Overview

The Rent Review Back Charge Invoice Automation enhancement introduces a streamlined process for approving and sending back charge tax invoices automatically to tenants during the rent review workflow.

• Auto Approval of Back Charges: When a Trust Accountant approves a rent review form submitted by a Property Manager, any associated back charge is now also automatically approved, eliminating the need to manually approve the back charge separately via the Charges and Credits section. The Charges and Credits section on the Dashboard for the Trust Accountant also is now unaffected by a pending back charge.
• Automated Invoice Emailing: New option to automatically email back charge invoices to tenants via Cirrus8 upon Trust Accountant approval when the rent review has been approved.
• Improved Workflow: No need to manually send back charge invoices or switch between system sections.

Automatic Invoice Emailing Details

A new checkbox option on Charge and Rent Reviews, "Send on TA Approval", has been introduced to allow automatic emailing of the interim invoice back charge to the tenant upon Trust Accountant approval.

• This checkbox is only visible when the "Generate Interim Invoice" checkbox is selected.
• If the "Send on TA Approval" checkbox is ticked, the system will automatically email the tax invoice to the tenant once the Trust Accountant approves the rent review form.
• If the "Send on TA Approval" checkbox is not ticked, the invoice will not be automatically emailed to the tenant. Once the rent review has been approved, depending on office procedures the back charge tax invoice must be manually emailed to the tenant by either:
  • The Property Manager (forwarding the original back charge invoice email), or
  • The Trust Accountant (via Accounts Receivable > Invoice & Credit Adjustments)
     

Configuration for Send on TA Approval Default Checkbox Setting

The default state of the “Send on TA Approval” checkbox can be customised per database by a Trust Accountant user.

Setup Instructions:

1. Navigate to: Configuration > System Configuration
2. From the Parameter Type drop-down, select: REN_REV_RE
3. Click Add New Parameter
4. Enter the following:
   • Parameter Code: AUTOINV
   • Parameter Description:
     • Enter 1 to have the “Send on TA Approval” checkbox ticked by default.
     • Enter 0 to have it unticked by default
5. Click Submit

Note: If the AUTOINV parameter is not configured, the “Send on TA Approval” checkbox will be unticked by default.

Additional Notes

• Ensure the "Generate Interim Invoice" checkbox is selected to enable the new invoice automation option.
• Back charges are not added to the count of unprocessed Charges and Credits for the Trust Accountant Dashboard and the transaction is not visible under pending unprocessed charges.