Import a levy statement

Start: Levies → select the unit → drop the PDF on the sheet Result: the month’s levy charges filled in, exactly as the body corporate billed them, with the statement’s opening and closing balance already entered.

Levy statement import is an add-on. If units on Properties have no Levy template tab, it isn’t switched on for your company. Contact support to add it.

Once per unit: the levy template

A levy statement belongs to the unit, with or without a lease, so its template lives on the property.

1. Go to Properties, select the unit and open Levy template.
2. Upload a statement to teach it on, then teach the layout in two steps: the table (the header row, the columns, the formats) and balances and reference (the opening and closing balance, the words that tell this unit apart, the statement’s options).
3. Or copy one from another unit. Units in the same scheme usually get the same statement.

The statement you teach on is only taught on, never imported.

Every month: drop the statement

On Levies, select the unit and drop the PDF on Drop the levy statement PDF here (or Choose a PDF).

• When everything matches, the month is imported straight away. The sheet jumps to the month and fills in. This is the usual case from the second month on, because every line you matched before matches itself.

• When something needs a decision, a dialog shows the month’s balance line and only the things to settle:

  • a line with no charge on the unit: give it to the tenant or the owner, for this month only or as a new charge filled from every statement;
  • a fixed charge with a different amount (the body corporate’s new budget): update the charge from this month, or bill the difference once;
  • a charge not on the statement (a special levy that has ended): end it, or say which line it is;
  • a statement for another unit, a changed reference, or a month you already imported.

  Import is enabled only when the opening balance plus the month’s lines equals the closing balance, and every line has gone to exactly one place. Close the dialog to come back later: the drop zone shows the statement as waiting, with Settle it and Discard.

Only the latest month on the statement is imported. Its opening balance is what the unit owed just before that month’s first line, payments included.

Payments on the statement

A payment you made to the body corporate counts in the balance but isn’t imported: it isn’t a charge to anyone. If a credit is really a correction (a reversed water charge, say), choose It’s a credit, allocate it and give it to the tenant or the owner.

When a month is already invoiced

If the tenant’s or owner’s invoice for the month has already been approved, nothing can be written into it. Bill the line once, next month instead.

When a statement won’t read

If the managing agent changes their statement, it won’t add up with the unit’s template. The dialog says so; open the unit’s Levy template and Teach it on a new statement.

The check is the point. You pay the body corporate what the statement says. Anything not passed on to the tenant comes out of the owner, so every line must go somewhere, and the import won’t finish until it has.