Admin Guide | UnityLiving

Getting Started

Terms used

Invoices

The Association collects charges from its members (Owners) for the up-keep of the common facilities and maintenance of the building/society. Normally it is called Monthly Maintenance Charge (MMC). In addition to this charge there may be other charges like LPG usage charge, water charges, health club usage charges, parking charges etc.

Unity Living allows you to define these charges (in the option 'charge setting') and set the amount for the entire building/society or for each house, if it is different for each of them.

Generate Charges (Creation of Invoices)

When 'generate charge' process is executed, each house will be charged based on the charge set. These charges will appear as dues in the accounts of each house.

History of generated charges is maintained so that you can review it later and also delete if required.

Dues

This is the total amount a house has to pay the Association at a given time. It consists of generated charge items, fines, and additional charges if any. Each charge has a due date and charges not paid by the due date are considered as 'overdue' amount, which will be displayed along with total dues.

Settle Dues

A house will have several charges due (MMC, electricity, water, etc.). Dues of a house can be settled one by one, as and when they are setlled or all together by clicking on the applicable charge check boxes. One or more charges can be selected against payment by cash, cheque or EFT (electronic fund transfer).

Charges not settled will be displayed in dues of the house list.

Dues can be also settled from Advance account of the house if there is sufficient balance available.

Dues Receipt

The dues settling process once successful, will create a dues receipt. This can be printed or send to owner as email (SMS notification will be sent along with email)

Main Activities

Once the support staff completes the setting up process, you are ready to start using Unity Living to manage your Association. Let us take a look at the activities you will be doing frequently.

Creating charges

The dues settling process once successful, will create a dues receipt. This can be printed or send to owner as email (SMS notification will be sent along with email)

You can create a new charge in manage>invoices> click on create charges. Fill up the fields shown. (fields marked * are mandatory).

Select 'fine setting' If you are planning to auto generate fine for this charge, if not paid by the due date.

(You can also manually add fine to a particular charge of a particular house at any time from the 'dues' page)

Please note - To create the fine initially, kindly contact Unity Living technical support. The fine calculation is different for different Associations; hence encoding the process needs to be done by Unity Living Tech support.

Usually an Association will have pre defined monthly maintenance charge. It can be the same amount for all houses or different for each house based on type or area. Once the charge (MMC, electricity, water, etc.) is saved, you can opt whether it is the same amount for all houses or different amount for each house. You can do that in the 'Edit amount' option. If all the houses have the same amount, you can do this by clicking 'set same amount for all' button. An optional description field is provided to display extra information on the dues statement of each house. This is in addition to description of charges which is common to all houses.

You can edit and delete this charge any time. If you edit, the changes will be applicable only to the charges generated next time. Delete it if you are not going to use this charge any more. You can temporarily disable and re enable later if needed.

You can also opt for auto generation of the charges or manual generation every bill cycle. If you want to auto generate charge on particular day of every month, click 'change' link in the auto charge generation column. You can enable or disable this feature any time. Irrespective of auto charge generation option, you can manually generate charge at any time by clicking the 'generate charge' button. You need to provide 'Next Fine Processing Date' If you have selected a 'fine setting' for this charge and it should be a future date. Otherwise leave it blank. Auto fine charge will be generated on this date if the charge is not settled within the due date.

To view charging history click the Invoices history” button or select Menu > Manage > Invoices history. Generated charges with created date and time will be listed.

You can delete a batch of generated charges if no one has settled any of those charge items. If few houses have settled the charges, you can delete the batch only after cancelling those dues settlement receipts. To view the items in the batch, click the corresponding batch ID. Here you can delete charge for individual house if not already settled.

Click the respective tabs for viewing ‘Group Generated Charges’, 'Fine Charges', Other Charges' and 'Credits & Discounts'.

Select 'settle from advance' check-box If you want this charge to be settled automatically on due date from owner's advance account. Auto settlement will happen only if there is balance in advance account. Each owner can individually override this setting, so auto settling will be performed only if all conditions are met.

Manage and Settle Dues

Collecting and keeping track of dues is one of the main activities of the Association management.

In order to get an overview of dues, go to Menu > Manage > Dues. Here you can see total dues due from all houses and overdue amount up to current date. A list of top 10 over-dues is listed to get a quick look at which are the top houses that have not paid. Clicking on the house name will take you directly to the dues of that particular house. To view dues of individual house, select the house from drop-down and click 'show dues' button.

