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 month.
• 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
• 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: Global Overview > Settings > Default Billing > Scroll down

• When the Community is exempt from CSOS untick the box.

• Select which utilities are applicable (if any) – Water and/or Electricity.
• Click Save

4. Community General Ledger

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

Make amendments to Ledger Accounts. i.e. rename, add or delete General Ledger accounts.

4.1 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.

4.2 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.

4.3 Deleting a General Ledger Account

Navigation: Click on the Trash can Icon

The following pop-up will appear, select Yes.

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

Note: If a part Take-On was submitted, please navigate back to the Global Overview and click on the Communities Icon in the blue navigation bar. To locate the community click on the Take-On Tab for a list view of all active Take-On's.