cirrus8 Knowledge

Send Email & Letters Form Update & New Property Owner Budget Letter Category

As part of the ongoing enhancements to the look and feel of Cirrus8, we’ve now updated the Send Email & Letters form. 

We’ve also introduced a new search method letter category: Property Owner Budget. This new feature allows users to send an email or letter to a property owner with the option to attach a Property Budget Report, the same report available via Properties > Property Budget Report. 

This enhancement allows property owners to receive their budget details in a clear and structured format, improving transparency and communication.

Create Owner Budget Letter Template 

Before using the Property Owner Budget letter category, please follow the below steps to set up the Owner Budget Letter Template:

  • For a Trust Accountant user go to Configuration > Manage Letter Templates, for a Property Manager user go to Administration > Manage Letter Templates 
  • Select the Category Owner Budget Letter
  • Click Create Template
  • Enter a Template Name and select the Category as Owner Budget Letter
  • Complete the E-mail Template but entering in a Subject and Message using Placeholders if required
  • In the Content Template section upload a .docx file or create the letter template in the content section
  • Tick or untick Include letterhead depending on your office preferences
  • Click Submit 

 

How to use Property Owner Budget category and attach Property Budget Report

To use the Property Owner Budget search method category and attach the Property Budget Report, go to:

  • Companies > Send Email & Letters 
  • Select the Search Method as Property Owner Budget
  • Select the Property(s) and Owner(s) or select all
  • Choose a Letter Template (only if a letter is required) from a configured letter template under the Owner Budget Letter category or alternatively attach a .pdf at the bottom of the screen. 
  • Click YES to Attach Budget Report, this will display additional budget report settings:
    • Report as at – select the budget financial year of the budget report
    • Report Type – select Cash Budget, Cash Forecast, Accruals Budget or Accruals Forecast
    • Report File – select the format of the budget report, either Excel or PDF
    • Reports (only applicable if generating the report as Excel format): 
      • Expenses Budget - produces a breakdown of the expenses
      • Monthly Budget – produces a monthly breakdown
      • Variable Outgoings – produces a variable outgoing expenditure report
      • Monthly Budget (per lease) - provides a breakdown for the income for each lease in the property
      • Breakdown Budget (per lease) - produces a breakdown of the expenses per lease
    • Use formula? – select Yes or No
      • Selecting Yes allows you to see formulas used in the Excel report. Click Enable Editing for formulas to calculate amounts 
      • Selecting No produces the report amount without showing formulas
    • Colour Scheme – select the preferred colour scheme of the Excel budget report from the drop-down menu
  • Select YES or NO to draft an email
  • Compose the email by entering an email subject line and email message using placeholders where appropriate
  • Select CC me to receive a copy of the email 
  • If a letter template has been selected, the content of the letter will appear below. Edits to the letter can be made if required. Alternatively, attachments may be updated to the email. 
  • Click either Send Email, Download All or Download All without email

For more details on how to send a letter or email, refer to the article: Send Email & Letters.

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