On-Charging Council Rates Instalments

When to Use

Use this process when:

• Council rates are directly recoverable under the lease.

• The rates notice includes multiple instalments.

• You want to invoice the first instalment immediately.

• You want future instalments automatically invoiced via Standing Charges.

• You are not using Automated Invoice.

Step 1: Enter Council Rates (Accounts Payable)

• Go to Accounts Payable > Invoices & Credits

• Enter each council rates instalment as a transaction line.

• Use a directly recoverable council rates expense code (e.g. 6501).

• Ensure On-charge Tenants is selected.

Step 2: On-Charge the First Instalment (Invoice Immediately)

• Open the instalment and click On-charge Tenants

• Transaction Type: Invoice

• Transaction Date: Today

• Income Account Code: Council Rates (Directly Recoverable) (e.g. 3501)

• Link to the existing AP transaction

• Description: Council Rates [Year] – Instalment 1 of X

• Create Interim Tax Invoice: Yes

• Select tenant invoice Due Date

• Send to Tenant: Yes

• Allocate across leases if required

• Click Process → Complete

➡ Tenant tax invoice is issued immediately.

Step 3: Set Up Future Instalments (Standing Charges)

For each remaining instalment:

• Go to Accounts Payable > Invoice & Credits Adjustment

• Open the instalment and click On-charge Tenants

• Transaction Type: Invoice

• Transaction Date: 1st of the month you want it invoiced via Standing Charges
  (e.g. 01/09/20XX for September billing)

• Income Account Code: Council Rates (Directly Recoverable)

• Link to the existing AP transaction

• Description: Council Rates [Year] – Instalment X of X

• Create Interim Tax Invoice: No

• Allocate across leases if required

• Click Process → Complete

➡ Instalment is saved as Amount Not Yet Invoiced.

How Standing Charges Works

• Standing Charges invoice AR transactions not yet invoiced with a Transaction Date in that month.

• Ensure:

  • Standing Charges are enabled for the property

  • Next Charging Date is correct

  • Transaction Dates are accurate

Result

• First instalment: Invoiced immediately

• Future instalments: Automatically invoiced via Standing Charges

• All charges visible on Lease Summary under Outstanding / Not Yet Invoiced