This would be where one Tenant is moving into more than one property (Building Unit or Site).  

This process shows how to move the Original Tenants out and the New Tenant in (including creating the New Tenant if they don't already exist). 

An example may be where one new Tenant is taking over 4 shops (who each have individual Original Tenants).

Open the Tenancy Management Activity

The Tenancy Management Activity opens

Filtering / Selecting Data

 (see here for more details on understanding the Filtering for this section).

The Data Selector defaults to Item Finder > Tenants and shows all the available Tenants

From the Data Selector, f you try to filter to an Item other than:

• Tenant
• Tenant Account
• Supply Point
• Site
• Building Unit

The following prompt appears:

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

Moving more than one Tenant Out and moving one New Tenant in

To move the original Tenants out and the new Tenant in, you need to:

• Create the New Tenant (if required)
• Perform the COTs
• Change the Billing Groups for both the Original Tenants and the New Tenant
• Create the Final Bills

Creating the New Tenant

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:

• 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 
• Click Filter 

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:

Complete as follows:

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

The Tenant Selector popup appears

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

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

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

• Click OK

The Note popup appears:

• 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 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.

Click here for details on Approving and Issuing Bills.

Changing the Tenant Account Billing Groups

Original Tenant

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

New Tenant Account

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)

Once the Original Tenant(s) has been moved out and the New Tenant moved in, you may want to produce the Bill immediately.

To do this, you will want to issue bills for all Tenant Accounts in the Billing Group you have moved the Original Tenant(s) to, for example Pending COTs.

Click here for more information on how to Approve and Issue Bills

Moving the Original Tenant(s) to completed COT Billing Group

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