Billing Operations

rpmsOnline provides for a range of Billing Operations.

Also included in this article:

Manual Billing on Tenant Account

  1. Navigate to the Accounts Dashboard for the Property
  2. Click on the Billing Operations drop down menu on the Tenant Billing and Payments panel (See example below)
  3. Click on the Bill Tenant option to create a Manual Billing transaction

Bill Tenant Form

When you click on the Bill Tenant menu option, the Billing form will be displayed (See example below). Complete the fields on the form and click on the Create button.

Note the following:

  • Tick the Landlord Debtors flag to instruct the system to automatically create an Income Due transaction on the Landlord Income Account for a Rent or a Services Recovery Transaction
  • Tick the Landlord Creditors flag to instruct the system to automatically bill the Commission to the Landlord Expense Account when Rent is billed to the Tenant.

Manual Billing on Landlord Account

  1. Navigate to the Accounts Dashboard for the Property
  2. Click on the Billing Operations drop down menu on the Landlord Account Panel (See example below)
  3. Click on the Bill Landlord option to create a Manual Billing transaction

Bill Landlord Form

When you click on the Bill Landlord menu option, the Billing form will be displayed (See example below). Complete the fields on the form and click on the Create button. The system will create a Billing Transaction on the Landlord Expense Account using the information provided.

Semi Auto Billing on Tenant Account

  1. Navigate to the Accounts Dashboard for the Property
  2. Click on the Billing Tools drop down menu on the Tenant Billing and Payments panel (See example below)
  3. Select the Operation Required:
    1. Bill Deposits - this Operation will create a Draft Billing transaction to bill the Deposits specified on the Lease to the Tenant Account. You will have the option to view / edit the draft transaction before it is posted to the Tenant Account.
    2. Bill Admin Fee - this Operation will create a Draft Billing transaction to bill the Lease Fee specified on the Application to the Tenant Account. You will have the option to view / edit the draft transaction before it is posted to the Tenant Account.
    3. Bill Mandate Services - this Operation will create a Billing Transaction for every Mandate Rule that requires Tenant Billing and where a monthly fixed amount has been specified. In addition the Operation will also create the necessary Landlord Income and Expense Billing transactions if required by the Mandate Billing and Payment Rules. Please note that you will not have the option to edit the Transactions.
    4. Bill Rent and Monthly Admin - this Operation will create a Billing Transaction for the Monthly Rent on the Tenant Account as well as an Admin Billing Transaction if such an amount and description has been specified on the Lease. In addition the system will also create an Income Due transaction on the Landlord Income Account for the Monthly Rent and an Expense Billing transaction for the Commission using the Commission structure specified on the Mandate. Lastly the system will also create an Expense Admin Billing transaction on the Landlord Expense Account of a monthly Admin amount and description have been specified on the Mandate.

Semi Auto Billing on Landlord Account

  1. Navigate to the Accounts Dashboard for the Property
  2. Click on the Billing Tools drop down menu on the Landlord Account Panel (See example below)
  3. Select the Operation required:
    1. Bill Placement Fee - this Operation will bill the fixed amount Placement Fee specified on the Mandate to the Landlord Expense Account. You will have the option to view / edit the draft transaction before it is posted to the Tenant Account.
    2. Bill Procurement Fee - this Operation  will bill a Procurement Fee in accordance with the percentage specified on the Mandate to the Landlord Expense Account (for example if a procurement fee of 5% have been specified and the rent is R 5000, the procurement fee would be R 3000 for a Lease of 12 months.) You will have the option to view / edit the draft transaction before it is posted to the Tenant Account.

Bulk Billing

The Bulk billing features are accessed from the Accounts Menu as shown below. The Bulk Billing operations will allow you to execute a selected Billing Operation on a selection of Lease Accounts. These Bulk Billing operations will be setup as Batch Operations that will execute between 20h00 and 22h00 on the day that they were created.

The following Bulk Billing Operations are available:

