Administra

Guide

Manage

Keep the building's accounts

Record the money that goes out, approve the budget with the assembly, and see at the year's end what each account should hold.

  1. Add the building's accounts

    Choose the building and open Accounts, then Year's accounts.

    Under The building's accounts, click Add account. Choose the kind: current account, savings account or cash. Type the name and, for the current account, the IBAN.

    Under Opening balances, type what each account held on the financial year's first day, as the statement shows. Click Save balances.

    Under Reserve fund, type the percentage, at least 10%, and the fund's balance. Click Save fund.

    The financial year starts on the day you choose in Edit building, under Financial year starts.

    The building's accounts: the current account with its IBAN, the savings account and the cash

  2. Record an expense

    Open Accounts, then Expenses. Click Add Expense.

    Type the invoice's date, the description and the amount. Choose the Supplier and the Category.

    If you paid it already, tick Already paid. Choose how you paid and from which account.

    For works paid out of the fund, tick Paid out of the reserve fund.

    To add the invoice, open the expense's menu and click Attach invoice.

    Suppliers are contacts of the Supplier type. Categories are made in Admin, under Expense categories, and only an administrator makes them.

    The New Expense window, with the supplier, the category and the account it was paid from

  3. Pay the management back

    If the management paid an expense with its own money, tick Paid by the management on that expense. The building then owes it.

    To pay it back, click Pay the management back. Choose the expenses, the day and how you paid.

    Click Pay back. The expenses are marked paid on that day.

    The Pay the management back window, with one expense chosen and the total

  4. Approve the budget

    Open Accounts, then Budget. Choose the financial year.

    Start with Copy the … budget, Start from the … expenses or Start from nothing.

    Type the planned amount for each category and click Save budget.

    After the assembly, click Mark approved and choose the day. To change it, click Reopen to change.

    The financial year's budget, with the planned amount for each category, approved by the assembly

  5. Calculate the dues

    With the budget approved, click Calculate dues.

    Each unit pays its share of the budget by permillage, plus the reserve fund's percentage.

    Click Apply dues. The financial year's months still unpaid change amount. Paid, part paid and exempt months stay as they are.

    The Calculate dues window, with each unit's current quota and new quota

  6. Close the financial year

    Under Year's accounts, also record the Transfers between accounts and the Other income, such as an antenna's rent.

    The table shows each account's opening, money in, money out and expected balance. Below it are the income, the expenses against the budget, the reserve fund and what is owed.

    At the year's end, type each account's balance under Real closing balances. The table shows the difference from the expected balance.

    Click Download PDF to take the accounts to the assembly. The PDF is in Portuguese.

    The financial year's accounts: each account's expected balance, the income and the expenses against the budget