WeconnectU creates transparency between the Trustees of a community and the Managing Agent. Trustees are now able to view and access certain information relating to the management of the community.

The following modules are available to Trustees:

1. Community Planner and Compliance dashboard

2. Manage page

3. Finance page

4. Admin page

1. Community Planner and Compliance dashboard

This is the main screen that the trustee would get when logging into the Trustee portal and community scheme. This is a quick overview of all the key actions and performance in the Community. 

The following items are displayed on the Community Dashboard:

1.1. Compliance Item: An event or Meeting

• On the Planner and Compliance page, the trustee will be able to see if an event is done, if the date for a meeting is confirmed, or if it is just a proposed date.
• They will see if the Community Manager has uploaded a file next to an event that has already been done (such as minutes from a trustee meeting, or financial statements). This will be indicated by the paperclip icon.

When selecting a Compliance item, a pop-up window will appear, whereby the trustee will be able to download the file by clicking on the download icon.

1.2. Bank Balance

The amount of money in the Bank Accounts (The current accounts on the left-hand side and the Investment accounts on the right-hand side).

1.3. Outstanding Debt Graph

Visually represents the amount of debt owed to the community over a specific period. To view the debt of each month, hover over the graph line.

1.4. Open Tasks

Reflects the active tasks in the community.

1.5. My Tasks

These would be the tasks that are logged where the trustee is the person responsible.

1.6. Pending Transfers

The trustee can see which units are currently in a transfer of ownership.

1.7. Warnings and Penalties issued

2. Manage Page

2.1.  Tasks

Navigation: Click on Manage > Tasks.

The trustee will see all the active, overdue, and completed tasks in this community scheme. These tasks can range from maintenance tickets to administration and finance items. They can see the deadline date, the person responsible for completing this task, and the status of the task.

To filter the tasks, click on the Filter icon in the top right corner. The filter dropdown will appear where multiple filter combinations can be applied to assist the trustee in being more efficient in viewing multiple tasks.

To view the details of a task, click on the task card. This would open the details of the task and the feedback that was provided on this task.

There will be two types of Task types:

1. Once-off tasks

Once-off tasks are specific tasks, projects, or activities that are performed only once, without repetition. The only mandatory fields are the Task Title, Due date & Assignee and the recurring type will default to Once Off. 

2. Recurring Tasks

A recurring task is a project-related task that can repeat at regular intervals (such as daily, weekly, monthly, etc) and always has the same duration and attributes.

Note: The system allows the trustee to download the Tasks in Excel as well or add a task if the trustee's permission has been selected.

2.2. Offences

Navigation: Manage > Warnings/ Fines.

On this screen, the trustee will be able to see all the warnings and penalties that have been issued from the system. They would see on which date it was issued, for which unit, the type of offense, and the reason for issuing the offense.

2.3. Transfers

Navigation: Manage > Transfers.

On the Transfer screen, the trustee would be able to see all the completed and in-progress transfers. They would see which Erf/Section/Unit/Door number, the m2, the price, the price per m2, the date upon which the transfer happened, and the status of the transfer.

3. Finance Page

3.1. Customer Section

3.1.1. Customer Statement

Navigation: Click on Finance > Customer Statement

The trustee will be able to export, view, or send customer statements (based on the trustee permissions setup) to owners.

From here, they will be able to download the statements and view them, by clicking on the following button.

To email the statements to a certain customer, the trustee can tick the box on the right-hand side and at the bottom of the screen click on Email Statements.

3.1.2. Detailed Customer Ledger

Navigation: Finance > Detailed Customer Ledger

The detailed customer ledger will have all the details/movements for each customer's account. 

To view customers' accounts, select the customers from the drop-down menu, and click on Run Report. The option to download the report in Excel will be available.

3.1.3. Customer Age Analysis

Navigation: Finance > Customer Age Analysis

The customer age analysis is the balances of all debtors/owners. Here the trustee would see the owner's total balance, current, 30 days, 60 days, 90 days, and 120 days balance.

The Customer age analysis will show all the debtors/owners who are in debt to the community scheme. To view the details/movements on their account, click on any of the current owner’s names.

The trustee is also able to export this report by clicking on Download Excel. When they hover over any of the icons it will show them what it represents. E.g., a red flag means that the customer has been handed over to the attorneys.

3.2. Supplier Section

3.2.1. Payments Authorisation

Navigation: Finance > Payments

To authorize payments/ supplier invoices that have been loaded on the system by the managing agent.

On the Payment screen, the trustee will see the pending payments that need authorization. When clicking anywhere on the Supplier Invoice, it will open the payment card.

Here the trustee would be able to see all the Supplier Invoice Information, Action History, Documents (this would contain all source documents relevant to the payment), and lastly Supplier Information. This is to assist and ensure that the payments are correct.

If the trustees are happy with these payments, they can click on the blue (on the payment card that pops up) or the grey (on the payment screen) Authorise button. 

The system also remembers all previous payments that have been authorized. To view all these payments,  click on the Exported and Paid tab.

To be able to see who authorized the payments and who made the actual payment (and on which date), click on the Supplier payment card, and select Action History.

3.2.2. Supplier Statement

Navigation: Finance > Supplier Statement

From this page, the trustee will be able to download the supplier statement. To view the statements,    click on the download button .

3.2.3. Detailed Supplier Ledger

Navigation: Finance > Detailed Supplier Ledger

The detailed supplier ledger will have all the details/movements for each supplier’s account

To view Suppliers' accounts, select suppliers from the drop-down menu, and click on Run Report. The option to download the report in Excel will be available.

