CMS - How To: Set up Billing Ratios

Created by Mienette van Heerden, Modified on Thu, 13 Jun, 2024 at 2:16 PM by Glennise Pretorius

Billing ratios can be used to bypass PQs in terms of levy allocation. The ratio setup can be used for levies, garages, parking, or any other amounts you wish to upload with a ratio.

1. Calculating a Ratio

Navigation: Community Level > Units > PQs

An Excel document will be downloaded. Click on Enable editing once the Excel document has been opened. NB!! Do not remove information only replace it.

In column K you can insert the amount each owner should be billed. Use the Excel formula =(Sum column K ) to calculate the total of all the levies that will be billed for the month.

To calculate the allocation ratio for amounts filled in column K, in column L in the cell directly next to your first amount filled in. Type the equal sign (=) and then click on the first amount in column K then divide this amount by typing a forward slash (/) and then select the SUM amount calculated by clicking on that cell after which press F4 once to insert the $ sign as below to fix the total amount. Now multiply by 100 by typing *100.

= Monthly Levy / Total of Monthly Levies x 100

=K1 / $k$21 * 100

Note to have the formula in each line quickly, please press enter after you have inserted this formula and then click on the right bottom corner of cell L1, and drag the cell down to the last levy amount inserted.

Next, copy column L and paste it in values to any of the ratio columns. Now clear the data in columns K and L, this was only to calculate the correct formula. Save this document on your desktop and navigate back to Unit - Unit PQs.

Click on Upload new PQs. Select Click to upload the batch file. Choose the file you saved on your desktop. Please wait till the grey block pops up, and click on Upload at the bottom of the pop-up page.

2. Setup Budget

Navigation: Community Level > Finance > Financial > Budget

Re-open the budget for editing if necessary

Complete the per month/per year amount for the general ledger these ratios will be posted to eg. garage levy/additional levy etc.

3. Default Billing Setup

Navigation: In a Community > Setting > Default Billing

This is permission-based. Please select the general ledger account for which the budget was just set up, in one of the ratio fields, this ratio number should agree with the Excel column selected in the first step as well as with the budget general ledger account that has been completed.

Note: If a ratio has been selected as the levy account then please allocate the first levies to the suspense account (there should always be an account selected with the first levy line item on the default billing account). See an example below:

Update the default billing account at the bottom and navigate to Finance > Billing > Run Billing to view your billing screen. View the example below:

Note the R 0.00 balances on the first levy line will not show on any invoice or statement. The levies set up by the PQ have been bypassed with a ratio next to the levies column. This is indicated by the account number followed by the account name at the top.