Service Charge Invoices

A service charge is raised against a unit, not against a person — it follows the property, and whoever owns the unit at the time is who it is addressed to. Each charge carries the period it covers and is split into lines, each under the schedule it is levied through, so the income lands on the right budget code.

Most charges are produced in bulk by a billing run. The ones raised here by hand are the exceptions: a charge for a unit that came into the development mid-cycle, a one-off levy, a correction that is cleaner to re-raise than to credit.

List View

View	Shows
Current Year	Service charge invoices for the current financial year; change the year filter to view a different year
Outstanding	Invoices with an outstanding balance

Column	Type	Description
Reference	number	The system reference number for this service charge invoice.
Transaction Date	date	The date this service charge invoice was issued.
Versions	number	The version number — service charge invoices may be revised to correct errors.
Unit	link	The name of the unit this invoice relates to.
Services From	date	The start of the service period this charge covers.
Services To	date	The end of the service period this charge covers.
Contact	link	The contact (owner or member) responsible for this invoice.
Total	number	The total amount charged on this invoice.
Outstanding	number	The amount still unpaid on this invoice.
Pct Owed	number	The percentage of the charge that remains outstanding.

Detail View

Field	Type	Description
Reference	number	The system reference number for this service charge invoice.
Transaction Date	date	The date this service charge invoice was issued.
Versions	number	The version number — service charge invoices may be revised to correct errors.
Unit	picklist	The unit this service charge invoice was issued to.
Services From	date	The start of the service period this charge covers.
Services To	date	The end of the service period this charge covers.
Contact	link	The contact (owner or member) responsible for this invoice.
Address	longText	The postal address used for this invoice.
Total	number	The total amount charged on this invoice.
Outstanding	number	The amount still unpaid on this invoice.
Notes	longText	Internal notes about this service charge invoice.
Pct Owed	number	The percentage of the charge that remains outstanding.
Charge Details	grid	The individual charge lines — how the invoice total is broken down across budget codes and schedules.
Schedule	picklist	The lease schedule this charge line belongs to.
Account	picklist	The income budget code for this charge line.
Amount	number	The amount charged for this line.
Notes	longText	Notes for this charge line.
delete	icon	Click to remove item from list
Payments Received	grid	Payments received against this invoice.
Ref	link	Reference number of the payment transaction.
Date	date	Date the payment was received.
Amount	number	Amount paid.
Notes	longText	Notes on this payment.
delete	icon	Click to remove item from list

Raising a charge

Choose the unit and set the dates the charge covers. A new charge opens with a line for each schedule, with its income code already filled in, so for most charges you only enter the amount. Every line needs an account — see Penalty Charges for charging a line to an income code other than the schedule’s own.

There are two kinds of note on a charge and they go to different places. The note on a line describes that line on the charge itself. The note on the charge is the one the owner reads — it appears on the charge and on their statement, so it is where a payment instruction or an explanation belongs.

Click [Receivables / Service Charge] on the main menu
Click on the new button to show options
Select [New Service Charge] from the new options menu
Choose the unit the charge is raised against - the owner on the unit is who it is addressed to
Enter the charge date - this decides which accounting period it falls in
Enter the first day of the period the charge covers
Enter the last day of the period the charge covers
A new charge starts with a line for each schedule, with the schedule and its income code already filled in
Enter the amount being charged on this line
Describe the line - this shows on the charge itself, not on the statement
Add a comment for the owner - this one does appear on the statement and the charge
Click save to raise the charge

Getting the charge to the owner

Changing the wording

Editing the comments changes what the owner sees, which means the PDF already produced no longer matches. The app offers to rebuild it and then to send the rebuilt copy on, so the three steps that have to happen together are one action rather than three things to remember.

Click [Receivables / Service Charge] on the main menu
Open the charge whose wording needs changing
Choose Edit Comments to change the wording that appears on the charge and statement
Reword the comment
Click save to store the new wording
Confirm rebuilding the PDF so the owner's copy matches the new wording
Close without sending - the owner can be emailed later from the same charge

Rebuilding the PDF on its own

A charge’s PDF is addressed to whoever owned the unit when it was produced. When ownership transfers, or an owner’s details are corrected, regenerating the PDF reissues it to the current owner. The dialog names who the rebuilt copy will be addressed to before you commit to it.

Click [Receivables / Service Charge] on the main menu
Open the charge whose PDF needs rebuilding
Choose Regenerate PDF after the unit owner has changed, so the copy on file is addressed to the right contact
Confirm - the dialog names the owner the rebuilt copy will be addressed to

Emailing it out

A charge can be emailed to any owner of the unit — a jointly owned unit lists each of them, so you choose who receives it. An owner with no email address cannot be sent one, and the app says so rather than failing quietly. What was sent, and when, is kept on the Mailings tab.

Click [Receivables / Service Charge] on the main menu
Open the charge that needs sending to the owner
Choose Mail PDF to Unit Owner to send the charge out
Choose which owner of the unit to send it to - a jointly owned unit lists each of them
Click Send to email the charge

Available Actions

edit_note

mail

autorenew

Action	Description
edit_note Edit Comments
mail Mail PDF to Unit Owner
autorenew Regenerate PDF

home

attach_file

mail

home	Main	Shows the main form fields as described above
attach_file	Attached Files	Files attached to this service charge invoice.
mail	Mailings	Emails sent in relation to this service charge invoice.

Attached Files

Files attached to this service charge invoice.

Mailings

Emails sent in relation to this service charge invoice.

Field	Type	Description
From	text	The sender email address.
To	text	The recipient email address.
Class	text	The type or class of this email.
Subject	link	The email subject line.
Sent	dateTime	The date and time this email was sent.
Size	text	The size of the email message.
Status	number	The HTTP response code from the mail server.
Attached	link	Number of files attached to this email.
Status Text	picklist	The delivery status of this email.

Service Charge Invoices

List View

Detail View

Raising a charge

Raise a Service Charge [invoice-create]

That's it!