Selecting the Outgoings/Service Charge Ledger While Approving a Budget by Area

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The term "Budget" varies depending on the region. For our Asia-Pacific customers, it's often referred to "Budgeted Outgoings." European users will see it labelled as "Service Charge," while those in North America will find it listed as "Operating Expenses." The terminology used in the app adjusts based on your location. For additional clarity on regional vocabulary, please see our Glossary of Regional Terminology.

Understanding how to select the correct ledger during the budget approval process is essential in managing your Client/Trust Account accurately. This article will help you address a common issue where the Outgoings ledger is not available for selection when approving a Budget by Area. This usually occurs the first time a budget is set up after switching to multiple ledgers due to incomplete ledger default options set up.


Assigning Correct Chart of Accounts to Your Outgoings Ledger

Setting up your Property ledgers with the correct chart of accounts is a vital first step. Here’s how you can assign the relevant codes:

  1. Navigate to Property and click on the Ledgers tab.
  2. Click Edit next to the outgoings ledger.
  3. Select and assign the required chart of accounts to the ledger, which includes both the outgoings revenue codes and expense codes.
  4. With the correct settings, you will now be able to select the outgoings ledger when approving your budget by area.

Resolving the "No Existing Template" Error

If you encounter the error No Existing Template next to a tenancy, it indicates a lack of an outgoings template:

  1. Go to the Tenancy.
  2. Navigate to the Rent & Outgoings tab.
  3. Ensure there is a base outgoings template set up, as it provides the budget with the frequency at which you charge tenants.

If you see the error Must be for same client/trust account used by outgoing template, check the following:

  • Confirm that the ledger you're trying to use corresponds with the current outgoings template associated with the tenancy.
  • If you are unable to select the outgoings ledger, double-check that your property ledgers are set up correctly, with the chart of accounts selected against the default ledgers.

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