Maintenance Billing Proposal
A maintenance billing proposal bills the owner of one unit for the maintenance charges that have fallen due since the last bill. Save raises and posts a customer invoice with the same number.
What it is for
On Create the screen reads the maintenance lines that apply to the unit on the Billing Proposal Date and lists one line per period still to bill, from the period after the unit's last bill (or from the start of the rate) up to the billing date. Tick the lines to bill. On Save:
- a customer invoice is made, numbered as this proposal, dated the Billing Proposal Date, in the Maintenance Invoice Journal and posted at once;
- each ticked line becomes an invoice line for its category, credited to the category's revenue account, carrying the project, property and unit as dimensions;
- the invoice's payment method and term are the customer's defaults, and its due date follows the term.
Editing and saving again rebuilds the invoice. Deleting the proposal deletes the invoice.
The one rule people get wrong: the unit is picked through its sales agreement. A unit with no sales agreement cannot be billed here.
Every field in plain words
| Field | What it means | What to put |
|---|---|---|
| Billing Proposal | The number, also the invoice number | Required |
| Billing Proposal Date | Bill up to and on this date | Required |
| Sales Agreement | The agreement of the unit billed | Required. It fills Project, Property, Unit No and Customer |
| Project, Property, Unit No, Customer | The unit and the owner billed | From the agreement |
| Payment Method, Instrument No, Instrument Date | How the owner will pay | For reference on the bill |
Lines: Selected, Category, Name, Date (the last day of the period billed), Gross Amount, Line Text. A barcode of the unit number is stored for the printed bill.
How to configure it
Set the Maintenance Invoice Journal on Real Estate Setting and a revenue account and unit on each maintenance category. Give each owner a default payment method and term in Receivables.
Scenarios
- An owner selling the flat asks for a clearance of maintenance up to today. Make a proposal dated today for the unit's agreement and Save; print the bill from the Maintenance Bill (Receipt) report.
- Monthly bills for the whole property. Use Bulk Maintenance Billing Proposal instead.
What it is connected to
- Maintenance Pricing Agreement gives the rates.
- The invoice is collected in Receivables like any Customer Invoice, on a Collection.
- Lists and reports prints the bill and the maintenance cumulative summary.
If something looks wrong
- "No Lines found" on Create. No maintenance line applies to the unit on that date, or everything is already billed.
- "Select atleast 1 line". Tick a line.
- "Please Define Journal in Real Estate Setting". Set the Maintenance Invoice Journal.
- "Customer ... Default Payment Method is not defined in Customer Master" or "... Default Payment Term ...". Set them on the customer in Receivables.
- The bill charges a rate meant for another unit. This screen matches lines by project, property, category, type and sub type only, not by Unit No or Phase. Keep unit-specific and phase-specific rates for the bulk run, or give them their own category.