This guide outlines the steps required to set up a new Community on the Solution. It covers adding the Community, completing essential details, and finalising the take-on process to ensure a smooth and efficient setup.

TABLE OF CONTENTS

• 1. Add Community
• 2. Complete Community Details
• 3. Default Billing Set Up
• 4. Community General Ledger
  • 4.1 Editing a General Ledger Account
  • 4.2 Adding a General Ledger Account
  • 4.3 Deleting a General Ledger Account
• 5. Take-On Page
• 6. Confirm Take-On

1. Add Community

Navigation: Global Overview > Communities > Add New

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

• Add Community Name.
• Add the Community Code - this code should be unique and will be used to differentiate communities.
• Add Year End.
• Tick all applicable users that should have access to the Scheme under the ‘Select Users’ dropdown menu.
• Click on Save .

All of these fields can be edited afterwards.

2. Complete Community Details

Navigation: You will automatically be redirected to this page.

• Complete as many of the fields as possible – All of these fields can be edited afterwards.
• Select the Unit Addressing: How does the Community address units when sending communication/ fines?
• 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 Set Up

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

4. Community General Ledger

Navigation: Community Level > Finance > Setup > Financial > General Ledger

The following options are available:

1. Add General Ledger Account: A new ledger can be created when there is a need to record or track processing separately.

2. Editing General Ledger: Where possible, avoid adding or deleting a ledger. Rather, rename the existing ledgers.

When the pop-up appears, amend the fields that are not greyed out and select Update Account to apply the changes.

3. Delete General Ledger: This will remove the ledger and sequence from the Solution and can not be reverted.

5. 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)
• 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 have been uploaded, the screen should be refreshed. The tab should turn GREEN to indicate that the documents have been successfully uploaded.

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