System Development Guideline

For
Tenant Property Management System
(TPMS)

Prepared By: Beniam Shewaye

November, 2021
 1. Registry
It’s used to parameterize or to setup company policy.

1.1 Block
 Name (text field)*
 Square meter (text field only for number)(total
square meter of building)*
 Floor (add button)
Name (text field)*
Square meter (text field only for
number)*

1.2 Tenant
 Name (text field)*
 TIN No.
 VAT No.
 Address
Sub-city (text field)
Woreda (text field)
Mobile number (text field only for number)*
Phone number (text field only for number)*
Email (text field)
City (text field)*
Country (dropdown built-in)
 Business type (text field)
 License (upload file)

1.3 Room Type

 Name (text field)*
 Number of bed rooms (text field only for number)*
 Number of bath rooms (text field only for number)
 Square meter (text field only for number)*
 Picture (upload file)`

 Remark (text field)

1.4 Room/House
 Name (text field)*
 Block (dropdown)*
 Floor (dropdown)*
 Purpose (drop down built-in)*
N.B: It could be more than one purpose for one room/house
 Room type (dropdown )
N.B: Room type will appear if we select apartment as a purpose
 Square meter (text field only for number)*
 Price per square meter (text field only for number)*
 Total price (display by default when price per square meter is inserted and it unedited)
 Is member (radio button)

 Remark (text field)

1.5 Setting
 Termination
 Refund the advance payment if the tenant terminate the contract before the end date
 Penalty
 All tenant will penalized 10% for 1 month delay if they delayed for two months and
above the penalty will be 20%
N.B: The penalty price is before tax and 20% penalty did not include member tenants

 Penalty notification
 The system will be notify tenants to renew their contract before one month and it will
notify them every one week until the renew their contract
 Purpose allocation
 Its built-in but it will be allocated for all contract/agreement type
 Payment term
 Match payment term with all contract/agreement type
 Allow payment term flexibility for member tenants
 Company information
Name (text field)
Address
Sub-city (text field)
Woreda (text field)
Mobile number (text field only for number)
Phone number (text field only for number)
Email (text field)
City (text field)
Country (dropdown built-in)
Tin number (text field only for number 10-13)
Vat registration number (text field only for number)
Logo (upload file)
 MRC
MRC number (text field)
Remark (text field)
Is active (radio button)

N.B: If the company have more than one MRC they can add another MRC by using add
button
  Prefix
 For add prefix for contract name
 For CRV number

2. Contract/Agreement
It used to register the agreement between tenants and company.

2.1 Contract (The first window)

 Tenant Name (search or add button)
N.B: If the tenant is not registered the add button will redirect to tenant registration form
 Contract/Agreement type (dropdown built-in)
 Shop, Office, Bank, Café and Restaurant, Store, ATM, Parking and Apartment

2.1.1 Shop
 Block (dropdown)
 Floor (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Is member (radio button)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

2.1.2 Office
 Block (dropdown)
 Floor (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
 N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Is member (radio button)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

2.1.3 Bank
 Block (dropdown)
 Floor (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

2.1.4 Café and Restaurant

 Block (dropdown)
 Floor (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Is member (radio button)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

2.1.5 Store
 Block (dropdown)
 Floor (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Is member (radio button)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

2.1.6 ATM
 Block (dropdown)
 Floor (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

2.1.7 Parking
 Block (dropdown)
 Floor (dropdown)
 Lot (dropdown)
 Plate number (text field and add button)
N.B: Use add button if the contract has more than one plate number
 Is free (radio button)
N.B: If the parking contract is free remove price modal but this action could be made
only by authorized users
 Payment term (dropdown built-in)
N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the lot is selected and it is editable)
N.B: Price will be edited only by authorized users
 Is member (radio button)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract
 2.1.8 Apartment
 Block (dropdown)
 Floor (dropdown)
 Room type (dropdown)
 Room/House (dropdown)
 Payment term (dropdown built-in)
N.B: Payment term will be flexible only for members so if the tenant is member the
payment term could be editable
 Square meter (display by default and it unedited)
 Price (display by default when the room/house is selected and it is editable)
N.B: Price will be edited only by authorized users
 Utility price (dropdown built-in)
 Is member (radio button)
 Start date (calendar)
 End/Expire date (calendar)
N.B: Insert automatically based on the payment term and it will restrict if the payment
term and contract date is overlapped
 Documents (upload file one and more than one)
 Remark (text field)

N.B: The add button should be appear to add another agreement if the tenant has other contract

3. Issue Invoice/Active Contract

Used to approve the agreement and make the tenant a paid tenant.

3.1 Sales Page

 Contract (Search)
 Payment type (radio button built-in)
 Fiscal
MRC number (dropdown)
Fs number (text field)
 CRV
CRV number (text filed)
N.B: May be we use all payment type in a single contract and Price will be edited only
by authorized users
 Price (display by default when the contract is selected and it is editable)
 Room/House
 Utility
N.B: Price will be edited only by authorized users
  Remark (text field)

4. Common Features
The features that’s mandatory and built-in.

4.1 User Account

Its use to facilitate the permission, role and user registration for the system

4.2 Notification
Sent notification for the system user and sent SMS and Email notification for tenants

4.3 Reports
Based on the customer requirement

5. Built-ins
An option used for system usage.

5.1 Purpose
 For business
 For food and beverage service
 For office service
 For banking
 For warehouse service
 For parking
 For guest house

5.2 Contract/Agreement Type

 Shop
 Office
 Bank
 Café and restaurant
 Store
 ATM
 Parking
 Apartment

5.3 Payment Term

 1 month
 2 months
 3 months
 6 months
 1 year
 2 years
 3 years
 5 years

5.4 Utility Price

 200
 250
 300
 350
 400
 450
 500
 550
 700
 1000
 1200
 1300
 1400
 1500
 1700

5.5 Payment Type

 Fiscal
 CRV