To add a charge element to a rent account

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The procedure to add a charge element to a rent account is as follows:

  1. Using the global search facility, type in the first few characters of either the responsible contact for the agreement or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) or History (for an asset) 2. The Agreements tile (or History tab) is activated, revealing a list of all agreements associated with the contact (or asset) in the Agreements (or Rent) summary table.
  4. Double-click on the specific agreement onto which the charge element will be added. The Agreement Details window is displayed.
  5. Click on Charges. The Charges tab is activated.
  6. Click on New Charge. The New Charge - Select Account window is displayed, revealing a list of all accounts linked to the agreement in the summary table.
  7. Highlight the individual account onto which a charge element will be added.
  8. Click on Next. The New Charge - New Charges window is displayed.
  9. Using the Individual / Group drop-down field, select the charge type to be levied i.e. an Individual charge (e.g. court costs) or Group charge (e.g. Weekly Care comprising, say, Heating, Grounds Maintenance and Meals On Wheels). Where a Group charge is selected, enter the name under which the charge elements will be combined into the Charge Group field provided.
  10. Enter the Start date for the account charge element using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the date on which the element charge is effective.
  11. Enter the End date for the account charge element using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the date on which the element charge will be discontinued, as required.
  12. Using the Frequency drop-down field, select the calendar appropriate for the required element charging frequency.
  13. Click on New Element. The New Charge - New Charge Elements window is displayed.
  14. Using the Element drop-down field, select the element charge to be levied e.g. Basic Rent, Service Charge, Heating, Insurance, etc.
  15. Enter the amount to be charged for the element into the Value field provided, exclusive of VAT 3.
  16. Using the VAT drop-down field, select the appropriate VAT code for the charge element e.g. Standard Rate Recoverable, Standard Rate Non Recoverable, Zero Rated, etc.
  17. Where the new charge element is to be met by the sponsor, activate the Transfer to Sponsor tick box provided.
  18. Click on Add. The new element appears in the Charge Elements summary table 4.
  19. Where a Group charge type has been selected, repeat steps 13 through 18 to add further charge elements to the group.
  20. Click on Finish. The individual or combined group elements appear in the Charges summary table 5.
  21. Click on Save 6. The new charge is displayed in the Agreement Charges summary table.
  22. Click on Save.


Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached.; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 Where the selected element has a Fixed Charge attribute, the charge value will be pre-populated with the specified amount.

4 To remove a charge element, highlight the matching row in the Charge Elements summary table and click on Remove.

5 To remove an individual or combined group charge, highlight the matching row in the Charges summary table and click on Remove.

6 Further charges can be added onto the account by clicking on New Charge i.e. without closing the wizard and starting the procedure from scratch; all relevant fields are cleared ready for data entry.


See related topics...

Rents account maintenance overview

To amend a charge on a rent account

To create a new rent charge element

To define the user profile

Using the search facility