Loading and Managing Assets

Assets in WeconnectU refers to Properties.

To display the list of Assets..

• Navigate to the Portfolio Data menu option
• Select Assets to open the list of all existing Assets as shown below:

In the Asset list you can...

• View the Asset address and Landlord linked to the Asset
• View Assets for a specific Portfolio only by selecting from the drop-down list
• Search for a specific Asset in the Search box at the top
• View Vacant Assets from the filter at the top
• View Non-Compliant Assets with options to filter by FICA Documentation and Signed Mandate
• Navigate into the Asset Dashboard for a specific Asset by clicking on the View button
• Update the Purchase Price and enter Valuations or request Valuation data from Lightstone
• View Archived Assets by selecting the Archived Assets from the Options drop down list
• Export the list of Assets to an Excel file by selecting the Export Assets from the Options drop down list

Viewing Vacant Assets

You can view Vacant Assets by using the filter and selecting Show Only Vacant Assets

• Options for viewing Vacant Assets :
  • All Vacant Assets
  • with Upcoming Leases
  • with No Upcoming Leases
• Once you have filtered on Vacant Leases you can export the Assets data from the Options menu on the top right

How to load a new Asset..

Before creating a new Asset on WeconnectU, the Asset Group must already have been created should the Asset belong to an Asset Group.

• Click on the New Asset button, which will open the Asset form as shown below:

• Complete the Asset information on the first form:
  • Asset Name - The name given to the Asset.  It is recommended that the name should have the following format: [Property Name] [Unit Number] for example Greenwood 10
  • LInk Lightstone Property - link the Asset to Lightstone to ensure you are able to obtain Purchase Price and Valuation data
  • Link Asset Group - Select the Asset Group to which the Asset belongs from the drop-down list
  • Portfolio - Select the portfolio to which this Asset belongs.  Leave this field empty should you not use portfolios in your company
  • Property Type - Choose whether the Asset is a Residential or Commercial property
  • Size Sqm - This is optional and can be completed if the information is available
  • Once you have completed the information fields, click on the Next button 
• At the top of the form, select either the Lightstone address (if linked) OR the Asset Group address OR complete the Asset physical address.  Once you have completed this step, click on the Next button.

In the Mandate form, complete the following details:

• Mandate Type - Select whether this is a Managed or Procurement Only mandate
• Commission Type - Select the applicable commission type from the drop-down list:
  • Percentage of Rent - Commission is calculated as a percentage of the monthly rental
  • Fixed - Commission is specified as a Fixed amount
  • Percentage of Collection - Commission is calculated as a percentage of amount received from the tenant (this may include rent as well as recoveries, category exceptions to be setup on Company Setup)
• Link Landlord Contact - Click on the field and select to either "Create New Landlord Contact" OR search for an existing Landlord in the search box
  • To create and Link a new Landlord contact:
    • Complete all the fields for the Landlord contact:
      • Title - Select the applicable title from the drop-down list
      • First Name - Complete the landlord's name/s
      • Last Name - Complete the landlord's surname
      • ID Type - Select the ID Type from the drop-down list provided
      • ID Number - Complete the landlord's ID number
      • Email - Supply the email to be used for communication
      • Mobile - Complete the mobile contact number for the landlord in the format 0811121112, with no spaces between number
      • Represents Juristic Entity - Should the landlord contact be a representative for a Juristic Entity, click the box.  This will then open a form for the additional information in respect of the Juristic Entity to be completed
      • Entity Type - Select the type of Juristic entity from the drop down list, with options for Company, Closed Corporation, Trust, Non-Profit Organisation and Other Juristic Entity
      • Entity Name - Complete the registered name for the Juristic Entity
      • Registration Number - Complete the registration number for the Entity
      • VAT Nr - If the Juristic entity is registered for VAT, complete the VAT number in this field. 
      • Once you have completed all the fields, click on the Next button
• LInk Landlord Beneficiary - Click on the field and select to either "Create New Landlord Beneficiary" OR search for anexisting Landlord beneficiary in the search box
• Link Municipal Beneficiary (Optional) - Click on the field to link the Municipal beneficiary ONLY if you are managing theaccount on behalf of the Landlord (i.e. if you are making payment to the municipality)

• To create the Asset, click on the Create button at the bottom of Create Asset form