Maintenance Fee & Tax Billing
From MagnOogle Magna WIKI
Contents |
General Description
The Maintenance Fee & Tax module of Magna is the area of the system where the Owner’s Association fees are billed, invoiced, and tracked. Please read the definition of Invoice as this system produces invoices. This module works directly with the Unit Inventory Control module, the Daily Entries (Contracts) module, and the Mortgage Receivables module. As with all other areas of the system, the Maintenance Fee & Tax (MF&T) side automatically pulls up the data already entered into the system by using either the Contract Number (K#), the first owner’s last name (Last Name) or by the Unit/Week on the sale.
There are many reports in the system, both web based (Asp.Magna.Net) and character based (via Anzio login), that will efficiently query the data housed in this module.
Setup
Every year, the Rate file will need to be appended with the current occupancy year’s MF&T rate. From the Owner’s Association (Maintenance Fee & Taxes) Main Menu:
->Maintenance Menu ->RATE Edit maintenance fee rate file
Figure I-A
┌────────────────────────────────────────┐
│ OWNER ASSOCIATION (MAINT. FEE & TAXES) │
│────────────────────────────────────────│
│ Add payments and/or manual billings │
│ Edit Owners Account │
│ Reports Menu │
│ Billing Menu │
│ New Arrival Reports │
│*Maintenance Menu * │
└───────┌─────────────────────────────────────────────────────────────┐
│ FD MAINTENANCE MENU │
│─────────────────────────────────────────────────────────────│
│>RATE Edit maintenance fee rate file < │
│ Adjust maintfee rates in unit week file for an entered year │
└─────────────────────────────────────────────────────────────┘
You will automatically be dropped into a file editor with the maintfee.dat file already open. Currently, Magna uses two file editor programs: Lyrix, the more common of the two, and PICO.
NOTE: Each MF&T occupancy year should be listed in it’s own section of the file (never remove or type over information already in the file, always ADD to the file), and each section should include:
- Start with a line that says “year 2006” (or whatever the current occupancy year is)
- The next lines of text should contain the actual billing information broken down in the specified format (See Figure I-B)
- End with a line that says “end”
The top of the file will contain standardized text that explains the purpose and format of the file. Figure I-B shows an example of how the data must read in order for the system to properly bill the MF&T.
Lyrix
Lyrix, illustrated in Figure I-B below, automatically drop you into the "Edit" mode. There is a mode indicator in the upper right corner of the screen: “Edit” means that you are in the text of the document and can move around and type as needed, and “Menu” indicator will mean that you are at the top menu bar and can use your left and right arrows to move through the commands and enter will select the command you are on.
Figure I-B
maintfee.dat [I/ / ] #1 4:1 Edit Block Copy Delete Effects File Goto Help Layout Menu Quit Options Paste Reference Search Transfer Undo Window Xtra Press <ESC> to use Lyrix Command Menu L.......T.......T.......T.......T.......T.......T.......T.......T.......T....R # This file lists the maintenance fees and taxes for each year # there must be two commas on each line. If there are no property taxes # listed separatly for that year put a zero in its place. The word end # must appear at the end of the list #NOTE: Do NOT leave a blank space after the year! #There must be NO BLANK LINES between the "YEAR" and "END"! # 2000 maintenance fee's based upon this grid # # Phase || I | II & III # -------++---------+----------- # EFF || 120.00 | 125.00 # 1 Bed || 179.00 | 186.00 # # /* units are listed as such: */ # # year YYYY /* year and year number # UNIT , maintfee , taxes,ManagementFEE,otherfee /* data line */ # end /* termination */
Some important Lyrix commands to remember:
- Esc Key: Toggles between modes (Edit / Menu) and takes you back one menu
- Save & Exit: Esc, Quit, Yes
- Exit with out Saving: Esc, Quit, Abandon
PICO
For those systems that use the PICO file editor, Figure I-C shows how that screen will look; the formatting of the data, will remain the same.