You can send dues statement to all houses from this page. Last sent date will be displayed and you can send by clicking the 'send to all' button. In addition to sending dues statement manually, you can configure the system to send automatically on a particular day of every month. Whether this feature is enabled or not, will be displayed below the 'send to all' button. You can change the setting by clicking the change link. Same process is applicable to dues reminder also.

You can settle the dues of a house by selecting a house and clicking 'Show Dues' button. Dues of house will be displayed. Here you can see overdue, total dues and advance account balance on top of the page. This page lists all unsettled charges till date. On the right side of each charge, there is a check-box. When you are ready to settle dues, select the charges by checking the boxes and click 'Settle Dues' button. The selected items will be displayed in a new page.

You cannot enter amount less than the total balance of all charges. If you want to do so, then you have to adjust the settling amount of charge item. In this case a partial settlement is recorded and balance amount will remain against the partially settled charge item. If the cash or cheque amount is greater than current settling charges, then the excess amount will be transferred to advance account of the house. You can also enter some optional data as a description, with the settlement. Dues receipt will be displayed after successful settlement.

On the dues of house page, you can do following optional operations

Add Charge: Here you can charge a house with a special/additional charge applicable only to the selected house.

Add Credit or Discount: Similar to above but instead of charging we are applying a credit or discount. This credit item can be selected along with charges while settling dues so that proper credit/discount will be applied.

Collect Advance: To collect advance amount without settling any dues. The collected amount will be transferred to advance account of house.

Print Dues Statement: Print current dues statement

Send Dues Statement: Send current dues statement

Send Dues Reminder: Send dues reminder if there is dues

Add Fine: You can manually add fine to a charge item by clicking the 'add fine' link

Managing Apartment/ Villa and Owner/Tenant information

Manager/ Admin profile users can add/update the details of all apartments, owner and tenant information including changing the name, communication details, apartment information etc. This option is available under the menu “Manage “.

  • House Data is available at Menu > Manage > Houses.
  • You can search a house by door number, owner name or tenant name.
  • Details of house can be viewed by clicking the 'details' link; it is divided into four sections.
  • Owner, house and tenant details can be edited by corresponding Edit buttons.

More than one user can be mapped to a house. All houses mapped to a user will be accessible when logged in. More users can be added to a house by clicking the user’s link in houses list.

  • Provide the mobile number that need to get sms alerts need to keep in the “ mobile “ field
  • SMS alerts will be available only to the Indian numbers

Main features available under “House Details “are

  • Option to add details of Owners
    • Name, address, phone number, email address etc
  • Option to add details of Tenants
    • Name, address, phone number, email address etc
  • Option to add details of Apartment
    • Option to set status of Apartment. Either owner or tenant staying or even vacant.
    • Option to add Sqft, Electricity consumer number, Parking Slot, Vehicle Number, Sale deed number, Email / SMS notification etc
  • Option to upload scanned copy of identity proof of tenants.

Assigning New Owner/Tenant to an Apartment/Villa

Owners will be automatically assigned to the apartment during the time of initial data setup. Some adjustments need to perform while assigning a tenant to an apartment or when an owner sells an apartment and assign new one to it or if we need to correct the mistakenly added owner during the initial data setup.

In all the above cases, perform following steps.

  • STEP 1: Create New User ( Settings -> Users -> Create New)
  • STEP 2: Go to Manage -> Houses -> Select or Search the Apartment
  • STEP 3: Click on Users
  • STEP 4: Select the user from the drop down and then click on “ Add “
  • STEP 5: Remove the previous User.

This procedure can also use for adding tenants to an apartment.

Owners and Tenants can raise Service Requests (Service Complaints regarding maintenance) through UnityLiving and it will be shown under the module “Service Requests “.

Service Request can see on clicking the “view “link available against each Service Request. We can also comment against each request. Once the manager / admin user put is comment to a particular service request, it will trigger an email message to the owner/ tenant who created the “Service Request “.

Key Personnel

  • In a society there are some important members associated with the major and minor activities of the society.
  • These people are responsible for each activity related to the owners.
  • We do have a provision in our system to add these members as a separate entity on the home page itself.

Option for adding the key personal is as follows:

  • STEP 1: Click to Manage
  • STEP 2: Click on Add Members

Group Invoices

These are some of the activities to be performed monthly/quarterly or half yearly by the association and have to be updated in the UnityLiving web application for the smooth functioning of the association.

