CMS - Additional Recoveries - 3 Methods

Created by Mienette van Heerden, Modified on Thu, 13 Jun, 2024 at 2:17 PM by Glennise Pretorius

1. Uploading Additional Recoveries

Navigation: Community Level > Finances > Additional Recoveries, listed under the Billing settings.

1.1 Download Additional Recoveries Template

Navigation: click on the below hyperlink

Download the template by clicking on the Download template file here, option in the pop-up screen.

An Excel document will be downloaded - which will look similar to the following.

1.2 Capturing the Additional Recoveries Template

Navigation: Open the downloaded Excel sheet

The only fields required to be completed for upload are columns A and E. Therefore bulk billing like Reserve Fund Levy or any amount for a bulk upload on the billing screen will be done from here.

Column A: header naming (door number) may differ from community to community, as this reflects the "Unit Addressing" selected at the Take-On Process.
Column B - D: Is only applicable when uploading utilities under Water Readings or Electricity Readings
Column E: the amount that needs to be charged. Please note that it should only be the value and no currency symbols to be included.
Column F: Description bypass can be used if recoveries need unique descriptions on their invoices, this will bypass the default description to be set up upon upload of the template.

Important: Please be advised that it is imperative not to modify or alter any of the column headers' names or their order. This is because the system conducts thorough data validation checks during the uploading process to guarantee the precision of the data. Furthermore, kindly refrain from eliminating any columns, even if they may seem irrelevant to your specific upload.

Once all the relevant information has been added, please save the Excel document.

1.3 Uploading the Additional Recoveries Template

Navigation: Community Level > Finance > Additional Recoveries - upload new additional recoveries

Drag and drop this file OR click to upload the file.
If the upload is for utilities, choose the date range the readings are for. If these dates need to reflect on the invoice, toggle the tick box next to Show dates on invoices. For other additional recoveries, you can ignore the date range, this will not reflect anywhere when the tick box has not been ticked
For the Account field: Select the ledger account that these amounts need to be allocated to, once the invoice has been raised.
For the Description field: when left blank there will be no description reflecting on the invoice, alternatively, if description bypass was filled in on the Excel document, that description will override the description filled in on this screen, otherwise the description will default to what was filled in for this field.
Select Recurring if this is relevant - (if the additional recovery is recurring for the same amount i.e parking levy)

Note: Please wait for the document to load, once all the line items have been loaded as per the below, scroll down to upload. - Please note that even if it reflects zero you can still upload.

1.4 Billing Status of the Additional Recoveries Template

Navigation: Individual Community > Finance > Additional Recoveries

The billing status will differ, as this depends on if Recurring was selected or if this was a once-off recovery. If the recurring option has not been selected then it will only be billed once. After the billing has been billed the status will change to complete.

2. Additional Recoveries on the Billing screen

2.1 Recurring Additional Recovery

Navigation: Community Level > Finance > Additional Recoveries

On the billing screen, the additional recoveries will be added on the far right under the heading Additional. By clicking on the blue plus button an additional recovery can be manually captured. Please note if there is no final billing date this additional recovery will be a recurring recovery until removed from the billing screen.

Important - When any additional recoveries are added or removed it is vital to scroll down in the bottom right corner to click on Save Additionals before running the billing. If an additional is not saved it will not be included in the billing run.

Once an additional recovery has been saved a white block will appear around the additional.

2.2 Once-Off Additional Recovery

Navigation: Community Level > Finance > Additional Recoveries

On the billing screen, the additional recoveries will be added on the far right under the heading Additional. By clicking on the blue plus button an additional recovery can be manually captured. If there is a recovery which is only for a certain period of time or a once-off. There is also the option to include a final billing date for the additional recovery.

It is suggested to make the final billing date the day after the last billing run this payment should have been included. For example, the additional recovery should reflect for the last time on the 1st of January. So the final billing date is the 2nd of January and by midnight that additional recovery will automatically be removed from the billing screen.

3. Community Additional Recoveries

Navigation: Community Level > Finances > Run Billing > click on the below hyperlink

This method is used when there is an additional recovery that applies to every unit within the community.

If there is a special levy or any form of recovery applicable to all the units the amount can either be:

Per Unit: the total amount which is captured will be applied to each unit.
Split by PQ: the total amount which is captured will be split via PQs
Split Evenly: the total amount that is captured will be split evenly between the number of units

There is also the option to include a final billing date for these additional recoveries.

4. Removing Additional Recoveries

4.1 Manual Additional Recovery

Navigation: Community Level > Finance > Run Billing

Click on the trash icon, and a red box will appear on the additional recoveries that have been selected to be removed.

Note that the same concept applies when removing additionals as when adding additionals. Any adjustment or amendments to additional recoveries must be saved.

4.2 Additional Recovery Upload

Navigation: Community Level > Finance > Additional Recoveries

The billing can only be deleted or viewed, this can not be edited. To edit the data, the relevant recovery needs to be deleted and the new additional recovery Excel sheet uploaded. After the adjustments, billing can be run.