Schedule creation:

1. Go to Manage Invoices > Recurring Schedule.

2. Click +Create button to start creation

3. Recurring Schedule screen will be displayed.

4. On Bill Type, e.g., select "On-Site Billing."

5. On the Invoice Item Type, select the item type related to Debit Memo such as:

   • Debit Memo (Association Dues)

   • Debit Memo (Bldg Improvement)

   • Debit Memo (HomeProtect)

   • Debit Memo (RPT)

   • Debit Memo (Insurance)

   • Debit Memo (Membership Fee)

6. Fill out the needed information:

   • Start date: this will be the start of the regular billing schedule and the first billing date.

     • • a. The start date should be the first day of the month so that this will be included in the current month's SOA generation. Otherwise, the invoices will be included in next month's SOA.

       • Example - 1st day of the month e.g., May 01, 2023

   • Schedule type: By default, the selected period is set to every month and starts on the 1st day of the month. The recurring cycle depends on the selected schedule type.

Month = 1 → Schedule runs every month

Day = 1 → Schedule runs on the 1st day of the month

Explanation: The schedule automatically generates once every month on the 1st day based on the configured recurring cycle.

6. • Next Execution Date: This is system-generated. Depending on the selected schedule type, the system automatically computes the date of the next cycle. If the schedule type is set to every month, the next billing date will be one month after the start date or first billing date. 

   • Last Execution Date: This is system-generated. The system displays the latest executed billing date. 

   • Description: Enter the billing period description. If the billing period is the current month, please enter this format: "April 2023 Billing."

7. Click “Add Customer” to choose the unit owners to whom you want to apply this schedule. To add all customers, click the dropdown and select “Add All Customers.”

   • You may select any of the customers. This is needed to save the schedule.

8. Unit owner details will be displayed

   • Account Number – Displays the account number of the added unit owner.

   • Customer Name – Displays the name of the added unit owner.

   • Property Name – Displays the property name of the added unit owner.

   • Rate – Provide the amount to be billed in the account

   • Tax % - if checked, the tax will be multiplied to Rate in the total amount 

   • Total Amount – System-generated computation, wherein: Rate x Tax %

   • Invoice – Displays the selected invoice type (e.g., Debit Memo).

   • Description – Can be manually entered or copied by checking the header checkbox.

Note: If there are items to be removed, tap the ‘–’ remove icon to exclude the selected rows. Otherwise, tap the ‘–’ remove icon in the header section to remove all added owner details.

9. Click "Save" to finish.

File Upload (Display Amount)

1. Click Add All Customers.

2. Click the File Upload button.

3. A pop-up screen will appear—click Download File.

4. Open the Excel template and fill out the required details.

5. You may update the customer list by adding or removing unit owners who should not be included in the invoice generation.

6. Ensure that Account Number and Amount fields are properly filled in.

Upload Completed Template

1. Return to Recurring Schedule and locate the created schedule.

2. Click the File Upload button.

3. In the pop-up screen, click Choose File and select the completed template.

4. Click Upload.

Validation and Review

1. The system will validate the uploaded file.

2. Row status will be displayed as Success or Failed.

3. For failed rows, review and correct the template as needed, then re-upload following the same steps above.

4. If no issues, close the pop-up page.

Generate and Release Invoices

1. Review the uploaded customer details. 

Note: If there are items to be removed, tap the ‘–’ remove icon to exclude the selected rows. Otherwise, tap the ‘–’ remove icon in the header section to remove all added owner details.

2. Run the schedule according to the set frequency.

3. Tap the "Generate and Release Invoice" button.

Note: The financial period for the current month must be set to Active for the Generate and Release Invoice button to be enabled (blue). Otherwise, invoice generation will not proceed.

4. Once invoices have been generated, details on the items table are removed and transferred to the invoices table.

5. Review the generated invoices.

Note: If you close a newly created recurring schedule, its status will temporarily become inactive. To display the schedule again:

1. Tap the Status button on the upper-right corner of the screen.

2. From the list, select Inactive.

3. Browse the list and select the schedule.

4. Update the schedule and complete the invoice generation.

For other recurring schedule details, refer to the topics below.