Figure I-C
UW PICO(tm) 2.9 File: maintfee.dat
x
#
[F# year YY /* year and year number # UNIT , maintfee , taxes/* data line
*/ # end /* termination */ # # /* There must be four commas on every line
of data */
year 1998
125,240.00,,,
126,240.00,,,
129,240.00,,,
130,240.00,,,
133,240.00,,,
134,240.00,,,
301,240.00,,,
302,240.00,,,
303,270.00,,,
304,240.00,,,
305,240.00,,,
306,240.00,,,
307,240.00,,,
308,240.00,,,
309,240.00,,,
^G Get Help ^O WriteOut ^R Read File ^Y Prev Pg ^K Cut Text ^C Cur Pos
^X Exit ^J Justify ^W Where is ^V Next Pg ^U UnCut Text ^T To Spell
Some important PICO commands to remember:
- Save & Exit: Ctrl-O
- Exit with out Saving: Ctrl-X
- Search: Ctrl-W
- Cut Text: Ctrl-K (appends all cut lines to a "clipboard")
- Paste Text: Ctrl-U (pastes all lines on the current "clipboard")
Billing
Once the MF&T amounts have been entered into the Rate File, you will now be ready to bill the owner’s accounts the current year fees. It is recommended that a general billing be performed at set increments, no more than a month apart, in order to ensure proper billing of all new sales with current occupancy year. All billings are conducted in the same manner, annual and incremental, which is described below. From the Owner Association (Maint. Fee & Tax) main menu:
->Billing Menu ->Bill Owners Accounts ->Maintenance Fees
Figure II-A
┌────────────────────────────────────────┐
│ OWNER ASSOCIATION (MAINT. FEE & TAXES) │
│────────────────────────────────────────│
│ Add payments and/or manual billings │
│ Edit Owners Account │
│ Reports Menu │
│*Billing Menu * │
│ New Arrival Reports │
│ Maintenance Menu ┌────────────────────────────────────┐
└────────────────────│ Front Desk Billings Menu │
│────────────────────────────────────│
│*Bill Owners Accounts * │
│ Print invoice MENU ┌──────────────────────┐
│ Print Past Due MENU │ Bill Owners Accounts │
│ CAL Display Three Month│──────────────────────│
└──────────────────────────│>Maintenance Fees <│
│ View Exceptions file │
│ Special 1 Time Items │
└──────────────────────┘
NOTE: This option is for the billing of standard Maintenance Fee and Taxes (the amounts entered into the Rate File). Late fees are billed in a different manner, and that process is explained in a different section.
Figure II-B
┌────────────────────[FRONT DESK MAINT FEE BILLING]────────────────────┐
│ Output Filename : /tmp/19498fd.bill │
│ Journal Date : 10/06/2006 │
│ Billing Year : 2006 │
│ Date Written Start : 01/01/1980 │
│ End : 09/06/2006 │
│ │
│ Next Date to Bill : │
│ │
│ Week Start Week : 01 │
│ End Week : 52 │
│ │
│ Phase to bill (or ALL) : ALL │
│ │
│ Bill Action Notice Accounts(Y/N)? : N │
│ │
└──────────────────────────────────────────────────────────────────────┘
- The Journal Date (current system date) will be stamped as the Transaction Date for the billing. This will be an important date to remember for reporting and invoice printing purposes. A good suggestion would be to run the billings on the same date of each month (i.e. 1st and 15th), and to write the on a desk calendar the actual day the billing was performed.
- The Billing Year is referring to the occupancy year that you desire to bill MF&T for.
- The Date Written Start and End dates should be entered based on the Original Written Date (OWD) on the contracts you wish to bill. The Start date should always be a date that will encompass all sales in the system (the default is 01/01/1980). The End date should be 30 days prior to the current Journal Date (the system will not bill allow this date to be more recent than 30 days).
- Next Date to Bill is asking exactly that, what is the next date that you will be running the billings in the system.
