The instructions in this article relate to the arrears process and charging the building directly. The arrears process is designed to charge the lot account; this process will bypass it, and it should be carefully considered for each office before adjusting existing configuration and processes. It should also be noted that for multiple stages of arrears, only one fee can apply.
Edit Invoice List Adjustment
The arrears fee to be charged (for all types) must be entered in GLMax / Edit Invoice Code List.
Invoice Link Manager Adjustment
If there is a clearing account used, for example, 06100X Arrears Clearing Account in use, this will need to be adjusted to an expense account for the building, as this process will no longer clear the balance sitting in this account and will become an expense for the building. You may need to create an account code in Account Maintenance in BCMax Buildings first, then copy it to all buildings before updating it in GLMax / Invoice Link Manager.
Master Chart / Account Maintenance.
GLMax / Invoice Link Manager
Arrears Fees Setup Review
The arrears fee setup, available via Arrears Notice / Tools / Arrears Notice Setup / File / Arrears Fee Setup, requires the same expense account to be assigned. Save the change.
Arrears Notice Setup Adjustment
The notices/letters set in Arrears Notice / Tools / Arrears Notice Setup will need to be edited to set the arrears fee to $0.00 for each notice/letter. When editing the notice, the template window appears by default; clicking Close takes you to the settings below.
Disbursements
The Disbursements screen will be used regularly to toggle the arrears invoice code to charge under the Printing and Communications areas. Remember to set the invoice code before running the process, and either set it back to the standard invoice codes or remove it if it is not used for regular levies or communications. If these are not toggled back, unrequired charges will apply to any printed levy notices and email attachments.
Process Arrears
Once the above is set, the process will remain the same; refer to the Common Processes - Levy Arrears Process.
Troubleshooting
If the disbursement setup has been forgotten and incorrectly charged for levy notices and communication attachments, these can be removed on bulk by opening TRMax / scrolling to the right to locate the Notes column and clicking on the header to sort this information.
Once the information been located, use Tools / Select Multiple Rows / highlight first record of Levy Notice in the notes column, hold Shift on the keyboard and click the last record to select all. Click Delete.
Other areas to consider
- TRMax will be ready to process these fees back to the Strata Manager like any other recovery.
- Clearing the Arreas Flags will be done using the View Log option.