  1. Bill Custom Transaction - this Operation will allow you to create a custom billing transaction and then bill that transaction to a selection of Lease Accounts. For more detail please see the article on Custom Transaction Billing.
  2. Bill Mandate Services for Month - this Operation will allow you to create a Billing Transaction for every Mandate Rule that requires Tenant Billing and where a monthly fixed amount has been specified. In addition the Operation will also create the necessary Landlord Income and Expense Billing transactions if required by the Mandate Billing and Payment Rules. You will be required to select the Lease Accounts on which to apply the Billing Operation.
  3. Bill Rent, Commission and Admin for Month - this Operation will allow you to create a Billing Transaction for the Monthly Rent on the Tenant Account as well as an Admin Billing Transaction if such an amount and description has been specified on the Lease. In addition the system will also create an Income Due transaction on the Landlord Income Account for the Monthly Rent and an Expense Billing transaction for the Commission using the Commission structure specified on the Mandate. Lastly the system will also create an Expense Admin Billing transaction on the Landlord Expense Account of a monthly Admin amount and description have been specified on the Mandate. You will be required to select the Lease Accounts on which to apply the Billing Operation.
  4. Bill Rent for Month - this Operation will allow you to create a Billing Transaction for the Monthly Rent on the Tenant Account. In addition the system will also create an Income Due transaction on the Landlord Income Account for the Monthly Rent. You will be required to select the Lease Accounts on which to apply the Billing Operation.
  5. Bill Commission for Month - this Operation will allow you to create an Expense Billing transaction for the Commission using the Commission structure specified on the Mandate.  You will be required to select the Lease Accounts on which to apply the Billing Operation.
  6. Bill Admin for Month - this Operation will allow you to create a Billing Transaction for the Monthly Admin on the Tenant Account if such an amount and description have been specified on the Lease. The system will also create an Expense Admin Billing transaction on the Landlord Expense Account of a monthly Admin amount and description have been specified on the Mandate. You will be required to select the Lease Accounts on which to apply the Billing Operation.

How to delete a Batch Bulk Billing Job

Batch Jobs that have not executed yet, can be deleted. To see how please refer to the article on Batch Jobs.

Auto Billing

rpmsOnline also provides for full auto billing of Rent, Commission, Monthly Admin and Mandate Services. 

For Auto Rent Billing - the system will

  1. Bill the Rent specified on the Lease to the Tenant Account
  2. Bill the Admin Fee specified on the Lease to the Tenant Account
  3. Create an Income Due transaction for the Rent on the Landlord Income Account
  4. Bill the Commission specified on the Mandate to the Landlord Expense Account 
  5. Bill the Admin Fee specified on the Mandate to the Landlord Expense Account

For Auto Mandate Services Billing - the system will

Create a Billing Transaction for every Mandate Rule that requires Tenant Billing and where a monthly fixed amount have been specified. In addition the Operation will also create the necessary Landlord Income and Expense Billing transactions if required by the Mandate Billing and Payment Rules

When Billing is done before month end for the next month, the above billing will be done on:

  1. New Leases starting the first day of next month and where the Billing day for the Lease has been set to the Current Date. Exception Note - new Month to Month leases still require an End Date for this to work.
  2. Current Leases not ending the last day of the current month and where the  Billing day for the Lease has been set to the Current Date. Exception Note - Leases with a duration of more than 12 months and where the actual End Date Month of the Lease occurs more than once during the Lease term, might not bill. 
  3. Current Leases that ends on the last day of the current month and where a Renewal is confirmed or completed and where the Billing day for the Lease has been set to the Current Date. In this case the Renewal Rent will be billed.

In order to setup the auto billing features you need to have Manager access rights and follow the process described below (see step by step examples as well)

  1. On the Management menu select the Company Settings and Defaults option
  2. Navigate to the Global Default Settings Tab on the form
  3. Open the Financial Module Settings panel
  4. Tick the relevant flags and complete the relevant fields as shown below.
  5. On the Accounts menu select the Account Flags option
  6. Use the Setting Billing Day in Bulk feature to set the Billing Day for a selection of the Leases to the day you want the auto billing to execute.

Step 1 - Select Company Settings and Defaults

Step 2 - Click on the Global Default Settings tab

Step 3 - Click on the down arrow on the Financial Module Settings panel to open the panel.

Step 4 - Tick the Auto Bill Rent and Admin flag (see example below)

Step 5 - Tick the Auto Bill Mandate Services flag (see example below)

Setting up the Billing Day of Month

When you enter the default Billing Day of Month field above, this will be used as the default for all new leases created on rpmsOnline. It is recommended though that you must make sure that the Billing Day is setup correctly on all Leases because that is the Day that will be used to execute the Billing on. This also makes it possible to bill Lease on different dates should that be required.

Billing before month end - if you would like to bill before month end, you can do that by entering a negative value for the Billing Day equal to the number of days from the first day of the next month. If you are in April for instance and you enter -5 as the Billing Day for May, then billing will take place on 26th of April. If you are in May and you enter -5 as the Billing Day for June, then billing will take place on 27th of May.

You can setup / check the Billing Day in bulk as follows:

  1. Navigate to the Accounts menu
  2. Select the Account Flags option to open the Account Flags query
  3. Click on the Set billing day in bulk button to select Leases and to then set the Billing Day in bulk for those Leases (see example below)

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