4.11 FAQs
4.11.13 How should you key income from a Laundry Room i.e. people paying to use the machine? It shouldn’t go against a flat but should show as income om the accounts?
1. You would raise a third-party, ad-hoc demand to recognise the income from the washing machines (see article: 4.3.3 Raising Ad-hoc Demands). The ‘customer’ would be, for example, the launderette / utility room. You would raise a demand for the ...
4.11.12 How do you apply credit and return real cash to a leaseholder
When you wish to credit leaseholders back on their service charge account as well as physically transfer money to them from the bank account. This is how you can do it: 1. Workbench-> Reporting -> Reporting -> Leaseholder Statement -> Check their ...
4.11.11 How do you collect money into the service charge fund from people who don't own a unit or the money is not associated to a budget?
Whenever agents are collecting money into the service charge fund from people who don't own a unit and where the amount they pay is not associated to the budget, they can raise an ad-hoc demand using the 'Landlord / Third-party invoice' option. ...
4.11.10 Why am I unable to match Invoices to Receipts
Should you find that you are unable to match Invoices to Receipts, for example, when you go to the Finance -> Fees & Receipts -> Match Receipts and Invoices screen, when you select a unit you would expect to see all the Unpaid Invoices relating to ...
4.11.9 - How can I deal with overpayment to a Supplier?
There might be a situation where a supplier was overpaid, for example, instead of being paid £100 they were paid £200. To balance out the figures on an overpayment to a Supplier, carry out the following steps: 1. Record the original invoice and the ...
4.11.8 - How do you pay Ground Rent to the Landlord?
To pay the landlord their respective Ground Rent, you can raise a supplier invoice and pay it from the Ground Rent account. You can also create a Landlord bank account and transfer money across if you wish but the invoice would be the better ...
4.11.7 How to produce a Leaseholder statement or statements?
There are three main system areas where leaseholder statements can be produced: 1. In the Block Area -> The Block -> Block Reports ->Leaseholder Statement -All Units can be produced for all units in a block: Once you have selected ‘Leaseholder ...
4.11.6 How should I handle the payment of a supplier by a leaseholder?
Load the supplier invoice(s) into the system in the normal fashion. In this way you recognise the expenditure that has been incurred by the bloc Create a ‘bank account’ to represent the leaseholder’s fund Record a receipt from the leaseholder into ...
4.11.5 How should I record a Director's Loan to the service charge account?
You can create a ‘Bank Account’ for the ‘Directors Loan’ You can then record an Inter-Account Transfer for the relevant amount from the Director’s Loan account to your regular service charge bank account. The funds will then be shown credited to the ...
4.11.4 How should I deal with a payment from an insurer for an insurance claim and / or an insurance excess?
Let's start by taking an example - Say there is a leak from one flat to another and the cost of decorating to repair the damage is £1,000. Say there is an excess of £200 and the insurer agrees to pay the balance of £800. You would enter the ...
4.11.3 What should I do when the ownership of a flat changes?
Accessed via The Block -> Block Summary -> [Details] You should record the change of ownership using the Change of ownership function in the Unit Details screen. You should NOT edit and change the name of the owner as this will lose all historic ...
4.11.2 How should I process a cost that is recoverable from a leaseholder?
For example - a bounced cheque, the cost of issuing a replacement key / fob, a debt recovery fee etc. Charge the cost to the block as a supplier invoice (e.g. Managing agent invoice or supplier invoice). The cost item should be classified as a ...
4.11.1 How do you manage the Reserve Fund?
The Blocks Online system allows the management of reserve funds separately from service charge funds. In order to use this facility the following actions need to be taken: A reserve fund bank account needs to be created. Access via the menu option: ...