How to Manage Offences

1. Setup Offences

Warnings & Penalties refer to the breaking of conduct rules within a Homeowners Association and Body Corporate.

1.1 Default Billing Set Up

Navigation: Community Level > Settings > Default Billing Setup 

Before issuing any Warnings & Penalties, ensure that the setup is done for this module. If there is an Admin Fee charge for the issuing of a Warning or Penalty, also set up the default ledger for Admin Fees.

1.2 Charges Set Up

Navigation: Community Level > Settings > Charges

The Warning Admin Fee and the Penalty Admin Fee are determined by the Property Managing Agency and the agreement with the HOA & Body Corporate.

1.3 Offence Clause Set Up

Navigation: Community Level > Settings > Offences Clause Setup

Each community's offences setup page will be where existing offences clauses and subclauses can be edited and added for each community.

1.3.1 Offence Clause Set Up

Each Clause will display as a main card with each subclass associated with that Clause listed below that Clause heading. The order of the subclauses should be alphabetical.

Each offence clause will simply display what has been captured in that field. 

Each clause can be edited and a sub-clause can be added by clicking on the menu options button, as well as removing the entire clause by clicking on the delete option.

1.3.2 Offence Sub-Clause Set Up

Each subclass card will display what has been captured in that field. The subclause can be edited and/or deleted by clicking on the menu options.

Each subclause card will display what has been captured in that field. The subclause can be edited and/or deleted by clicking on the menu options.

1.4 Adding a Clause and/or Subclause

Navigation: Community Level > Settings > Offences Clause Setup > Add

1.4.1 Adding a Clause and/or Subclauses

Navigation: Community Level > Settings > Offences Clause Setup > Add > Clause

When it is selected that a new Clause will be added, a pop-up will appear. Insert the Clause Name. On this pop-up, subclauses can be added with a character limit of 50 on Clause Name.

1.4.2 Editing a Clause and/or Subclauses

Navigation: Community Level > Settings > Offences Clause Setup > Menu Options

Once a Clause/subclause has been saved, it can be edited by selecting edit in the menu options.

On the edit pop-up, the clause name can be amended for a clause edit, and for a subclause edit, the subclause entered can be amended.

1.5 Deleting a Clause and/or Subclause

Navigation: Community Level > Settings > Offences Clause Setup

The menu option of delete should remain there even if a subclause is linked to the clause; however, if a user attempts to delete a Clause with subclauses linked, a warning pop-up should appear. First, delete all subclauses associated with this Offence Clause, and then proceed to delete the Clause.

If there are no rules associated with the category, a warning pop-up should appear, and click on Yes.

1.5.2 Deleting a subclause

Any rule can be deleted by selecting the delete option next to the rule. Before deletion, a warning pop-up should appear that reads

2. Navigating the Offences Flow

Navigation: Global and/or Community Level > Manage > Offences

The offence page introduces four automatically filtered tabs, simplifying the offence page and decluttering the offences world on both the Global & Community Level.

2.1 Global & Community Level List View

On this page, it will display all types of offences in the community. This is indicated by the colour tags on the far right side of the offence card

Each offence card indicates the relevant details:

• To which Unit/ Door or Section number
• Clause & Subclause
• Issued Date
• Amount if it is a Penalty or Fine
• Paperclip indicated if there are attachments
• Colour tag to indicate what type of offence

• Menu options include Delete or Download.

2.1 Unit Level List View

Navigation: Community Level > Units > Offences

On this page, it will display all types of offences relating to the unit. 

Each offence card indicates the relevant details:

• To which Unit/ Door or Section number
• Clause & Subclause
• Issued Date
• Amount if it is a Penalty or Fine
• Paperclip indicated if there are attachments
• Colour tag to indicate what type of offence

• Menu options include Delete or Download options

3. Filtering, Searching & Sorting Payments

Navigation: Community Level > Units > Offences

3.1 Filter Option

By clicking on the Filter icon in the top right corner. The filter drop-down will appear where there is multiple filter combinations that can be applied to assist the managing agent to be able to be more efficient manage offences.

3.2 Search Option

Search payments by Offence Clause, Unit Addressing, or Customer Code by simply using the text box to start typing.

3.3 Sort Option

Sort offences by Date created by clicking on the sort Icon next to the text box.

4. Issuing an Offence

4.1 Community Level

Navigation: Community Level > Manage > Offences > Add

4.2 From the Unit

Navigation: Community Level > Units > Unit Details > Offences > Add

A pop-up will appear, this is where the property managing agent will need to insert the following required fields

• Unit: According to the unit addressing
• Type: Warning, Penalty, or Fine
• Offence Clause: Dropdown - pulls from Clauses setup
• Subclause: Dropdown - pulls from Subclauses setup relating to Clause
• Date of incident: defaults to current date
• Reply Email: if the client wants to reply or query about the offense. 
• Invoice Date: Defaults to the first of next month
• Amount: (If penalty/fine if offence type) Defaults to Zero
• Message: Auto-populates from global message setup, but is editable

In the preview, the textbox is where any further additional information or code of conduct explanation can be included to describe the offences in more detail, and provide more information or the wording of the offence can be edited.

There are the following options to include:

• Notify directors/trustee: If selected, all trustees will be BCC'd in the email sent to the owner
• Show logo: Use Reseller/Community logo
• Attachments: Drag and drop attachments 

At the bottom of the pop-up, there is the option to create immediately or Preview.

If preview is selected, a new pop-up appears where a user can preview the offence as per the inputs and options selected. 

If keep editing is selected, it reverts to the "add" pop-up that the user worked on, keeping all inputs made previously. If create is selected, the offence will be created and sent to the owner's email with an invoice and statement attached, and an alternative email and trustee's option if selected.

The Owner will receive an email with all of the information automated into the email.

Included in this email are the invoice and the customer statement.

The invoice will include the actual penalty fee and if the Penalty Fee Admin Charge is setup.

5. Exporting Offences

Navigation: Global Overview > Manage > Tasks

Exporting a list of offences is now available. On the Offence page, next to the filter option icon, there is a download icon. When clicking on this icon, it will only export the task of the specific filter tab i.e., All, Warning, Penalties & Fines.

7. Removing Offences

Navigation: Global Overview / Community Level > Manage > Offences

Offences can now be deleted; this is a permission-based function. Click on the menu options, and on a pop-up will appear.

NOTE: If an offence is deleted, it will be removed from the offences page and cannot be undone. The following entry can be made on the audit trial