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Introduction

When someone has an outstanding balance in their receivables account, penalties and interests can be applied, as dictated in the building’s rules and bylaws or in the declaration of co-ownership.

 

Requirements

Before you can apply penalties, you must have adopted a budget in the system.

 

Also, be sure that you configured the penalties in your portal’s settings.

 

Location

1) Login to UpperBee, then go in your property.

2) Under FINANCES, in the SUMMARY.

3) In the ACCOUNTING category, you will find the PENALTIES option.

 

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Once you are in the penalties interface, you will be able to consult all the penalties applied in the past.

 

Apply penalties

Under ACTIONS, select ADD PENALTIES.

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Penalties interface

The penalties interface includes the following options and features:

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A

Select the month for which you want to apply penalties to the receivable accounts. You can also choose to send the account statement to the residents by activating the option.

 
Note: The system allows you to apply the penalties on the account’s balance as of the end of the PREVIOUS month. For example, you won’t be able to apply the penalties to the accounts for the month of June until the month of July, which also allows the resident to resolve the issue before further actions are taken.

B

Rules set in the settings will be displayed here.

C

Accounts with an outstanding balance eligible for penalties will be displayed here.

 

The account list contains the following:

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A

Resident/owner of the fraction.

B

Receivable account (main fees or other fees)

C

Amount of the monthly charges applied to the account

D

If a collection file is open, the step, status, and date of the last update to either information.

E

Account balance at the end of the selected month

F

Account balance today.

G

Suggested amount (flat fees and interests)

H

Penalties that will be applied to the account and a note explaining the charges

I

Options to apply or remove penalties.

 

Apply penalties

1) Verify the suggested amounts. If there are any changes to be made to the amounts, enter them in the PENALTY TO APPLY section with the justifying note. The note will appear on the resident’s account statement. If the section is left blank, the penalty rules will appear in that section.

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2) To apply the suggested penalties to all accounts, click on the checkmark at the top of the column. To apply it only to specific accounts, click on the checkmark in each row. 

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3) To delete the penalties from the list, click on the eraser icon. You can delete them all by clicking on the icon at the top of the column, or delete specific ones by clicking on their respective icon.

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4) At the bottom of the webpage, click on APPLY PENALTIES.

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Credit or delete a penalty

Penalties can be removed two ways : they can either be credited or deleted.


If a penalty is credited, a second transaction to remove the penalty will be applied to the account statement of the resident. Preferable to justify the transactions and keep an audit trail.

 

If a penalty is deleted, it is removed entirely from the list of penalties as well as the resident’s account statement. Preferable if the penalty was applied by mistake.

 

1) Find the penalty, then to into its detail. 

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2) Under ACTIONS, select the applicable option.

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3) For a credited penalty, add the credited amount in the appropriate sections, add the date at which the penalty has been credited, add a justification in the notes (will be included in the account statement) and click OK.

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4) For a deleted penalty, click OK in the popup window to confirm the action.

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Frequently asked questions


Q: I'm a manager. When a collection file was opened by UpperBee, the charges that I deleted reappeared. Why?


A: When UpperBee opens a collection file, it will automatically apply penalties to the resident's account on the outstanding balance of the 3 months prior to the opening of the collection file. When a penalty is deleted, no traces are kept of said penalty. Therefore, because there is no penalty for that month, the system reapplied the penalties. However, if a penalty is credited, the charges won't be reapplied.