Open topic with navigation

Maintaining On-Charge Profiles

• The On-Charge Profile screen is used to define the rules for apportioning on-chargeable Creditor (Landlord Lease a/c and Sundry a/c) transactions to Debtors (Tenant Lease a/cs).
• By default the apportionment is based on the area leased by the Tenant.
• Profiles are used:
  • When manually applying the apportionment through the Manual On-Charge application of the Creditor transaction entry screens. Refer to Manually On-Charging Creditor Transactions
  • In the On-Charge processing application when Properties have been nominated to automatically accept on-charging. Refer to Adjusting Properties for Automatic On-Charge

Menu

Mandatory Prerequisites

Prior to creating an On-Charge Profile, refer to the following Topics:

• Expense Chart of Account - Maintaining Chart of Accounts
• Income Chart of Account - Maintaining Chart of Accounts

Screenshot and Field Descriptions

Header Fields:

These apply to the whole Profile.

 

Profile - Key: this is the primary identifier for the On-Charge Profile.

 

Profile - Name: this is the descriptive name of the On-Charge Profile.

 

Include Vacant Property(s): this check box specifies if the areas of vacant properties should be included when apportioning the Creditor transaction to Tenants.

 

Share Residual: this check box specifies if the residual area of a property, ie. area of property that is not leaseable, is included when apportioning the Creditor transaction to Tenants.

 

Cash Book: this is the Bank account if the Tenant transactions raised are going to be a Cash Sales / Cash Credit type transaction. Leave blank if a Invoice / Credit Note type transaction is to be raised.

Profile Line Items:

Multiple line items can be entered for a Profile. Each line specifies how amounts entered for a Chart of Account on a Creditor transaction will be treated when creating the Chart of Account line items on the Tenant transactions.

 

Primary

COA: this is the Chart of Account ID (usually Expense) on the Creditor transaction.

If an On-Charge COA has been specified on the Chart of Account maintenance screen for this COA, its value will be populated in the On-Charge - COA field.

Cost Code: this is an optional Cost Code ID on the Creditor transaction.

On-Charge

COA: this is the Chart of Account ID (usually Income) to use on the Tenant transaction that will be created.

 

% Rate: this specifies how much of the amount to on-charge. If the full amount is to be on-charged enter 100%.

 

GST: this is the GST Type to apply. It will default to the type set up for the COA.

 

Cost Code: select from the options provided:

• Use primary: tick this option to use the Primary - Cost Code.
• Use default reverse: tick this option to use the On-Charge Cost Code entered on the Cost Code maintenance screen for the Primary - Cost Code.
• Or specify: tick this option to use the entered Cost Code in the field below.

Cost Code: this is the specified Cost Code ID to use.

Fee

Enter values in these fields if an additional handling fee is going to be charged to Tenants.

 

COA: this is the Chart of Account ID to use on the Tenant transaction for the fee.

 

% Fee: this is the percentage of the on-charged amount to raise as an additional fee.

 

GST: this is the GST Type to apply to the fee amount.

 

Cost Code: select from the options provided:

• Use primary: tick this option to use the Primary - Cost Code.
• Use default reverse: tick this option to use the On-Charge Cost Code entered on the Cost Code maintenance screen for the Primary - Cost Code.
• Or specify: tick this option to use the entered Cost Code in the field below.

Cost Code: this is the specified Cost Code ID to use.

Profile Lines table: this contains rows of Profile Line Items that have been entered. New ones can be added. Existing ones can be deleted or changed by selecting and double clicking. Their content can be maintained in the Profile Line Item fields to the left of this table.

How Do I : Search For and Maintain Entities

These General Rules are described in the Fundamentals Manual: How Do I : Search For and Maintain Entities

How Do I : Add a new On-Charge Profile

Header Fields:

These apply to the whole Profile:

1. At the Profile - Key field, enter a new On-Charge Profile ID.
2. At the Profile - Name field, enter the name of the On-Charge Profile.
3. If the area of vacant properties is going to be included in the apportionment, tick the Include Vacant Property(s) check box.
4. If the area of the property that is not leaseable is to be included in the apportionment, tick the Share Residual check box.
5. At the Cash Book field, select a Bank Account if the Tenant transactions to be raised need to be a Cash Sales / Cash Credit type. Leave blank to create a Invoice / Credit Note type.

Profile Line Items:

Repeat for each Profile Line:

1. At the Primary - COA field, enter the COA of the Creditor transaction.
2. If applicable, enter the Primary - Cost Code.
3. At the On-Charge - COA field, enter the COA to on-charge to on the Tenant transaction.
4. At the On-Charge - % Rate field, enter the percentage of the amount to on-charge.
5. Change the default On-Charge - GST type, if required.
6. Select from one of the On-Charge - Cost Code options and enter the Cost Code into the Cost Code field if required.
7. If an additional handling fee needs to be charged:
   1. Enter the COA to use in the Fee - COA field.
   2. Enter in the percentage of the on-charged amount to raise as an additional fee in the % Fee field.
   3. Change the default Fee - GST type, if required.
   4. Select from one of the Fee - Cost Code options and enter the Cost Code into the Cost Code field if required.
8. Click the Right Hand Side Application tool-bar push button: Add to add the Profile Line to the Profile Lines table.

Final:

1. Click the Left Hand Side Application tool-bar push button: Add, and confirm that you wish to save the whole Profile.

How Do I : Modify an existing On-Charge Profile

1. At the Profile - Key field, locate the On-Charge Profile.
2. Make changes to the Header Fields as required.
3. For the Profile Line Items the user has the following options:
   1. Add a new line by entering in the Profile Line Item fields and clicking the Right Hand Side Application tool-bar push button: Add to add the Profile Line to the Profile Lines table.
   2. Change an existing line by double clicking a line in the Profile Lines table, modifying any of the Profile Line Item fields and clicking the Right Hand Side Application tool-bar push button: Change.
   3. Delete an existing line by double clicking a line in the Profile Lines table and clicking the Right Hand Side Application tool-bar push button: Delete.
   4. If the Profile Line Item fields need to be cleared, click the Right Hand Side Application tool-bar push button: Wipe.
4. Click the Left Hand Side Application tool-bar push button: Change, and confirm that you wish to save the whole Profile.

How Do I : Delete an existing On-Charge Profile

1. At the Profile - Key field, locate the On-Charge Profile.
2. Click the Application tool-bar push button: Delete and confirm that you wish to delete the record.

Related Topics

On-Charge Profiles are associated with the following Topics:

• Cash Book (Bank) Chart of Account - Maintaining Chart of Accounts
• Expense Chart of Account - Maintaining Chart of Accounts
• Income Chart of Account - Maintaining Chart of Accounts
• Cost Code - Maintaining Cost Codes

• On-Charge - Running the On-Charge Process

• Automatic On-Charge - Adjusting Properties for Automatic On-Charge
• Manual On-Charge - Manually On-Charging Creditor Transactions