To create an ownership episode for an asset

The procedure to create an ownership episode for an asset is as follows:

1. Using the global search facility, type in the first few characters of the asset address against which an ownership record will be created 1.
2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
3. Click on Asset Details. The Asset Details window is displayed for the current asset.
4. Click on Management & Ownership. The Management & Ownership tab is activated.
5. Click on New Ownership. The Ownership Details window is displayed.
6. Where the asset is Owned by organisation, activate the tick box provided.
7. Alternatively, where the asset is owned by a third party, select the Owning contact group or Owning contact field provided using the corresponding spy-glass icon (). The Search Group (or Search Contact) window is displayed.
8. Enter sufficient group (or contact) details into the search fields provided and click on Search. The Select Group (or Select Contact) window is displayed, returning all possible matches.
9. Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria.
10. Using the Ownership category drop-down field, select an appropriate parameter value for the asset ownership episode i.e. Freehold, Leasehold, PRS, PSL or Unknown 2.
11. Use the Comments field to add any contextual data in support of the asset ownership episode.
12. Using the Landlord Type drop-down field, select the desired parameter value to identify the property ownership classification i.e. Private Sector Landlord or Social.
13. Enter the CORE Registration Code value into the field provided i.e. the ownership classification used in the compilation of the statutory CORE extract.
14. Choose an Effective from date for this asset ownership episode i.e. the date on which it came into effect 3.
15. Choose an Effective to date if the ownership episode status is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the ownership episode will never expire.
16. Click on Confirm 4. The new record is displayed in the Ownership Episodes summary table 5.
17. Click on Save.

Note

1 The search facility will return all possible matches for any corresponding address field once the Number of characters before an automatic search commences system preference is reached.

2 The PRS or PSL options cannot be selected for those assets identified as Owned by organisation.

3 The Effective from date defaults to the current system date and cannot be left blank.

4 Only one asset ownership episode can be effective at any one time; where the ownership is transferred, the end user is asked to affirm automatic population of the Effective To date for the previous ownership episode to coincide with the new record.

5 To amend the details of an existing ownership episode, double-click on the desired row in the Ownership Episodes summary table; only a limited number of fields can be updated once a record has been created.

See related topics...

To create a management episode for an asset

To assign an asset to a company

To add a new asset

Using the search facility