Frequently Asked Questions

2. What should I do if the payment has been posted and released in PropTech and I find out that details such as the customer, amount, item types, allocation, etc. are incorrect?

Released : The transaction and physical OR should be canceled.

Go to Billable > Search for the reference number > Open > Cancel

3. What should I do if the physical OR is not the same as the encoded OR in PropTech?

Released: The transaction and physical OR should be canceled.

Go to Billable > Search for the reference number > Open > Cancel

New, Draft, or Not Yet Released: The transaction and physical OR should be voided.

Go to Non-Billable > Select Void Official Receipt > Release > Cancel
- - In the amount or rate field, enter 1.00

4. What should I do if the physical OR has the wrong details due to user error and the OR has not been issued to the unit owner?

New, Draft, or Not Yet Released: The transaction and physical OR should be voided.

Go to Non-Billable > Select Void Official Receipt > Release > Cancel
- - In the amount or rate field, enter 1.00

5. What should I do if the physical OR has not been issued to the unit owner and needs to be canceled?

New, Draft, or Not Yet Released: The transaction and physical OR should be voided.

Go to Non-Billable > Select Void Official Receipt > Release > Cancel
- In the amount or rate field, enter 1.00

6. What should I do if the physical OR has been issued to the unit owner and needs to be cancelled?

Released: The transaction and physical OR should be canceled.

Go to Billable > Search for the reference number > Open > Cancel

New, Draft, or Not Yet Released: The transaction and physical OR should be voided.

Go to Non-Billable > Select Void Official Receipt > Release > Cancel
- - In the amount or rate field, enter 1.00

Primewater /First Peak Collection

1. Where should I encode the Primewater /First Peak Collection?

Follow the steps of non-billable payment encoding
- For the customer name field : search and select "One Time Customer."
- For the paid by field : enter Primewater or First Peak
- For the non-billable items to be paid: select "Primewater / First Peak Collection"

Receipts /Booklets

I select a date in the receipt date field, and then a notification says, "Selected date is invalid." What should I do?

The financial period is already closed, and we can no longer accept new transactions. If there is a need to reopen the financial period, seek approval with the client accounting head.

2. The SOA has just been generated, and I found out that new receipts are to be encoded.

I entered the receipt date, and then a notification says, "Selected date is invalid." What should I do?

The financial period is already closed, and we can no longer accept new transactions. If there is a need to reopen the financial period, seek approval with the client accounting head.

3. I select a receipt type, then a notification says, "No receipt series number available." What should I do?

Ask your Client Accountant to encode new set of receipts

Payment Details - Formula

For Vat computation

Download the file here.

2. For Non-vat computation

Download the file here.

Tie-up Accounts: New Turnover

What should I do if there is a new unit owner who has paid his membership fee?

When I select the "membership fee" item and enter the amount paid, the payment application window says,

"No records found."

Complete the payment encoding via billable payment.
Create a PropTech ticket.
- - Re-assign the ticket to Globalland Billing & Collection.
  - Ticket Category : Billing (HOA/Condo)
  - Requested by : Name of the concerned unit owner
  - Subject: Membership Fee
  - Details :
    - - Create an invoice for [unitowner_name]
        PropTech [reference_number] with the [amount]
Once the ticket is resolved, go to billable payment and click the PropTech reference number.
Complete the application.

Dev Dues

Where should I encode the developer's dues payment?

Follow the steps of non-billable payment encoding
- For the customer name field : search and select "One Time Customer."
- For the paid by field : enter the developer name
- For the non-billable items to be paid: select "Dev Dues"

Lot Inventory Update - Change Unit Owner

I cannot change the unit owner in the lot inventory. What should I do?

The “Change Unit Owner” is disabled on the LI page.

Outstanding Balance or Advance Payment

To enable the Change Unit Owner button, select your site’s bill type below. This will redirect you to the full instructions for updating unit owner details:

🔓 Once the unit owner's balance has been updated, the Change Unit Owner button will be enabled.

Outdated Move-In/Out Details

a. To proceed, click the instructions here.

🔓 Once both move-in and move-out are completed, the Change Unit Owner button will be enabled.

Credit Memo

How to add new item types in credit memo?

Only System Administrator can add and modify item or credit memo types. Notify IT or technical team for changes and additional items to include.

Tenant / SPA

I cannot add any Tenant or SPA. A notification shows that an email ID or mobile phone number already exists, even though the account is not yet created. What to do?

