths / Units / Vaults to this Agreement.
    • The red x icon at the top-right of the Charges table is used to remove the highlighted Berth / Unit / Vault from this Agreement (more info on move-outs: #CUSMVOUT01).
    • The Customer Type dropdown allows you to select the type of Customer (exactly the same as per the dropdown on Tab 3; see #AGTTAB301). The values within this field can be customised via the Types & Categories section of StorMan (more info on Types & Categories: #TPCTWITC01).
    • The Voucher field allows you to enter a Voucher (or coupon code) given to you by the Customer. Valid Vouchers can be set to trigger certain discounts or Billing Plans. More on this: #SYSSETPROMO01.
    • The Billing plan dropdown allows you to select the billing plan assigned to this Customer. This will instruct StorMan to bill any of the items in the charges table above, as well as in the Other recurring charges section underneath, at the frequency as setup in this billing plan (more info on setting up a billing plan: #BLPLNSU01).
    • The Billing plan discount section shows any discounts that are being set by the billing plan that you selected in the dropdown above.
    • The Move In Date is the date when the actual Agreement was originally moved in for (this is not necessarily the creation date, because you can move-in in the future, as well as in the past). This date may differ to the per-item move in dates shown in the charges table towards the top of the screen, as Berths / Units / Vaults may have been added / removed / transferred since the Agreement was first move in.
    • The Anticipated Move Out Date is used to set what date the Customer anticipates they may be moving out. This date is used on the Anticipated MoveOuts report (more on this report: #RPTAMOR01).
    • The Notice plan number field shows the notice plan that this Customer is on. It relates to the notice plan number that you use when you create notice plans (more info on setting up notice plans: #NTCPLNSTP01). So if this Customer is on notice plan number 0, then they will receive all applicable letters, emails and / or SMS's as assigned on notice plan 0, at the timing points as set out in the setup of notice plan 0.
    • The Day to bill Customer is the day at which the Customer will be billed for their rental (for all items and recurring charges on this Agreement)... in other words, it is their rent due date. If you adjust this day, StorMan will automatically pro-rate rental amounts so that the Customer's billing cycle is always valid, and complete. If you adjust this date, ensure that you also adjust any pending rent changes for items on this Customer's account (see 5 points above), to ensure the rental increase date is still valid and in-line with the new day to bill.
    • The Custom late fee amt field allows you to enter a custom late fee amount for this Customer only - it is, in essence, an override. If you leave this field blank, this Customer will be charged the standard late fee amounts, as per the notice plan they are on (see the above point). However, if you set this to a higher amount, then for this Customer only, they will be charged a higher late fee than everyone else on the same notice plan, every time they are due for one.
    • The Security password field allows you to set a security password for the Customer. Generally, you would ask the Customer to supply this to you before discussing account-related information with them over the phone. This password field is also used for website payments (aka StorMan Online Payments), and is used when Customers log in and make account payments via your website.
    • Call taken by displays the username of the operator who originally entered the sales enquiry that was converted to this Agreement (if applicable).
    • The Other recurring charges section allows you to specify what you would like billed at the frequency of the abovementioned billing plan. Use the green and red + and x icons to add and remove items from this list. The New Amnt and Incr From fields allow you to automatically set a price rise (or price fall) for any of the individual recurring charges. Just enter the new amount and the date at which to apply it, and StorMan will take care of the rest. Note: StorMan v9 introduced a new Insurance Rates module. If / when you have this module enabled & setup, you will not be able to add, delete or modify any Insurance values via the Other recurring charges section. Instead, StorMan calculates Insurance charges via the values you have setup in the Insurance Rates section. More on this feature: #SYSSETINSRT01.
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