Charge Generation:

  • We can generate charges on monthly/quarterly or based on any period on clicking the Generate Charge button shown against each charge item
  • This option is available under Manage -> Charges
  • We need to provide charge date, due date and next fine date (if any) while generating charge.

Option for Automatically Performing these activities are also available Eg: 1st of every month on enabling the “Auto charge generation”.

Note: If we wish to bill for a new item (or create a new charge item) we can do it on clicking “Create Charge” button placed in the top right corner. Procedures for the same are explained in Appendix section (Creating new charge items) in this document.

Email/ SMS communication regarding Charges:

Using the “Auto Dues Statement sending and Auto Dues reminder sending “ option Admin can set sending dues reminder automatically in a specified date ( ie, if we Enable the option and set days as 1st of Every month for Dues Statement, software will automatically send the Dues Statement to all owners in 1st of every month”.

Disable Sending Notification to Tenants

We can disable sending communication to tenants in a particular apartment. We just need to uncheck the “Notify Tenant “option available under House Details (Manage -> Houses -> Details -> House Details -> Edit House Details)

Payment collection from Owners

Once we generate the charges, the next activity to perform is to enter the payment received from Owners.

In order to get the details of amount an owner has to pay, go to Menu Manage -> Dues, Select the apartment and click on “Show Dues”.

  • Dues of house will be displayed including Total Dues, Over Due and Advance details, if any on top of the page.
  • The other features available in this page include Adding additional charges, late payment fee, applying discounts, send/print dues statement and dues reminder only to that apartment.
  • 3• This page lists all unsettled charges till date. On the right side of each charge, there is acheck-box. When you are ready to settle dues, select the charges by checking the boxes and click 'Settle Dues' button. The selected items will be displayed in a new page. Here you have the options of settling of the dues by cash, cheque/EFT (electronic fund transfer) or from the advance account of the house. Fill up the required fields and click 'create receipt' button to complete dues settlement.
  • You cannot enter amount less than the total balance of all charges. If you want to do so, then you have to adjust the settling amount of charge item ( this will be shown in the bottom part of the form).
  • In this case a partial settlement is recorded and balance amount will remain against the partially settled charge item. If the cash or cheque amount is greater than current settling charges, then the excess amount will be automatically transferred to advance account of the house.
  • You can also enter some optional data as a description, voucher number as reference with the settlement.
  • Dues receipt will be displayed after successful settlement. You can print, email or do both.

General payments (Payment to our vendors, suppliers, staff etc)

  • General payments are the payments made by the association to vendors/suppliers/staffs etc.
  • This option is available under the menu “ Transactions -> General Payments “
  • We can create a general payment by selecting create general payment on the right side of the page.

For creating we need to enter the following details. Date, name of Party, Expense Account to which the amount is debited and Paying Account to which the amount is credited and we must also add Reference, Description and Amount and click Save.

General receipts (Entering the income to Association – bank interest, income from advertisements etc)

  • General receipts option mainly intended to capture the income to Association.
  • This option is available under the menu “Transactions -> General Receipts “
  • For creating we need to enter the following details. Date, name of Party, income account to which the amount is debited and Paying Account to which the amount is credited and we must also add Reference, Description and Amount and select save.

0We can use this option for collecting the other income from owners (Eg: Club houseusage fee, which we don’t wish to include in the owner accounts)

Cash/Bank transfers (Entering cash deposit/ bank withdrawal etc)

  • This option is to enter the cash deposit and cash withdrawal, cash to cash, bank to bank transfers
  • Option is available under “ Transactions -> Cash/Bank Transfers”

or creating this, we need to enter the following details. Date ,From Account ,To Account, Reference, Description and Amount .

Basic Settings

Site Settings

All configurable elements of your site is provided under Menu > Settings > Site Settings.Caption and reply email address are two mandatory fields. The content of email signature field will be added to each email send from your site. Any extra information you want to send along with dues statement and dues receipts can be provided using the respective message fields.

Adding Users

You can view list of users and create new users under Menu > Settings > Users. Once created, the Admin can forward the information to the house owner.

Reset Password

Click 'edit' link to change password and name of a user. The Login-name (created at the time of creating a user) can't be changed once created. You have to delete the user and create new user with desired Login-name.

Creating Accounts

Unity Living comes with commonly used accounts in an Association. You can create any number of accounts you want by going to Settings > Accounts > Create Account as shown below.

