In the highly competitive property market, the key to success lies in an intimate understanding of your property portfolio, in the ability to assess and analyse subtle changes in your market and in access to up-to-the-minute management information.
LandMark property management software from Hexagon gives you the tools you need to let you actively manage your property portfolio, giving you an efficient and reliable management resource.
LandMark is a comprehensive property management database providing all the key functionality required as standard for the effective management of a property portfolio. From storing detailed physical information about a portfolio and tenants, to tenancy invoicing and interest charging, rent review management, tenancy terminations, assignments and renewals, bespoke notes facility to service charge income/expenditure analysis and reporting. It also has the added benefit of seamless integration with market-leading accounting software such as CODA-Dream, Sage's 50, 100, MMS, and 200.
Property Management Database
The software modules are built around a central core database, structured to store extensive information on all aspects of properties, units and tenancies with simple but powerful search and alerting facilities via Hexagon TaskCentre.
Rental Management
Invoice transactions can be produced simply and efficiently on a periodic basis for rent, licence fees and any other standing or ad-hoc charges that may be required.
Service Charge Management
The service charge management module provides powerful facilities for managing and reconciling service charges in multi-occupied properties.
Accounting
Award winning corporate accounting software, fully integrated with property management modules but not limited to property accounting.
Facilities Management
A highly flexible facilities management system, providing widespread facilities for managing all aspects of planned and re-active maintenance operations.
Reporting and Analysis
A comprehensive suite of standard reports can be supplemented by customised reports delivered over the web, by email or directly to a manager’s desktop.
The ‘core data’ in LandMark is based around companies, properties, units and tenancies, with these as the building blocks for tenancy schedules, rent reviews and lease expiry diary reports.
The LandMark Data Structure is as follows:
Additional information can be stored for:
- Headleases
- Joint Ventures
- Property Valuation History
- Unit Occupancy History
- Unit Rental History
- Unit ERV History
- Unit Measurements
- Tenancy Break Clauses
- Tenant Breaches (including historical data)
- Tenant Charges (including historical data and future known changes – e.g. stepped rent)
- User Defined Notes
LandMark is designed for use in conjunction with market-leading accounting and reporting software:
Transactions are passed electronically to the financial ledgers of the chosen accounting package using proven systems integration technology. LandMark with Dream or Sage is truly integrated with a single point of data entry and with full data validation facilities built into the system.
Lan
dMark Integrated with CODA Dream
Dream manages all the standard accounting procedures needed for the collection of rents and the payment of supplier invoices. The ledger can be used to produce profit and loss and balance sheet accounts for each company or analysis down to individual property level if required.
Dream is designed around the Unified Ledger concept providing unequalled flexibility to create multiple ledgers for sales, purchases and nominal and for any type of analysis i.e. assets, expenses, projects. The software enables sophisticated UDI screens (User Defined Input) to be built for the control and processing of data input.
LandMark with integration to Dream provides a first class property management system together with the advantages of powerful high-end financial ledgers. The system is ideal for the larger organisation where the requirements for detailed financial accounting and analysis are much greater.
LandMark
Linked with Sage line 50, 100 or 200
Sage provides the standard accounting procedures needed for the collection of rents and the payment of supplier invoices. The nominal ledger can be used to produce profit and loss and balance sheet accounts for each company or down to individual property level if required by the use of the department code feature of Sage.
The benefits of using LandMark linked with Sage are many. Sage is widely used and support is abundantly available from many Sage dealers and firms of Accountants. For existing Sage users, LandMark provides the opportunity to introduce fully functional property management software without the need to switch to another variety of accounting software. This is particularly advantageous to companies with additional “Non Property” interests.
The LandMark service charge module provides considerable facilities to manage and reconcile service charges in multi-occupied properties. The module can be used in conjunction with LandMark to manage shopping centres, industrial units and multi use properties for management purposes.
The module enables supplier invoices for expenses recoverable through a service charge to be entered into the system and can be automatically passed to the accounts package. Invoices may be recorded and held until authorised and/or approved by a user with the appropriate authority.
Service charge expenditure can be tracked throughout the service charge period simply and efficiently via the Costs By Property enquiry screen:
Through a system of schedules and expense categories each invoice can be analysed for apportionment on a percentages basis to the tenants occupying the property. Each tenant percentage can vary according to each schedule and the system allows multiple schedules and unlimited expense categories.
Each service charge can be for any length of time and at the close of each period the system will apportion all expenditure and calculate a balancing charge for each tenant. Prior to closing a period accrual and prepayment journal may be posted. Periods of vacancy are taken into account and a tenant’s service charge liability can be capped, fixed or inclusive. Clear and concise reports are available showing expenses, apportionment and landlord's unrecovered costs and balancing charges statements. The close period procedure within LandMark will raise invoices automatically for any under recovered service charge.
Labour saving facilities have been provided to make the process of service charge apportionment as streamlined as possible. Budgets may be copied from one period to the next and on the acceptance of a new budget the system will, where required, automatically adjust the on-account contributions necessary from each tenant in order to meet the budget.
As with expenditure, service charge income can also be tracked throughout the service charge period simply and efficiently via the Tenant Contributions enquiry screen:
Although comprehensive in its capability the module is extremely straightforward in operation. The end results are clear with logical reconciliation reports for each tenant and for the landlord a detailed analysis showing any un-recovered service charge costs.
Please note that the comprehensive range of service charge reports can be run at any time during or following the closure of the service charge period. The facility gives access to real time, in-depth insights into the current position of any service charge period.
The LandMark Interest on Late Payment module is a separate module that combines data from both LandMark and the accounts package to calculate interest on late payment.
Each tenant charge can have an ‘interest scheme’ attached that defines the rules for calculating interest. The rules include:
- The bank whose base rate the interest charge is linked to
- The adjustment to the bank base rate
- A minimum interest rate, if applicable
- Number of days grace
- A minimum value (below which no interest will be charged or calculated)
By attaching interest schemes to individual tenant charges each tenant charge is treated completely separately, different schemes can be used for rent and service charges, for example.
The calculation is an automatic procedure, but the user can decide on a ‘de-minimus’ value below which interest should not be charged. Interest will still be calculated and displayed, allowing the user to charge, if required, or alternatively the interest can be waived or deferred. The user retains complete control.
Interest, once calculated, can be interrogated simply and efficiently via the Current Interest Charge Enquiry screen:
The Interest on Late Payment module can also be used to calculate interest on back rent following a late rent review. This is also an automatic procedure which the user can override if required.
Interest that has been charged will be retained in the database for future enquiring and reporting purposes. Historic interest transactions can be interrogated in the same way as current interest via the Historic Interest Charge Enquiry form:
