You may need to link a new owner to an object when it is sold. This can happen at any time and thus also involves ongoing invoices. The steps of how to handle the change of an owner are listed below.
Add a new owner
The first step is to make sure the new owner is listed correctly in your PMS. Update the data or create a new owner: Create, edit or import owners
Link the new owner to the object
Go to the object in question and link the new owner to the object. The starting date of this agreement is the transfer date between the old and new owner. The previous owner's agreement automatically expires on the date the new agreement takes effect.
Read more: Linking an owner to an object and creating an agreement
It’s also possible to set an end date for an agreement, for example, for a period in between owners. Edit the old agreement and provide an end date to stop it. A new agreement can then be made with its own starting date.
Finalize the invoices of the old owner
When the property is sold, the annual costs are often settled at the notary. However, you must also settle these costs in the PMS. You may get an error message when adding a new agreement, because the old agreement has invoices that are blocking the transfer. You will have to process these invoices manually.
Credit the invoices blocking the change
Open the invoices that are blocking the change in a new tab. To credit them, click on ‘Create credit invoice’. Click ‘Send invoice’ and choose ‘Send manually’ in the subsequent screen. This means the owner will not receive an email and thus not be notified.
You will now see in the original periodic invoice that the outstanding amount has been settled with the credit invoice.
Add a new agreement
As the blocking invoices are now resolved, you can add the agreement to the object.
Read more: Linking an owner to an object and creating an agreement
Split periodic costs into new invoices
Some periodic costs that you have just credited, however, still need to be paid. A part (up to the transfer date) still has to be paid by the old owner, and a part (from the transfer date) has to be paid by the new owner.
For the old owner, you create a new periodic invoice by clicking on ‘Periodic invoice’ under ‘Objects’ on the owner page. Then, click ‘Custom period’ and change the end date to the transfer date. You can also choose which periodic costs you want to settle in this way. When you're done, click ‘Create’. The invoice is now listed in the owner page under ‘Draft invoices’ and can be sent.
Read more: Objects and agreements in the owner page
For the new owner, you create a new periodic invoice in the same way. Now you enter the custom period as from the transfer date to the end of the year, or any other date you want to use to send the invoices.