Billing is the process of sending out monthly levies to all homeowners. It is an important aspect of managing a housing community or homeowners association. The purpose of billing is to collect funds from homeowners to cover various expenses such as maintenance, repairs, and community amenities.

1. Billing Screen Explained

Navigation: Community Level > Finances > Run Billing

1.1 Previous Billing Runs

Orange Block: The top of the Billing screen will show the previous five billing runs

The system will indicate when these billing runs were completed, the number of units that were billed, as well as the total amount billed. There is an option to delete/re-send the last billing run. When deleting the last billing run, it will remove all of the invoices generated and thus create the opportunity to redo the billing. If the "send email automatically" checkbox was selected, it means that the actual email with the invoice and statement attached to it will be sent on the scheduled run date after 6 p.m. When the billing run is deleted before the emails are sent out at 6 p.m., no emails will be sent out to the owners.

1.2 Additional Recoveries

Green Blocks: These are the additional recoveries either per community i.e. Special levy or individual recoveries.

There are three methods to do so.

• Additional Recoveries - 3 Methods
  • Multiple Additional Recoveries
  • Once-Off Recoveries

1.3 Levy Invoice Items

Rest of the Coloums on the Screen: Below the previous billing runs, the amounts, that will be invoiced to the homeowners, are displayed

The system will calculate the Levies and Reserve Fund Levies by using the total inserted in the budget for the Levies and Reserve Fund Levies for the following month and multiplying this by the unit PQ.

If the levies are set up through a ratio, it will multiply the monthly budget by the ratio allocated to that specific unit.  The CSOS levy will automatically be calculated using the following formula and is capped at R 40.00

The utility amounts will automatically pull through to the billing screen as soon as it is uploaded. For more on utilities click here.

2. How to Run Billing

Navigation: At the bottom of the page following can be filled in to be added to the billing run

Once the above Invoice items have been checked and confirmed and all additional recoveries are loaded, it is time to schedule the billing.

2.1 Additional Messages

Additional messages on email can be filled in if there is anything specific that needs to be conveyed to the owners. Comments on statements can be filled in if there is any specific comment needed on each owner's customer statements.

2.2 Billing Date

The billing date will default to the first of the next month but can be changed if needed. This is the date that will appear on the invoice sent out as well in the different relevant generals (thus in effect the transaction date).

2.3 Scheduled Run Date

The scheduled run date will default to the current date but can be changed if emails only need to be sent out at a later stage. Thus the date selected on the Scheduled run date is the date invoices will be generated and sent out.

2.4 Send Email Tick Boxes

The Send email automatically tick box dictates whether billing emails will automatically be sent when billing is run. When this tick box is clicked, all billing emails will be scheduled to be sent out from 18:00 on the scheduled run date.

Send email for 0 invoices, dictates whether owners who have a total invoice amount of zero should receive their 0 invoices per email.

If there is any specific attachment that needs to be sent out this can be added via click to add attachments. - Please note this attachment will be sent to every owner included in the billing run.

As soon as this is done you can click on Run Scheduled Billing