3.2.4. Supplier Age Analysis

Navigation: Finance > Supplier Age Analysis

The supplier age analysis is the balances of all creditors/suppliers. Here the trustee would see the owners' total balance, current, 30 days, 60 days, 90 days, and 120 days balance. 

The trustee will find a comprehensive overview of outstanding payments or overpayments to creditors/suppliers here. Simply click on any supplier's name to delve into their account details and transactions. Additionally, they can export this report as an Excel file by selecting Download Excel.

3.3. Report Section

3.3.1. Actual vs Budget

Navigation: Finance > Actual vs Budget

The actual vs budget is a compilation of the actual income and expenses that accrued in the previous months of the financial year compared to the budget. 

From here the trustee will be able to change the date selection and download the report. This will display the actual income and expenses per month, year-to-date (YTD) income and expenses, a budget year-to-date (Budget YTD), and the total budget.

When clicking on any amount highlighted in a blue hyperlink, this will take the trustee to the detailed general ledger of the specific account within the selected month range. Additionally, any supporting documents related to supplier invoices can be downloaded to view by clicking on the cloud icon. 

3.3.2. Trial Balance

Navigation: Finance > Trial Balance

The Trial balance is a combination of an income statement and a balance sheet. 

On this page, the trustee will be able to change the date selection and download the report. They would also be able to click on any of the accounts to see the details/movement within the account. 

At the end of the expenses section, the report will display the net surplus (if income exceeds expenses) or deficit (if expenses exceed income). This represents the difference between total income and total expenses, indicating whether the community has generated a profit or incurred a loss during the specified period. 

Additionally, they can export this report as an Excel file by selecting Download Excel.

3.3.3. Detailed General Ledger

Navigation: Finance > Detailed General Ledger

The Detailed General Ledger will display the details/ movements that happened within a certain General Ledger account.

Select the relevant date range and click on the dropdown section to tick the accounts they would like to view. Once selected, click “Run Report”. 

Once the report is run, the trustee will get the option to download the report in Excel. 

3.3.4. Reserve Fund Actual vs Budget

Navigation: Finance > Reserve Fund Actual vs Budget

The Reserve Fund Actual vs Budget is a compilation of the actual reserve fund income generated and reserve fund expenses that accrued in the previous months of the financial year compared to the projected budget for the given period. 

On this page, change the date selection and download the report. The report will display the actual reserve fund income and reserve fund expenses per month, year-to-date (YTD) income and expenses, a budget year-to-date (Budget YTD), and the total budget.

3.3.5. Reserve Fund Income Statement

Navigation: Finance > Reserve Fund Income Statement

The Reserve Fund Income Statement provides a detailed overview of the income generated specifically for the reserve fund over a defined period. It may also include a breakdown of expenses directly related to maintaining and enhancing the reserve fund, such as repairs, maintenance, or investments. 

The trustee will have the option to download the Reserve Fund Income Statement report or be able to click on the blue hyperlink on the account name, to delve deeper into the details.

3.3.6. Levy Roll

Navigation: Finance > Levy Roll

The Levy Roll is a report that outlines the details of levies or charges invoiced on the owners' accounts. It includes information such as the Section/Unit/Door number, Customer code and name of the owner, the amount of the levies and any other recoveries, and payments made by the owners. 

The Levy Roll is an essential tool for Managing agents and Trustees to ensure accurate billing and collection from owners. 

Remember to select the desired period, we recommend choosing a monthly period for clarity. The trustee will then have the option to download the report in either Excel or PDF format. This allows them to review the Levy Roll data in detail, ensuring accuracy and completeness before proceeding with any necessary actions or decisions.

3.3.7. Basic Cash Movement Report

Navigation: Finance > Basic Cash Movement

A basic cash movement report provides a summary of the inflows and outflows of cash within a specified period. 

On this page, select the desired date range, to view the total receipts and payments across all the cashbooks loaded. This information can also be exported to Excel format.

The Bank Closing Balance graph provides a visual representation of the combined balance of cash across all cashbooks over a specified period. Each data point on the line represents the total closing cash balance at the end of each month. By examining the trend of the line over time, you can gain insights into the fluctuations in cash balance, and identify patterns, which will assist in making informed financial decisions.

3.4. Cashbook

Navigation: Finance > Cashbook

The Cashbook module is used to record all cash transactions within a community. It serves as a detailed record of cash receipts and payments. Managed either manually by the managing agent or preferably through the importation of bank statements. They provide a clear audit trail of cash transactions, and they are essential for accurate bookkeeping and financial reporting. 

Based on the chosen date range, the trustee can access the details of all previously allocated transactions by unticking the Hide Allocated Transactions. 

The red triangle with an exclamation mark, signifies that there are transactions yet to be allocated.

The closing balance mirrors the balance on the bank statement as at the “Last Upload” date indicated next to the cashbook dropdown selection. This information helps ensure transparency and accuracy between the managing agent and trustees/ directors.

4. Admin Page

4.1. Communication

Navigation: Click on Admin > Communication

To send communications or to view communications that were previously sent from the system, hover over Admin, and click on Communications.

On the Communication page, the trustee can choose who they would like to send an email to, insert a subject, add an attachment, and then type the body of the email (if they have permission for this function). At the bottom of the screen, they can click Send Communication once they are ready to send out the communication.

To view the communications that were previously sent from the system, click on Archive.

4.2. Documents

Navigation: Click on Admin > Documents

The trustees can view and download all the documents relevant to the community, facilitating easy access to important information and resources.

Community Planner-related documents can be accessed in the Meeting and Finance Document Category. Additional documents, such as conduct rules and other regulations, are typically categorized under Statutory and General Documents. To download any file, simply click on the three dots located on the far right-hand side next to each item and select download.