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Open the Tenancy Management Activity

         

The Tenancy Management Activity opens

         

Filtering / Selecting Data

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The following prompt appears:

         

Click here to help you understand the sections, right click options and available Icons for the Tenancy Management Activity

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If the new Tenant is not already in Sigma, then you need to create them before performing the Change of Tenancies:

  • From the Data Selector, go to the Tree Selector
  • Right click on TENANT
  • Click Add Tenant

         

  • Enter the details as described 

The Tenant Editor opens

  • Configure the Tenant details as follows:


Field
Description
Name

 Name of the Tenant

Trading Name (optional) - Trading name of the Tenant 
Registered Company Number (optional) - Registered Company number of the Tenant 
Billing Email Address(optional) - Billing mail address of the Tenant 
Contact Email Address(optional) - Contact email address of the Tenant 
Tenant Reference Enter the name you want to appear on the bill
Arbitrary Reference (optional) -This can be used to record information about the Tenant Provider that is relevant to your business
VAT Registration NumberVAT registration number of the Tenant. This will typically appear on Tenant invoices where they are created
Location Tab Enter address details for the Tenant. This will typically appear on Tenant invoices where they are created


         

  • Click on the Location Tab
  • Add details in the Contact Address fields if you want the billing address to appear on the bill

         

  • Click OK to save

The Tenant details are saved and the Tenant Editor closes

Performing the Change of Tenancy

  • Open the Tenant Management Activity
  • Change the Data Selector to show Sites (or Building Units)
  • Click Use Data Selector Image Modified
  • Click Filter Image Modified

The Activity will now show just the Sites you have selected

From the Tenants section:

  • Click on the Tenants you want to move out 
  • With the Tenants selected in the Tenants section, the Contract Tenancies section will show  the selected Tenants
  • Highlight the Tenants you want to move out

         

Tip:  To see just the current Tenancies, change the radio button to Current Tenancies and then click Filter

         

         

Tip:  If you have any Un-Issued Bills, you may want to issue these before you continue with the Change of Tenancy.

Click here for details on Approving and Issuing Bills.


  • Highlight the relevant Contracts
  • Click Perform Tenancy Action

         


The Perform Tenancy Action popup appears:

         Image Modified

Complete as follows:

  • Action Date: The day AFTER the tenancy ended
  • Tenant: Tick the field, then click on the magnifying glass

         Image Modified

The Tenant Selector popup appears

         Image Modified


  • Enter at least 3 characters from the Tenants Name and click on the magnifying glass 

         Image Modified

  • Highlight the correct one
  • Click OK and the new Tenants name shows in the Tenant field

         Image Modified


  • Contract: Tick the field, then choose the Contract from the dropdown list

         Image Modified


  • Click OK

The Note popup appears:

         Image Modified

  • Click OK to close the note

Note: By performing a Change of Tenancy via the Tenancy Management Activity, Sigma will automatically create a Tenant Account underneath the new Tenant, using the format Tenant Name, Supply Point Number and Commodity



         

Move to the Tenancy Actions tab

From the Tenancy Management Activity, click :

  • Click on the Tenancy Actions Events Tab

         

The Tab appears:

         

  • Highlight the Tenant Action in the top section to see the related details in the bottom section

         

Tip:  If you have any Un-Issued Bills, you may want to issue these before you continue with the Change of Tenancy.

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You may want to take the Original Tenants out of the current Billing Group so that you can bill them straight away.

  • Highlight the Action in the top Section
  • Highlight the Supply Point(s) in the bottom Section
  • Click Change Original Tenant Account Billing Group

         

The Change Billing Group popup appears:

         

  • Choose from the Billing Group dropdown, for example Pending COTS
  • Click OK to save

Click here for details on how to create a new Billing Group

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The new Tenant Account(s) will need to be added to a Billing Group in order for Bills to be produced.

  • Highlight the Action in the top Section
  • Highlight the Supply Point(s) in the bottom Section
  • Click Change New Tenant Account Billing Group

         

The Change Billing Group popup appears:

       

  • Choose from the Billing Group dropdown, for example Tenant Billing
  • Click OK to save

Click here for details on how to create a new Billing Group

The Activity will update to show the changes:

       

Creating the Final Bill(s)

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Its good practice to move the Original Tenant(s) to a separate Billing Group of Tenant Accounts that have had all their bills issued.

  • Open the Tenant Bill Run Initiation Activity

        

  • Click on the current Bill Group, for example Pending COTs

         

  • Click on Assigned Tenant Accounts section
  • Right click on the Tenant(S)
  • Click Unassign

The Tenant(s) is now removed from that Group and will appear in the Unassigned Tenant Accounts section

  • Click on the Billing Group you want to assign the Tenant Account(s) to, for example Completed COTs
  • Right click on the Tenant Account(s) in the Unassigned Tenant Accounts section
  • Click Assign

         

The Tenant Account(s) will now be assigned to the new Billing Group, for example Completed COTs

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