Use this screen to capture a water adjustment or a group (batch) of water adjustments to a Unit or Group of Units
The amounts are debited or credited to the relevant Unit and posted to the General Ledger for the Property of which the unit is a part. The entry is posted into the Cash Period, which is usually the current month.
The screen shot shown below is an example of the Prior Period Water Capture Screen:
1.Enter an existing Batch Number, or enter 'NEW' in Field 1 to get the next available batch number.
2.Default Description can be left blank. If completed, it will become the default text in the Line Description Field.
3.Enter the Batch Total, or enter 0 to update the Total once you have completed the batch, thus using the screen to calculate the entries for you.
4.Press 'F2' on the 'Prop' Field for a list of Property Names from which you can select. Alternately, enter the first few characters of the Property Name, or enter the Property Number.
5.Press 'F2' on the 'Unit' Field for a list of Occupants from which you can select. Alternately, enter the first few characters of the Occupant's Name, or enter the Unit Number.
6.Nnla is the General Ledger Code to which this entry is to be posted. Press 'F2' for a list of income and expense codes from which you can choose. The default expense code is Electricity, but can be changed.
7.Enter the Electricity Reading and the Date of the Reading in the appropriate fields. These details are stored and can therefore be viewed on the Unit Maintenance Screen, or printed on a Unit Statement.
8.Set the VAT flag to 'Y' if the Property is registered for VAT and the adjustment is VATable.
For example, even if the Property is registered for VAT, the VAT flag must be set to 'N' for an interest charge, which is not VATable, by law.
9.Enter the Gross Amount of the electricity debit or credit, including VAT (if applicable). The system automatically makes the appropriate allocation of the VAT portion in the General Ledger.
When complete, press a '.' (full stop) to go to the bottom of the screen. Enter 'F' to File the batch, and 'Y' to post it. It is possible to file a batch without posting it. The batch can later be called up, amended and posted by entering the Batch Number in Field 1.