<< Click to Display Table of Contents >> Navigation:  CLASS FOUR: AR Billing and Account Maintenance Group > Property Setup: Community Billing

There are three levels of billing that can be set up within the system. The user can set up a billing record at the Community level, the Resident level, and the Unit level. These methods will be discussed in this class.  You can use any combination of the billing methods and the billing system will process all of them at the same time.

 

The Community Billing is access through SETUP | Property Group | Property Setup | HOA | Community | Billing.

 

Billing records defined at the Community level are used when you have all units in the community billed at the same rate at the same time.

 

Here are some examples of billing definitions:

 

1.Billing based on a fixed rate of $50 annually, monthly, quarterly or semi-annually

2.Billing based on square footage or assessed value (units must be defined with sq. ft. and / or assessed values through Unit Maintenance for the billing process to calculate changes)

 

 

 

How to set up a billing record at the Community level:

 

1.Select the Community you need to add the billing record to.

2.Place your cursor in the first blank field in the first blank row.

3.Select the Account type that is going to be billed. All Account types that are available in this dropdown menu come from SETUP | Configuration Group | Program Defaults | Account Types.

4.Enter the Name of the charge.

5.Select the Posting Code to use with this type of charge. If you want this billing record to be charged automatically by the system (AR Posting Codes defined with Assessment, Special Assessment or Credit will be shown in the dropdown list).

6.Select the Type of charge this will be. This will determine if it is a fixed amount, based on unit value or based on square footage.

7.Select the Period or the frequency with which this will be billed.

8.Enter the Day that this billing is to be posted.

9.Enter the Amount of the billing item.

10.Enter a Begin Date that will designate the first time this amount is to be billed.

Note: The begin date determines the recurring frequency of the charge for non-monthly billing.  Example, if annual billing should post on 3/1 instead of 1/1, then enter 3/1/xxxx as the Begin Date and VMS assumes the 12 month annual billing posts on 3/1 each year.

11.Enter an End Date that will designate the last time this amount is to be billed, if needed.