Starting the statement
In the Properties menu, open the relevant building, go to the Expenses tab, Invoices section, then click Actions and Service charge statement.
The statement runs in five steps.
Step 1 — Choosing the period and invoices
Choose the statement period and select the invoices to include. All invoices not yet reconciled are offered; those whose period matches the statement are ticked by default. Check the selection (tick/untick), and don't forget to go through all the pages. You can still add invoices at this step. Click Next.
Step 2 — Allocating the invoices
Split the invoices among the tenants. Depending on the charge category, three methods are available:
Allocation key: select an existing key (for example the ownership shares) or create one via New allocation.
Metering company calculation (water and heating): enter the amounts to charge to each contract. The sum of the allocated amounts must equal the total of the invoices to be reconciled for that category.
Actual consumption (water, gas, electricity): enter each tenant's or vacancy's consumption. If meter readings close to the statement dates exist, consumption is deducted automatically. If the building's consumption exceeds the sum of individual consumptions, indicate whether the surplus is borne by the owner or split among the tenants using a key.
Choose a method per category, then click Next.
Step 3 — Selecting the provisions
You can create several statements over the same period, but the same provision category can only be selected once. The total of the provisions depends on the period chosen in step 1; it is the amount set out in the lease contract, whether or not it was actually paid.
Step 4 — Summary
The summary shows, per tenant, the amounts due minus the provisions expected over the period. If the difference is positive, the tenant repays you the difference; otherwise, the balance may be in the tenant's favour. Check the tenant's balance before any refund: they may not yet have paid all the expected provisions.
Click Show details to see the allocation per category (description, amount and period of each invoice, the allocation method applied and the time basis). Click Files to view the document that will be sent.
To generate a reconciliation invoice from Smovin, turn on Generate an invoice for each contract; they will then appear in Sales invoices.
Step 5 — Communication
To send the statements to all tenants at once, click Confirm and send. Sending uses the methods defined in your preferences. This is a group communication: the same content goes to all recipients (remember to adapt the message in all relevant languages).
To send later, click Confirm. The documents appear on the page of the relevant contracts; send them via the three dots … then Send.
The tenant's balance is updated two weeks after the statement date, so as not to create an immediate payment delay and to give the tenant time to repay. This deadline can be changed.