Here's a cheat-sheet we prepared for you to quickly go over when..
- you prepare the Costs invoices monthly!
Enter new Contracts
One of the basic things to be checked each month: Are your Contracts up to date?
- Be sure you enter all new Contacts for the month at Assets > Rental Contracts
- Using Reports > Tenant Changes double check all new ones have been entered
- Using Reports > Contract Deadlines check Contracts with End of Rental Period mark: finish the ones that actually ended, or update deadlines for the still active ones
Contract changes: Space sizes
For Costs calculation the important part is to ensure your Space sizes are updated as Costs are calculated on the basis of this
- Go to Costs > Summary and check the column Rental Space for Tenants
- If you had any changes in the Spaces you leased out in this period:
- Ensure the Space size change is reflected in Assets > Spaces
- If a Space size was changed from non-leasable area, make sure your Leasable Space totals
- See more on Leasable Space and changing the Space size: Spaces
- Check if you have to add any new Cost Types per this period's Contracts. Add those in Costs > Building Settings (how-to)
Meters: new ones and linking
- Check if you have more Meters in this period: new Meters, or changes in the existing ones
- Go to Costs > Building Settings > Enabling Meters to add new
- Link new Meters to Tenants at Costs > Contract Terms by clicking on a settings icon next to Tenant name and following to Edit Individual Costs
- At Costs > Contract Terms use the 'Exceptions for general costs distribution' column to adjust the exceptions for Cost distribution settings for new Tenants or renegotiated exceptions
Readings: import and update
- Don't forget to manually add the Previous Readings for the new Tenants meters
- Once you checked all new Contracts are entered, leased out m2 is correct, all meters are in - it's time to import and add the meter Readings from database
- Use our guide if you do this for the first time: Importing Readings: step by step
- Review if some numbers are suspicious or incorrect: Readings, Usage after import.
e.g., as the setup for distribution of Costs is flexible, it may end up as negative (allowed by Moderan), decide on whether it is okay or you want to review the Costs distribution
- We recommend using actual numbers in Costs Usage Totals (Electricity Totals, Water Totals, etc) - what is that you actually received on the invoice from utility provider. That will make the price accurate if your Readings come not automatically but manually meaning it might be slightly different
Final step: Bills
- Moderan automatically copies into the Bills menu all the lines from the previous month. You only have to update the invoice numbers, dates and costs if needed.
- Lines marked yellow require entering current Cost! Once updated they become white:
- Add the exceptional, one-time invoices you might have this month. You may delete the yellow lines for one-time fees, copied from the previous period.
- Once you enter total Readings and total Bills, Moderan automatically calculates the Rates and all the rest.
Now you only need to go over all total numbers and proceed with Costs: we recommend checking Summary and Profit.
Before issuing Costs invoices for a new month:
- All new Contracts data is in, all ended ones are out
- Any Space size changes are applied
- All Meters valid for the period are in and linked to Tenants
- Exceptions checked for Tenants
- Readings are imported and up to date
- Tenant changes reflects the actual situation