This article contains some tips for users with trust accounts who wish to retain OPEX funds in their trust account, rather than pay out all funds collected to the landlord. Whilst the software was not specifically designed to handle this situation, the functions available make it possible to manage this effectively.
Disbursement Profiles - OPEX ledgers are never fully disbursed the way a landlord ledger would be, so you'll need a disbursement profile to run your fees and statements for the OPEX ledgers separately from the normal landlord ledgers. OPEX ledgers can be included in any existing disbursement profiles which DO NOT include payments to owners, for instance if you have a disbursement profile which just does creditor payments. When performing disbursements and producing statements at month end, this means running 2 separate disbursements before closing the period to ensure the OPEX ledgers as well as the normal landlords all have a statement produced.
Ledgers - A second ledger can be set up in the trust account to hold these funds, and line items on invoices can be pointed at the required ledger. If the property has already been loaded, set up a new Rental Ledger for the OPEX funds to sit in with no related property attached. The owner of the OPEX ledger should not be the same contact as the landlord, to avoid confusion with disbursements, an example would be a property belonging to 'ABC Company' might have the owner of the OPEX ledger as 'ABC Company OPEX'. The owners contact can be added as a recipient of statement copies on the OPEX contact.
Fees from OPEX - 'Property' and 'Tenancy' fees are deducted from whichever ledger is linked with the property at the time the fee is raised, this ledger is also the default when adding invoices or rent templates for new tenancies. Only one ledger can be linked to the property, you can change the linked ledger on the Property Details page (see ledger field - drop down to select different ledger). If fees are % based and deducted from OPEX the OPEX ledger should be attached to the property. If the fee is a fixed amount, it can be set up as an 'owner' fee rule instead and the ledger linked to the property can be either. If the property owners name is displayed on your chosen pdf invoice format, the contact for the ledger connected to the property shows as the owner - you should name your ledgers and contacts with this in mind.
Budget Reconciliation/Wash up - The actuals on the budget VS actuals reporting looks to the ledger connected with the property. If the owners rental ledger is connected to the property, but all the expenses are connected to the OPEX ledger the reports will show $0. You can edit the linked ledger on the Property Details page to get the correct details on reports, just remember to change it back as soon as you're done so no fees are accidentally charged against the wrong ledger.