 | The instructions in this article relate to Disbursements. The icon may be located on your StrataMax Desktop or found using the StrataMax Search. |
Disbursements is designed to automatically record particular events that occur in StrataMax to TRMax for charging and/or reporting purposes. Once the event has occurred - like printing a levy notice, the disbursements are stored as unprocessed records in TRMax until they are processed in the Process Recoveries screen in GLMax.
The charge or price is determined by the selected invoice code, which is configured in Edit Invoice List, in GLMax. Records are not created if the invoice code amount is set to $0.
It is recommended that the Security permissions for the Disbursements screen are restricted to Administrators in order to avoid incorrect setup.
Be sure to check out the Management Fees & Disbursements video on our video page as well.
Disbursements Setup
The below setup is required to ensure disbursements are charged in accordance with management agreements and/or for TRMax reporting.
- Search or select Disbursements.
- Tick the box next to the disbursement type required (see the below sections for details of each).
- Click the Selected Invoice Code drop-down menu to select the code that will be used to record in TRMax.
- Tick the additional box if required; Per Page or Per Recipient (see the below sections for details of each).
- When done, click Save.
To stop a disbursement from being charged, simply remove the tick from its box.
Printing
General Printing
The number of pages printed that are not levy or arrears notices, including StrataMax reports and Meeting Hub documentation. This records each page printed.
Printed Levy Notice
The number of levy and arrears notices printed. This records one unit per lot regardless of how many pages are in the levy notice. If Per Page is ticked, then every page will be counted instead.
Payments
Printed Cheques
This counts each cheque printed from the Payments screen, regardless of the number of pages.
EFT
This records each EFT "printed" or sent via email from the Payments screen, regardless of the number of pages.
Deposit
The number of deposit slips printed or sent via email. This counts each deposit slip printed or sent, regardless of the number of pages. Deposit slips includes documents produced from the Print Deposit Form and Invoice Printing screens.
Communications
These disbursements are related to the Charge settings found in the Communication screen. Read the Charging information in that article as well as these are directly related to each other.
Sent Email
This will charge each time a single email is sent, but does not observe the number of recipients in that email. For example, an email to four recipients will still only count as one email. However, by ticking the Per Recipient box, it will charge for each recipient of the email. E.g. If the Invoice Code charge set for emails is $1.00, one email to four recipients will charge $4.00.
If the Per Page tick box is ticked, then each charge will be multiplied by the number of pages of the e-mail.
Sent Attachment
A new separate option for attachment charges is available if required. This will allow a new charge to be raised for each attachment sent as well as a charge for each email. Remove this tick to not charge for each attachment.
Sent SMS
The number of SMS messages sent out of StrataMax. E.g. If the Invoice Code amount for SMS is $1.00, one SMS to four recipients will generate one SMS charge of $1.00. However, by ticking Per Recipient, one SMS to four recipients will generate a charge of $4.00.
Certificates
Issued Certificate
This records & charges for each certificate issued from Certificates. This is only applicable to managers in states where certificate income is recorded in TRMax.
When a certificate is printed or emailed, this charge will occur in addition to the general printing and/or email charges if they are ticked as well. If the global setting in Certificates (File > Configure) ‘Allow No Records of Emailed Certificate’ is enabled, and you then click ‘Yes’ to the message below, a certificate charge will apply.
Work Orders
The below options are an alternative to charging a service fee based on the TaskMax configuration. It is recommended to check those settings in TaskMax before ticking the boxes here in the Disbursements screen. Otherwise you may end up charging double for quotes and work orders.
If General Printing and Email Disbursements are enabled in the Disbursements screen as well, a charge will already be raised to print or email Quotes and Work Orders. By enabling these options a second charge will be raised for Quotes and Work Orders.
Receive Work Order Quote
The number of work order quote requests received and entered into TaskMax.
Request Work Order Quote
The number of work order quote requests sent from TaskMax. If requesting a quote from 3 contractors each quote request is charged.
Issue Work Order
The number of work orders issued and sent from TaskMax using the Issue button.
Finalise Work Order
The number of work orders that have been finalised in either TaskMax or Creditor Invoices.
Reporting / Functions Performed
There are varying state legislative requirements around reporting functions performed by managers. If the disbursements are setup to record, TRMax has reports that are available that can be run for a specific date range. The recommended TRMax report template is Period Report - Summary.
In addition to reporting from TRMax, searches can be used to report to excel &/or be saved as a Dashboard for quick reference. Some examples are provided below:
