Ancillary cost settlement

You can use the Ancillary Cost Settlement widget to enter payments that your tenants have made as part of the service charge settlement on the one hand, and to enter invoices from service providers that are to be settled via these service charges on the other.

For information on managing tenants, areas and tenancies, please refer to Tenants, areas and tenancies.

The widget shows you which tenant owes you which amount for the current accounting period based on the provided rent schedule. You can also use this widget to generate the detailed documents of the service charge settlement, whereby a detailed breakdown of the service charges is generated for each tenant.

The calculations are based on the meter network that is configured on the real estate. The meter network can be set up in the Meter Network widget.

When you view the widget on the dashboard, only the Settlement Preview is displayed (see next section). If you want to see more details and enter invoices and payments, please switch to the widget’s edit mode.

Settlement preview

This view breaks down all due service charges by cost center, floor space and tenant. You can see at a glance which service charges are incurred where.

Invoices

In this view, you can record all invoices that are incurred during the billing period by service providers such as cleaning companies or contractors, but also by utility companies. This way you keep an overview of the accrued expenses. Add a new invoice by clicking on Add Invoice. To amend to or delete existing invoices, use the option in the More menu.

The following information can be provided:

Cost Center: The respective cost center.
Invoice Date: The date of the invoice.
Service Date: The date when the service was performed. If the date is unknown, it can be set to the invoice date.
Description: Short description for the service provided, and/or name of the service provider (optional).
Invoice/Receipt No.: Number of the invoice or receipt (optional).
Amount: Amount of the invoice (gross).
VAT: Value-added tax.

Invoice summary

This view displays the total service charges per cost center and compares them with the corresponding figures from the previous period.

Tenant payments

In this view, you can record all payments made by your tenants during the billing period. In this way you can keep track of the payments made. Add a new payment by clicking on Add Payment. To amend to or delete existing payments, use the option in the More menu.

The following information can be provided:

Tenant: The respective tenant.
Date: The date of receipt of payment.
Description: Short description, e.g. if it is an advance payment or partial payment (optional).
Invoice/Receipt No.: Invoice reference number, if the payment was made based on an invoice (optional).
Amount: The amount paid, without tax (net).
VAT: Value-added tax, if applicable.

Generate settlement documents

If you want to generate the settlement documents, click on More and Download Settlement Documents. After a short time, the documents will be downloaded in your webbrowser.

Note

Please note that depending on the number of tenants and the complexity of your network, this process can take several minutes. Do not close or reload the page, as this will cancel the download.