NetSuite - Generating Leasing Documents with NetSuite

Generating Leasing Documents with NetSuite

Once an applicant is approved and all conditions have been met, the lease and any related paperwork is ready for signing. See The Closing Process for information about scheduling a closing/lease signing and to ensure that all required paperwork, funds, and resident orientation is completed. 

Steps below provide an option for sending documents via DocuSign or manually printing them. Participating Sun communities should use eSign to handle the signing of new home rental and community/site leases. eSign allows applicants to electronically sign documents via email. Every applicant and co-applicant must have a unique email address to use eSign. If any of the applicants do not have a unique email address, a printed lease must be used.

Customers can sign from any online device, eliminating the need to come to the office to sign and reducing errors due to missing signatures. Team members should encourage applicants to provide an email address at the time of application to take advantage of this new feature.

• eSign for community leases is not available in the following states: AZ, CA, FL, IL, MA
• eSign for Home Rental Leases is not available in the following states: CA, CT, MA, MD, MT, NJ, NV, OR, PA, WI

When using DocuSign, contact the applicant to let them know what documents they should expect in their email inbox. Encourage the applicant to call the property with any questions about the closing package.

To generate leasing documents:

1. Navigate to the approved application. If fully approved and ready for the customer to sign, the application's status will be Signing Ready.
   
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2. Ensure that the Move-In Date is correct.   
   • The Move In Date appears on the Primary Information tab, under the Lease Information section. 
     
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3. On the Lease Charges tab, ensure that all recurring (monthly) and one-time charges that are due at move-in are displayed. 
   
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4. In the DocEngine Documents tab on the sidebar, click the document(s) to generate. Note:  The "Sign Required" column will indicate the documents that need to be generated and signed.
   
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5. Click Generate Document.
   
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6. A link to the generated document will display in the Doc Link/Print Link column. Click View to open the document and review it for completeness and accuracy. 
   
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7. Click Pending under the Review Status column. 
   
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8. A popup window will appear. Complete the fields to indicate your review is complete and how the document will be signed.
   • Change the Review Status to Completed to indicate you have reviewed the document.
   • Select the appropriate Signing Process, which should be DocuSign whenever available, unless prior permission has been obtained from the Closing Director.
   • If Manual is selected as the Signing Process, you will be prompted to select a reason why the document cannot be electronically signed. 
   • Click Submit. (For DocuSign, this option will be Submit & Send via DocuSign).
     
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For DocuSign, the leasing paperwork will be sent electronically to all required signers. The community representative is the final signer.