Configuring automatic lettings charges

Alto can automatically generate predefined lettings charges at key tenancy events, including at Finalise Let, Finalise Renewal, Change To Periodic, and Vacate.

These settings allow you to determine which charges are automatically generated, when they apply, and who or what the charges are applied to. So, when you finalise a let, finalise a renewal, change a tenancy to periodic, or vacate a tenancy, the charges in these settings are created. The Change To Periodic charge event is also used when you finalise a Rent Review on an Assured Periodic Tenancy (see Updating rent charges automatically after a Rent Review below).

When charges are automatically generated during tenancy events, they can still be amended or removed before being finalised within the tenancy process.

Enabling or disabling lettings charges

Enable a lettings charge to have Alto create it automatically at its tenancy event, or disable it to stop it being created. Lettings charges are set for each branch, so repeat these steps for each branch that needs the change.

1. Click Tools (the cog) on the main navigation bar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under System Tools, click System Administration
4. Click Branches
5. Click Edit next to the relevant branch
6. Scroll to the bottom and click Lettings Charges
7. Each Lettings Charge is listed. Click Edit next to the relevant charge that you want to enable or disable
   
8. Tick or untick Enabled, as required
   
9. Click Save

Each Lettings Charge listed with Yes in the Selected column is automatically generated when the associated tenancy event is completed.

Creating and configuring lettings charges

You can create additional automatic lettings charge configurations using the predefined charge types already available within Alto.

This allows you to configure:

• The tenancy event the charge applies to and the frequency
• What the charge is applied to
• The charge type used
• VAT rate and charge amount

Multiple charge configurations can use the same charge type with different events, frequencies, or charge amounts.

To create a lettings charge configuration:

1. Click Tools (the cog) on the main navigation bar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under System Tools, click System Administration
4. Click Branches
5. Click Edit next to the relevant branch
6. Scroll to the bottom and click Lettings Charges
7. Each Lettings Charge is listed. Click Create Lettings Charge
8. Complete the required fields:
   1. Enabled - Tick Enabled if you want the charge to be automatically generated when the associated tenancy event is completed
   2. Charge Event - Determines when the charge is generated, at Finalise Let, Finalise Renewal, Change To Periodic or at Vacate 
   3. Frequency - Determines how often the charge is generated
   4. Charge To - Determines what the charge is applied to, i.e. the Property, Tenancy, or Tenant
   5. Charge Type - Select from the predefined charge types available within Alto, i.e. Referencing Fee, Administration Fee, Check In Fee, Check Out Fee, Tenancy Agreement Fee
   6. VAT Rate - Determines the VAT rate for the charge, i.e. Exempt or Outside the Scope, Standard, Reduced, Zero
   7. Net Value - Enter the required charge amount. The Vat Value will be calculated based on the selected VAT Rate, and then the Total is auto-calculated
      
9. Click Save

The charge appears in the Lettings Charge table and will automatically be generated the next time the selected tenancy event is completed.

Updating rent charges automatically after a Rent Review

When you finalise a Rent Review on an Assured Periodic Tenancy, Alto adds an end date to the tenancy's current recurring rent charge and creates a new rent charge for the increased amount, starting from the First Full Rent Date set on the Rent Review.

For the full process, see Rent Review for Assured Periodic Tenancies.

• Related Help Centre articles that you may find useful.

  Rent Review for Assured Periodic Tenancies