Ask the incoming unit owner if it happens that their email address or mobile number has been used in any of the following:

They have other accounts with other Vista projects.

Ask the PropTech Admin for assistance

They already have an account within the subdivision/ building

Search for the Tenant/ SPA and add the property

Acknowledgment Receipts (AR) Replacement

I need to re-encode the OR/SI series of the payments that were previously encoded using Acknowledgment Receipts (AR). What to do?

Go to the Non-Billable Payment module.
Complete the unit owner's details.
Set the description to: Replacement of AR #1234.
Set the item type to: AR Replacement.
Set the amount to: P1.00.
Release the payment.
Cancel the payment.

Account Ending Balance

How do I get the unit owners' ending balance for the month?

Go to Statement of Account
Generate the current month's SOA
Export the SOA summary in Excel
Go to Manage Invoices
Summarize and total the generated association dues and other monthly regular invoices for the current month.
Go back to the SOA summary.
Deduct the sum of the invoices from the amount due of the SOA.
- This is to retain only the payments recorded for the previous month
The difference will be the previous month's ending balance.

Unit Owner Association Dues Discount / Waived (On-site Billing)

The unit owner has an association dues discount, or payment has been waived.
How will I encode it?

Credit Memo Creation

Go to Manage Invoices > Credit Memo.
Click "Create Credit Memo" to start.
Select the account or unit owner to apply the credit memo.
Fill out the Bill Date (If to be billed in the current SOA period, then select 1st day of the month)
Select the credit memo item type "Payment."
Complete the "Description."
Go to Invoice Allocation tab
Enter the amount due based on the discount or waived payment.
All open invoices will be displayed.
- If no invoice has been displayed, proceed to item no. 11
- If it has an invoice, enter the amount to be applied in the "Payment and Application" field.
Complete the application
Once done with the creation and application, click "Release."

Credit Memo Application

Once the credit memo has reached its application period, reopen the created credit memo and complete the application.
Follow steps no. 7 to 11.

Click this link for credit memo creation reference.

Unit Owner Association Dues Discount / Waived (Mixed, Tie-up or Centralized Billing)

The unit owner has an association dues discount, or payment has been waived.
How will I encode it?

Credit Memo Creation

Create a ticket addressed to Globalland Billing & Collection.
Define the details of the association dues / waived dues
Globalland Billing & Collection will create the credit memo.
Once B&C is done, reopen the created credit memo
- Go to Invoice Allocation tab
- Enter the amount due based on the discount or waived payment.
- All open invoices will be displayed.
  - If it has an invoice, enter the amount to be applied in the "Payment and Application" field.
- Complete the application
- Once done with the application, click "Release."

Credit Memo Application

Once the credit memo has reached its application period, reopen the created credit memo and complete the application.
Follow step no. 4

Click this link for credit memo creation reference.

Navigate Other Project Sites

New project sites have been assigned to me. How can I navigate to them?

On the Home/Dashboard screen, click the current project site name at the top.
A drop-down list of assigned project sites will appear.
Hover over the list and click the project site you want to access.
Wait for the screen to load the selected project site.

Invoices

I see statuses in my invoices, what are their differences?

Invoice Status:

Invoice Status:

Save as Draft

Draft Status: the draft invoice has not yet been released to the unit owner.

Releases Invoice

Open Status: the invoice is released and posted to the unit owner, which is reflected in its account ledger.

Void Invoice

Void Status: unreleased invoices that are marked "void"

Cancelled Invoice:

Cancelled Status: released invoices that are marked "cancelled." A cancelled invoice reflects in the unit owner account ledger.

Closed Invoice:

Closed Status: closed invoices are invoices that are fully allocated.

Can I create an invoice but not release it yet?

Yes, just click on Save as Draft, and you can now close or create another invoice.

Do I need to create credit memo for a cancelled invoice?

There is no need to create a credit memo for a cancelled invoice; the system will automatically reverse the amount.

How to add new item types in invoice?

Only System Administrator can add and modify item or invoice types. Notify IT or technical team for changes and additional items to include.

Tickets

I cannot find the ticket category, what to do?

Select Others as category and specify your concern in the Subject field of ticket form.

I accidentally click the Close Ticket button, what should I do?

If the Update button was not clicked yet, status will not be changed to Closed. You can just choose again the correct ticket status from drop-down list.

If status was saved and updated to Closed, notify Admin immediately for assistance to re-open the ticket.

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