System Overviews > Owner/Tenant Level > Property and Unit Numbering

A Property number is a unique number up to four digits. It is the number that is used to identify the Property on all relevant input screens and reports. It is allocated by the system, when 'NEW' is entered on the Maintain/Setup PropertyScreen. It is based on a system stored next available number system.

A Unit number is a user chosen number to uniquely identify one Unit. It is also a maximum of four digits. The number should always be initially be chosen as only numeric, so as not to be confused with a previous occupant of the same Unit (Refer to Suspended Units below). If possible, it is best to use the number that appears on the door of the Unit, to assist in easy reference. Sometimes this is not possible - for example where Units are not numbered sequentially, but by floor 1,2,3,101,102,103,201 etc. Here a sequential Unit number can be used for the building, and a unique Door number allocated (Unit Setup/Maintain - Control Flags).

A usual reference to a Unit will be first to its Property, and then to the Unit number within that Property, separated by a *. Eg. 2555*11 .

There is also a Unit number that is used for external data importing, where a check digit is employed to increase the security when this is necessary. This number is system generated, and can be viewed on the Maintain/Setup Unitscreen. It's construction is as follows:

Property number (4) - Unit number (4) - suspended Unit indicator (2) - check digit (1)

eg. for Unit 2555*1, this number would be 25550001001.

The same Unit number is used for the current tenant or Owner of a Unit. When the Owner or tenant changes, the live Unit is suspended, creating a new Unit for the new occupant, using the original number, and creating a new Unitfor the old occupant by adding an alphanumeric character behind the Unit number for the old occupant. This alphanumeric character will start at Z, and move up to A if necessary. Eg. Old Unit 2555*1 will become 2555*1Z. The full history of this account will be moved to the new number. If a new Unit is created using an alphanumberic in the number, it will function normally in term of raising fees etc., but will be regarded as a suspended Unit, and cannot therefore be suspended.

When a Unit is suspended, the new Unit created will be regarded as available for occupation, and called a marketing Unit.