Managing Direct On-Charge Allocations

For North American users, please be aware that "Tenancies" are known as "Leases". For more information on regional terminology, please refer to our Glossary of Regional Terminology.

Direct On-Charge allocations are essential for handling outgoing expenses that are passed on to tenants as they occur. By following these steps, you will be able to associate expense codes with your tenancies and outline the specific percentages each tenant should repay. 

Creating a New Direct On-Charge Allocation 

Start by selecting a property and navigating to the Outgoings section to begin setting up a new allocation: 

1. Select the relevant Property.
2. Click on Outgoings from the left-hand menu. 
3. Access the Direct On-Charge tab.
4. Select Create New to start defining a Direct On-Charge allocation. 

Now, create the on-charge templates which determine how the expenses are allocated to tenants: 

1. Choose all relevant Account Types for this allocation, or utilize the Include All option to automatically add all applicable types. 
2. For the re-charge invoice, select the Default Account Type for Recharge Invoice (Optional). This type is typically an income code. 
3. For each tenancy, input the % of Allocation. This will auto-fill based on the information provided in the tenancy file. Note that you can adjust these percentages as necessary. 
4. The cumulative percentage may exceed or be less than 100%. A Non-Recoverable % will indicate the portion that will not be recovered. It will display as a negative figure if recovery amounts surpass 100% of the total cost. 
5. Click Save to apply your Direct On-Charge allocation settings. 

Should certain expenses be divided differently among tenants, you may establish additional Direct On-Charge Allocation rules for those unique cases. Upon incurring an Expense Invoice against any of the configured Account Types, the system will prompt you to bill the tenants based on the established proportions. 

Modify a Direct On-Charge Allocation 

Follow these steps to adjust the allocation of a Direct On-Charge for a specific property: 

1. Navigate to the Properties section and select the property in question. 
2. Click on Outgoings and select Direct On-Charge. 
3. Find and click the link for the Direct On-Charge Template you intend to update.
4. Edit the relevant details. After your adjustments, click the Save button to preserve the changes. 

Delete an On-Charge Allocation 

Follow these steps to permanently remove an on-charge allocation:

1. Navigate to the Properties section and select the property in question. 
2. Click on Outgoings and select Direct On-Charge. 
3. Find and click the link for the Direct On-Charge Template you intend to delete.
4. Press the Delete button to initiate the deletion process. 
5. Confirm the action by clicking on Delete this Allocation. 
6. Once confirmed, the on-charge allocation will no longer exist in the system and the process cannot be undone.