NetSuite - Generating Community Lease Renewals

Community Lease Renewals

Once the resident has been sent the rent increase notice, the community manager reviews the new lease agreement.  Electronic signing via DocuSign is available at select communities.  Whenever possible electronic signing should be used to expedite renewals and eliminate errors. 

eRenewals remain active for 28 days after the lease start date. For example, if a Resident’s lease term was from 05/01/2023 – 04/30/2024, their new lease will begin on 05/01/2024 and the eRenewal will expire on 05/28/2024. Residents will receive an email 15 days prior to the eRenewal expiration, reminding them to sign their lease renewal.   If the resident does not renew in time and their lease transitions to a month-to-month lease, the community can generate a DocuSign package from within NetSuite during the first 6 months of the resident's month-to-month tenancy. 

1. In NetSuite, navigate to Lease Operations > Renewals > List
2. Filter the list to the desired date.
3. On the Pending Renewal tab, locate the lease renewal for the resident who is renewing, then click View under the Doc Link/Print Link column. The lease renewal paperwork will appear for review. If it will be signed manually, it can be printed.
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4. Click Pending in the Review Status column to indicate that you have viewed the document and the review is complete. 
   
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5. Select either Manual or Via DocuSign for Signing Process.  
   Note: DocuSign should be used wherever available.  If DocuSign is available and Manual is selected, a reason for using manual signatures instead of electronic will be required. 
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6. Click Submit (or Submit & Send Via DocuSign, if DocuSign was selected).

If the resident signs the renewal via DocuSign, the status will update automatically and the renewal will move from the Pending Renewal Tab to the Completed Renewal tab.  

For manual signing, the signed renewal must be uploaded.  Click Upload in the Upload Signed Document column (scroll to the right to view this column), then follow the prompts to upload the signed agreement. Then click the Yes toggle to confirm that the agreement was fully signed.

Information relating to the signed renewal agreement can be found on the Lease Agreement screen.  Click the Renewal Agreement ID on the renewal screen to view it.  

Renewals can also be viewed by navigating to Lease Operations > MH Lease Agreement, where both parent (original) and child (renewal) agreements can be found.