Levy structures

When you need this

A levy structure says which levies the estate bills, to which premises, and how often: for example Monthly levies, with the monthly levy for every premise and a refuse charge for the Phase 2 cluster only. Set it up once. Each month (or quarter) you, or the app on its own, bill from it: see Bill the levies.

Before you start, add the levies, and the clusters if some levies apply to some premises only.

Steps

1. Open Billing in the menu, then the Levy Structures tab, and press New Levy Structure. The page is headed New levy structure.
2. Name: for example Monthly levies 2027.
3. Frequency: how often it bills, usually Monthly.
4. Start date: when the structure starts billing. It can't be changed once saved. End date is optional.
5. Read the line under the dates, for example Invoices dated on the run date · billed in advance · due on the invoice date. To change it, press Change:
   • Billing mode: Advance or Arrears.
   • Invoice date: for example First Day Of Month, or Fixed Day Of Month and the Day of month.
   • Terms in days: how many days residents have to pay, for example 30.
6. The switches:
   • Bill automatically on each billing date: on, and the app bills the structure by itself on each billing date. Off, and you press Run Billing yourself. It works for monthly, quarterly, termly, biannual and annual structures only.
   • Email the invoices: on to email each invoice as it is made. Off to begin with.
   • Post to accounts: on to begin with. Leave it on.
7. Who it's for:
   • Everyone the levies apply to: the usual choice. Each levy's line below says which premises pay it.
   • One premise: a structure for a single premise, which pays every levy on it. Search for the premise by its number.
8. Levies, and who pays each: add each levy with the search box, or + Add levy item for a line typed in. Check the Unit price. For each line:
   • Leave it on Everyone for a levy every premise pays.
   • Press + Group and tick a cluster for a levy only those premises pay. A line with two clusters is billed only to premises in both.
   • The Premises column shows how many premises the line will bill.
9. Optional: + Add a note to print a note on every invoice, and Show banking details.
10. Check the bar at the bottom: how many invoices and the total. Press it to see who will be billed.
11. Press Save levy structure.

What you should see

The levy structure's page, with its Billing Cycle, Start Date, Next Billing Date and Automatic, and its levies under Items. It is listed under Billing › Levy Structures.

From the Actions card on its page you can Run Billing, Pause and Resume it, Edit it, see its View Activity, or Delete it.

If something goes wrong

• "Give the levy structure a name": fill in Name.
• "Please add at least one levy item" or "Give every levy item a price above zero": fix the levy lines.
• "Please select a premise": you chose One premise: pick the premise.
• "Enter a day from 1 to 31" or "Enter a number of days": fill in Day of month, Offset days or Terms in days with a whole number.
• The automatic switch is greyed out: "Automatic billing is available for monthly, quarterly, termly, biannual and annual profiles only." Pick one of those under Frequency.
• A warning after saving that a billing date has passed: the structure was saved, but that date has to be billed by hand. Open it and press Run Billing.
• A levy's line bills too few premises: check the premises are in its clusters (see Clusters).