Accounts are categorized in to five. Asset, Liability, Income, Expenditure and Other.

You have to create all bank and cash accounts under Asset category.All income accounts under income and expense under Expense category. While creating cash and bank account, if it is used for receiving and paying money then you should mark it as transaction account. In addition to that select cash if it is cash account.

Adding Reply Email

We can set association email address as “ reply email “ so that when someone responds to the communication sending from the software and alerts regarding “ creation of service requests “ it will automatically goes to this email id.This option is available under Settings -> Site Settings -> Reply Email

Fine Settings

Fine settings are created by support staff. You can edit name, description and fine account. Fine settings are used when creating charges, if applicable.

Paying Salary Advance to Staffs

Situation 1: Loan (Association provide loan to staffs and recollect the amount on monthly installment basis)

  • Create an Asset Account with name “ Staff Loan XYZ “
  • Create Journal Voucher while releasing the loan to the staff
    • Debit : “Staff Loan XYZ”
    • Credit Cash / Bank Account
    • Amount: Actual amount paying to the staff as Loan
  • Create another Journal Voucher while giving monthly Salary
    • Debit :Salary Account
    • Credit: Cash/Bank
    • Amount: Total salary including loan installment amount.
  • Create another Journal Voucher while cutting the loan installment amount from salary
    • Debit account : Salary Account
    • Credit Account “ Staff Loan XYZ”
    • Amount: Loan installment amount
  • Perform Step 3 and 4 until the staff repay the complete loan amount.

Situation 2: Advance (Association provide salary advance and recollect the amount in next month’s salary)

  • Create an Asset Account with name “ Salary Advance XYZ “
  • Create Journal Voucher while releasing the advance to the staff
    • Debit : Cash / Bank Account
    • Credit: “Salary Advance XYZ”
    • Amount: Actual amount paying to the staff as Advance
  • Create another Journal Voucher while giving monthly Salary
    • Debit :Salary Account
    • Credit: Cash/Bank
    • Amount: Total salary including advance paid earlier.
  • 4.Create another Journal Voucher while cutting the advance amount paid earlier from salary
    • Debit account : Salary Account
    • Credit Account “Salary Advance XYZ”
    • Amount: Advance amount paid earlier.

*XYZ: Name of the staff

Adding Owner and House Details

We can keep the details of Apartment, Owner, Tenant etc under house details. This feature is available under “Manage -> Houses “

Financial Year End Process (One time activity to perform at the end of Financial Year)

Change in Financial Year and necessary adjustments required in Unity Living. Accounting System in Unity Living is based on the Financial Year model suitable for Indian scenario to support yearly auditing and budgeting purpose. On 1st April 2013, we will be moving to the new financial year and it is important to change the financial year in the web application unity living. In the new financial year, you can see fresh account information unless you carry forward the dues, advances, bank/cash details, depreciation information etc from previous financial year. But it is not mandatory that you need to carry forward the dues/advance to new financial year as soon as you change the financial year. You can do this later once you complete updating the transaction details in the financial year 2012 -2013. Reversing the process, after transferring the account data to new financial year ( 2013-2014) will result in wrong account data. So we would recommend you to complete the activities in the financial year 2012-2013 before carry forward (transfer) the accounts data to the new financial year. Please make the following adjustments in Software to change the financial year.

  • Step 1: Log in into Unity living using your “Admin “account.
  • Step 2: Click on Settings - > Financial Year
  • Step 3:Select the value under “ Financial Year end processing “ in the drop down box to “ 2013-2014 “ and click on “ Process “ ( Refer the picture shown below) After performing the above, the financial year in the software will become “2013- 2014”
  • Step 4 (After performing everything related to the current financial year transaction entries): (Optional Step – Perform this only after you completely updating the transactions in the financial year 2012 -2013). To carry forward the dues and advance from the previous financial year (2012-2013 to 2013 to 2014), please perform the below mentioned procedure Click on “Click on Transfer Balance Dues of – 2012 to 2013 “

Note: If you wish to view any transaction in the past financial year ( 2012 -2013), you can perform this on changing the financial year ( You need to change this only for your session) It is important to put tick on “Current Session Only” while performing this. Otherwise financial year of all other users will change accordingly. If you find any difficulty to perform this, please get in touch with Unity Living Support after completely updating all the transactions in the financial year 2012-2013