- The Week Start and End numbers give you the ability to narrow the accounts billed down to only those who own the week numbers specified.
- You can also narrow down the accounts billed by Phase or Project, but you will need to know the exact system code for the desired Phase or Project. However, the billings cannot be performed for a particular unit number.
- Action Notices are pending cancels that have been placed on a hold status; this only applies to those accounts that have had an actual Action Notice date entered into the system. Since an Action Notice generally means an account is bad for some reason, it is not recommended to bill these accounts.
- When you are complete, and press Enter to set the last parameter, the system will ask “Is this OK”. Assuming you are satisfied with the parameters entered, press “Y” for Yes and the system will begin to scan the accounts and you will see the results of the scan scrolling across the screen.
- Press Any Key when the process has completed, and you will be returned to the Bill Owners Accounts Menu.
Printing Invoices
Please refer to the article Invoice when trying to understand invoicing in Magna.
Press Esc to drop from the Bill Owners Accounts menu back to the Front Desk Billings Menu; arrow down to the Print Invoice Menu option and press Enter.
Figure III-A
┌────────────────────────────────────────┐
│ OWNER ASSOCIATION (MAINT. FEE & TAXES) │
│────────────────────────────────────────│
│ Add payments and/or manual billings │
│ Edit Owners Account │
│ Reports Menu │
│*Billing Menu * │
│ New Arrival Reports │
│ Maintenance Menu ┌────────────────────────────────────┐
└────────────────────│ Front Desk Billings Menu │
│────────────────────────────────────│
│ Bill Owners Accounts │
│*Print invoice M┌───────────────────────────────────────┐
│ Print Past Due M│ Invoice menu │
│ CAL Display Th│───────────────────────────────────────│
└─────────────────│>Print Invoices for today's billings<│
│ Reprint Invoices from another date │
│ Print Invoices from a file │
│ Edit Invoice txt file │
└───────────────────────────────────────┘
Invoices can be printed for the current day’s billing or for a previous billing (you will have to know the exact Transaction Date of the billing in order to utilize the Reprint option). To continue the flow of the manual, we will be using the Print option. Press Enter.
Figure III-B
THE MONKEY TREE RESORT
7540 MUNICIPAL DR.
ORLANDO, FL 32819
2006 OPERATING FEE STATEMENT
Robert Wirkus
Patricia A. Wirkus
121 N. Hindsdale Rd.
West Yarmouth, MA 02673
RE: CONTRACT# 6
Dear Unit Owner:
This is your annual 2006 Operating Fee/Real Estate Tax Billing.
Please make your check payable to Monkey Tree Condominium Trust,
which is your Homeowners Association. This fee is due on or before
Doc 1 Pg 1 Ln 1" Pos 1"
The system will automatically merge the invoice in the system with the data file just created by running the billing (See Figure II-B). Once the merge is completed, the program will drop you into the WordPerfect document editor at the beginning of the merged invoices (See Figure III-B).
The invoices can be reviewed on screen using Basic WordPerfect Commands. When the invoices are ready to be printed (if you are printing on letterhead, make sure that the printer is loaded and setup first), press Shift-F7.
Figure III-B
Print
1 - Full Document
2 - Page
3 - Document on Disk
4 - Printer Control
5 - Multiple Pages
6 - View Document
7 - Initialize Printer
Options
S - Select Printer S MCC Tech Room at hp5dp
B - Binding Offset 0"
N - Number of Copies 1
U - Multiple Copies Generated by WordPerfect
G - Graphics Quality Medium
T - Text Quality High
A - Banners No
J - Job Type "[ALL TYPES]"
R - Priority 50
Selection: 0
This will bring you to the Print Options menu (See Figure III-B). If you are printing on letterhead, a good suggestion would be to print the current page first by Pressing “P” for Page to ensure paper alignment (you will then be returned to the document, and will have to press Shift-F7 to get back to the Print Options menu). When you are ready to print all invoices, press “F” for Full Document from the Print Options menu.
NDV (10/08/06)
See Also
