On a sale file that's either leasehold or has the involvement of a freehold management company, we'll need to click some buttons on the Proclaim file to make sure that the relevant emails go out and that the client's milestones are updated on their portal and on the agent's portal as well. It's really important that we follow these specific buttons and press them at the relevant stages. If we don't, it affects a lot of coding in the background and, as I said, the client's portal will then not be correct and by clicking these buttons it automatically sends out a lot of emails for us so we don't have to go through typing out emails informing the client of the cost of the pack and asking them to pay it it's just done automatically for us as part of this process so the main screen we're going to need here when we're talking about requesting management packs or looking at paying for the management packs we need the split screen leasehold screen so we go onto here.
First thing to note is if you look up here, you'll be able to see freehold needs, leasehold formalities. If that's not been ticked yet and you know that it is a freehold property with a freehold management company, make sure you tick that. That affects how the system runs things and you'll be able to see whether the deferred payment scheme has been taken out by the client at the point that they instructed us. If it has, then we would need to click this button as part of the payment process rather than... the client paying direct or the client asking us to pay for the management pack.
With the deferred payment scheme we would just go straight to this button rather than these two. So if you have a look at the top here firstly you've got the details so there's a landlord here and the managing agent here. If these are blank you can import or you can add them into the system by going to the lease information screen up there.
So you could put the information in most management companies will be in the system. Some landlords obviously won't be and we'll get the odd management company that's a bit smaller that we haven't come across before that you might need to put in yourself on this screen here. So once the relevant boxes here have been completed you'll need to have a look here. You might not always know whether there are two packs needed or just one. Obviously if it's a freehold management company you are likely to only need the management pack.
because there isn't going to be a landlord. And if that's the case, you would just put a tick next to the one not relevant. This is the landlord side. So it's been ticked to say we do not need a PAC from the landlord.
Once we know who we need to ask for the PACs for, we would click request management company PAC cost. That will generate emails which will go out to the client to say. We've requested the cost of the pack from the management company.
This is what you should do. You should call them, you should pay them and ask them to send the pack to us. And the client gets that email straight off the back of us, clicking that very first button, which sometimes can short circuit things rather than us having to wait for the management company to confirm the cost of the pack.
If the client's proactive, they'll go away and they'll get it all sorted and paid for anyway. And they'll just come back to you to let you know that's already been done. An email will also go through to the management company. There isn't one on this particular case, but generally an email would go through to the management company asking them for the cost of their management pack. When we hear from the management company what the cost of their pack is, we then need to click this button here and that will give you a pop-up saying there's no cost on the the file yet, there's no information as to what the cost of the pack is. please can you input the cost now and you'll get a pop-up where you'll just type in the cost and for future reference that then goes here and as part of this button being clicked it will generate again some automatic emails first one here is to say that it goes to the management company to say we've asked our client to pay you directly so that they're on alert an email will go to the client this is the one of the most important ones If they haven't already paid for the pack or they haven't really communicated with us about it, it will give them two options.
Either they can contact the management company to make the payment directly, which is the fastest way to make payment and the option we would advise, and then to email us to confirm that's been done. Or option two, the one that we would not advise because it's the slowest way, is they are going to need to send us the payment. by going to our website here they can either do it by bank transfer or generally they'll just click this button and it will be able to they can make payment on our website and we're asking them to send us an additional amount because we're having to administer the payment ourselves so there's an additional fee involved from our perspective so it will say send us the 475 rather than the 415 that is the actual pack cost so it's an additional cost And again, a lot of clients will see that and they'll think, oh, actually, I would rather pay direct, which is great for us because it's just going to save us the time of having to go through the making the payment. And the estate agent also gets an email letting them know that we've asked our client to pay directly for this pack.
If you speak to them, please remind them to pay the fee. And once you hear back from the client to say that they have paid directly, you'd click this button. And that sends an email out to the management company to say, our client has paid you now, please send us the pack. It will also send an email through to the buyer solicitors to let them know the pack has been paid for.
And an email will also go to the estate agent telling them the same thing, the pack has been paid for. If we need to pay directly, so either the management company is one of the frustrating ones that doesn't accept payment directly from the client, or the client has advised us, no, I want you to pay it. and they've sent us the money, we need to click this button.
There'll be a series of pop-ups asking you to input the bank details for where the money needs to be sent. And a request will then pop up on the accounts team's side of things, letting them know this payment needs to be made, and they'll sort that for us. But obviously, as I said earlier, if it's a deferred payment scheme, we don't need to press either of these two, and we would just press this one straight away. And that would generate the...
information again ask you to confirm the bank details and accounts will just sort that for us on on our end if the management pack comes back in there's a video separately on logging it in but if that comes back in and it reveals that there is a an additional pack needed from another company so if these guys for example would deal with service charge but there's also ground rent that's dealt with by this company then you'd have to go through you'd untick this box make sure this company name was correct and you then need to go through clicking the series of buttons again for this side.