Charging Work Orders
If you haven't already marked the Work Order as Closed & Billed then find the Work Order and use the Status field to set it as Closed & Billed or click Bill Received.
Once marked as Closed & Bill the Bill Received screen is displayed which enables the payment of the Work. Typically the Landlord will pay the Invoice / Bill, however the Bill Received screen provides the flexibility to manage how this will be split e.g. between Tenant and Landlord.
1. Where a Contact(s) is paying the bill
2. Where a Company is paying the bill
1. Where a Contact(s) is paying the bill
Bill Details tab
Which Contractor is the Bill from? | The Contractor should be pre-filled otherwise can be changed |
What is the date of the Bill? | Specify date the Bill was received |
What is the reference of the Bill ? | Add a reference |
What Product are you being Billed for? | This defaults to Maintenance Product |
Is VAT included on the Bill? | This defaults to Standard VAT, if VAT is not included change the VAT rate |
What is the total amount of the Bill? | Enter the Amount (inclusive of VAT if it's included) |
What Site/Branch is this Bill Assigned to? | Select the Branch the Bill is for |
Would you like to attach a copy of the Bill? | Click the drop down arrow if you want to attach a copy of the bill, this will be stored in the Correspondence screen against the Work Order Click Next to move to the Payment Details |
Payment Details tab
Who is paying for the Bill? | Choose Contact if the Tenant/Landlord is paying the Bill |
Which Contact is paying for the Bill? | This will default to the owner of the Property |
Contact Account Balance | This will display the Contact's balance |
What Tax Rate is applied to the Bill charges? | Indicates which Tax Rate will be applied |
Statement Notes? | The Subject line of the Work order will appear with the Contractor's name. This can be amended as required |
Would you like to split the Bill payment between two Contacts? | If the bill isn't being split just click Next to proceed to the Additional Payment details screen.
Select Yes if the bill is being split between Contacts. When you click Yes options to manage how the bill will be split will be displayed.
|
Which Contact is paying for the Bill? | Select the Contact that the bill is being split with by clicking on the drop-down arrow. |
Contact Account Balance | The Contact's Balance will be displayed |
How much will the Contact pay? | Enter the amount they are paying including VAT |
When is the Bill due | This defaults to today but amend as required |
What Bank Account will be Bill be paid from?
| Select the Bank Account as required Click Next to proceed to the Bill Commission tab
|
Bill Commission tab
How would you like to charge Commission? | Choose from: - No Commission Charged - Charge a Fee to the Contractor - Charge a Fee to the Contact paying the Bill - Markup Charge to Contact Paying the Bill |
How much is the Commission? | Specify the commission amount as a Percentage or Fixed fee |
Check Payment Summary | A summary showing the payments will be made including any fees Click Save |
In all cases the Commission earned is written as a Credit to the Company Account
2. Where a Company is paying the bill
Bill Details tab
Which Contractor is the Bill from? | Select the Contractor |
What is the date of the Bill? | Specify date the Bill was received |
What is the reference of the Bill ? | Add a reference |
What Product are you being Billed for? | This defaults to Maintenance Product |
Is VAT included on the Bill? | This defaults to Standard VAT, if VAT is not included change the VAT rate |
What is the total amount of the Bill? | Enter the Amount (inclusive of VAT if it's included) |
What Site/Branch is this Bill Assigned to? | Select the Branch the Bill is for |
Would you like to attach a copy of the Bill? | A copy will be stored in the Correspondence screen of the Work Order |
Payment Details tab
Who is paying for the Bill? | Select Company i.e. the Bill is being paid by your company. |
When is the Bill due? | Specify the date the Bill is due |
What Bank Account will the Bill be paid from? | This allows you to choose which Bank Account the bill will be paid from |
Landlord Fee tab
Are you charging a Fee to the landlord? | Selecting No will let you move to the next step |
What are you charging the Landlord | Choose a Product for the charge |
When is this due? | Specify the due date |
Statement Notes | Statement Notes can be added |
Bill Commission tab
How would you like to charge Commission? | Choose from either: - No Commission Charged - Charge a Fee to the Contractor |
How much is the Commission? | If Commission is being charged enter the amount. This can be done as a Fixed Fee or percentage |
Check Payment Summary | A summary will show the payments which will be made including any fees
Click Save |
Bill Markups
Bill Mark up transactions are created when closing and billing a Work Order. The transaction will be linked to the Contractor (however, it won't show in their account).
Bill Markups can be viewed on the Linked Transactions tab of the Maintenance Charge on the Landlord's Account.
Once the Maintenance charges linked to the bill have been paid the Bill Markup transaction will appear in Fees to Transfer. The Bill Markup transaction will also appear in the Product Sales report, however it will be excluded from other financial reports.
Undoing / Deleting a Bill will also delete the Bill Markup transaction linked to the Bill.
Default Commission charges
If you have a policy for charging commission it may be easier to store default Commission charges, these can be stored against a Contractor or Utility Supplier and/or a system wide branch setting.
A Work Order Commission field on the More Details section of Contractors and Utility Suppliers permit a commission amount to be specified. When closing and billing a work order for this Contact Acquaint will default to charging them the commission specified against their contact record.
If no commission is specified against the Contractor / Utility Supplier's record Acquaint will default the commission fields to the Default Work Order Commission (%) and Default Work Order Commission Type configuration options located in System Configuration → Property Management → Default Work Order Commission.