Welcome to WeconnectU! We are just as excited as you to change your experience as a Property Manager. Let's get started with the take-on process. Below is the process you can follow to ensure a seamless migration process:

1. Default General Ledger

Before adding a community, please ensure that the default ledger is set up. This is the ledger that will pull through to all the communities. Once the communities have been created, the default ledger can not be changed in a bulk manner. It can however be altered per community.

1.1 Setting Up Default GL

Navigation: Global Overview > Settings > Finances Settings > Default Ledgers.

The default general works the same as the Default Chart of Accounts. This would have to be set up BEFORE creating any communities. The default ledger which has been created on set up will be the default general ledger for all future communities added.

1.1.1 Editing a General Ledger Account

Navigation: Click on Pencil Icon

The following pop-up will appear, the fields which are not greyed out can be amended and then click on Update Account to save any changes made.

1.1.2 Adding a General Ledger Account

Navigation: Click on Add General Ledger Account

The following pop-up will appear, the fields which are not greyed out can be selected and then click on Add Account to save a new ledger account.

1.1.3 Deleting a General Ledger Account

Navigation: Click on the Trash can Icon

The following pop-up will appear, select Yes.

2. Adding a Community

Navigation: Global Overview > Communities > Add New

To add a new community to the Property Managing Agency click on Add New

2.1 Completing Community Information

• Complete as many of the fields as possible – All of these fields can be edited afterwards.
• Add the Community Code - this code should be unique and will be used to differentiate communities.
• Tick all applicable users that should have access to the Scheme under the ‘Select Users’ dropdown menu. (Discussed in migration process)
• Click on Save.

2.2 Add Community Details

Navigation: Automatically redirected to this page

• Complete as many of the fields as possible – All of these fields can be edited afterwards.
• Select the Unit Addressing
• Complete Community registration details
  • Community Registration Number
  • CSOS Registration Number
  • Income Tax Number
• If the community is VAT registered, tick the box and please fill in the VAT number.
• Tick ‘Apply PQ’ if the community is a Body Corporate and if HOA or any other type of entity leave it blank.
• Insert Interest %
• Insert Interest Exemption Threshold (the interest exemption threshold indicates the amount on which interest will not be charged)
• Amend banking details should the levy clearance bank account differ from the banking details on the Global Management Dashboard under company details.
• Click on Save.

3. Default Billing Setup

Navigation: Global Overview > Settings > Default Billing > Scroll down

• Select which utilities are applicable (if any) – Water and/or Electricity.
• If CSOS needs to be applied make sure the box has been ticked.
• Click Save

4. Upload of Take-On Documents

4.1 Take-On Page

Navigation: Click on the Orange Take-on Page Button Top Right)

• Here the following documents can be uploaded, to ensure the migration team will be able to complete the take-on:
  • Owner Info sheet (In required format)
  • Budget (in Excel)
  • Trial Balance (in Excel)
  • Customer Age Analysis (in Excel)
  • Supplier Age Analysis (in Excel)
  • Previous Billing Run (in Excel)
  • Bank CSV (For training purposes only)
  • Under Community Details, complete the interest rate applicable to the community.
  • Under Cashbook, complete the banking details applicable to this community.

• Once the above-mentioned documents are uploaded, refresh the screen and the tab should turn GREEN to indicate that there are documents uploaded.

• Click Submit Take-on

4.2 Confirm Take-On

Remember to click on Ready for Take-on once all documents have been uploaded, for the migration team to be notified to start the take-on.