CMS - Unit Details

Created by Glennise Pretorius, Modified on Thu, 13 Jun, 2024 at 2:21 PM by Glennise Pretorius

1. Manually Add Units

Navigation: Community Level > Units > Unit Details

On the pop-up screen, enter the necessary information relevant to the new unit.

The following are all required fields:

Block Number
Unit/Door/Section number
Name
Entity Type

2. Upload New Units

Navigation: Community Level > Units > Unit Details

Export the units to Excel, then open the downloaded document in Excel.

Add the new units at the bottom of the Excel document as per the yellow in the example below.

Important: Do not change any of the rows around. Keep the previously loaded information in its original place and only add units at the bottom.

Do not add any rows in between. The system will automatically sort it in the correct numerical order once it has been uploaded.

The following columns need to be completed with the owner's information:

Column B: Section Number
Column C: Unit Number
Column D: Door Number
Column F: PQ - If available, this can be added later at Unit - Unit PQ

Column P: Customer Name - This will reflect on the communication sent from the system.
Column Q: ID, this is optional
Column R: Email Address is a mandatory field otherwise the owner cannot log in to the owner portal.

Important: only ONE email per cell.

Column S: Client number, ensure that it starts with a 27 and not a 0
Column T - X: The new owner's contact details if available

Column Y: Postal Address separated by commas.

Example: Wherever the comma is placed is where the new line item will start.

3 Graham Street, Boston, Bellville, Cape Town, 7530 will appear like this on the customer statement:

3 Graham Street

Boston

Bellville

Cape Town

7530

Column Z-AE: if details are available.
Column AF & AG: Do NOT insert any information here.
Column AH: Rental Agent Email and/or a third email should it be necessary.
Column AI: Do NOT add customer code, the system will auto-generate this for each unit.
Column AJ: Customer Name - This is the same name as column P. This will be the name reflected on the customer invoice and statement.

Column AK and AL: Please do not copy and paste any information from. These 2 columns should be left BLANK

Once the needed information has been captured at the bottom of the sheet, navigate back to WeconnectU and click on Bulk Edit Units.

Click to upload the template, and select the Excel document saved on the computer.

The system will pick up if there are any duplicates and it will be indicated on the Pop-up should there be any.

Note that all of these changes are permission-based functions. Request from the superuser to grant the necessary permission.

3. Export Unit Details

Navigation: Community Level > Units > Unit Details

Export the units to Excel, then open the downloaded document in Excel.

Note that all of these changes are permission-based functions. Request from the superuser to grant the necessary permission.

4. Billing as PDF Attachments

Navigation: Community Level > Units > Unit Details > Customer

By default, invoices and statements that are sent out through the billing process have a link to the invoice and attachment that can then be downloaded to be a PDF, should the owner require a physical attachment of the statements/invoices.

Click on the relevant customer name or the corresponding pencil icon. In the owner section, click on the pencil icon to edit:

From the pop-up screen tick the billing pdf tick box and save the changes

On the Unit details page, a red PDF icon will display next to the owner's name, indicating that PDF billing has been enabled for this owner.

If the address on the customer Statement and Invoices is incorrect, the amendment will need to be done under Manage Customers.

5. Address Change

Navigation: Community Level > Finance > Customer > Manage Customers

Click on the relevant customer name

Scroll down to the Address Details section and complete the required fields.

Click on Update Customer