Example: Water and wastewater billing

This article explains how to calculate operating costs using your eTASK.FM portal, using "water and wastewater billing" as an example.

• The company must exist

1. Create a location (Portfolio (BIM) - Property Register - Locations).
   

2. Create a building cost center for this property (Basic Data - Cost Centers). In the Cost Center Type column, select the value “Building Cost Center.”

Note: The name of a building cost center is usually the name of the building to which it refers.

3. Create a building record (Portfolio (BIM) - Property Cadastre - Building). In the Cost Center dropdown menu, assign the building cost center created in Step 2.
   

4. Create at least one floor in the building (Floors section in the Building).
   

5. Create three room records on the floor (Rooms section on the floor). For each room, specify the usage type “2.1 | Office space” and the leasable area in the Usage Type (DIN 277-2) section, and check the Leasable checkbox in the Ownership/Leasing section.

6. Create three G/L accounts (Control Panel - Property Management - Property Accounting/Cost Entry - Chart of Accounts - G/L Accounts).

1. A general ledger account for billing water costs, e.g.:
   General Ledger Account: 40020
   Description: Water supply costs

2. A G/L account for billing sewage costs, e.g.:
   G/L account: 40021
   Description: Sewage disposal costs

3. A G/L account for the operating cost adjustment, e.g.:
   G/L account: 00001
   Description: Operating cost adjustment [Company] VAT0 (replace the placeholder [Company] with the name of your company)

7. Create a service charge category group for service charge billing (Control Panel - Property Management - Service Charge Billing - Service Charge Billing Profiles - Cost Categories - Service Charge Category Groups).

8. Create two cost types for the operating cost type group. Select the allocation type "rentable" for both.

1. A service charge type "Water - Costs for Water and Sewage". Assign the G/L accounts "Water Supply Costs" and "Sewage Disposal Costs" to this.

2. A service charge type "Service Charge Back Payment". Assign the G/L account "Service Charge Back Payment [Company] VAT0" to this.

3. Create an allocation key for the building (System Control - Property Management - Operating Cost Settlement - Operating Cost Settlement Profiles - Allocation Keys - Building Allocation Keys). Enter "Number of People" as the allocation key description and select "Number|Units" as the allocation key basis. Enter the unit "pcs." Finally, select the building and enter a description for the allocation key.

9. Open the Configuration Manager (Control Panel - Property Management - Operating Cost Billing - Configuration of Operating Cost Billing Profiles - Configuration Manager). Open the Add Allocation Key tab. Enter the first month of validity and select the building and the allocation key. Click Load Rooms. Then select the rooms you have created and assign the selected allocation key to them.

10. Assign an operating cost factor to the building for the selected usage type. To do this, click on "List of Default Operating Cost Advance Payments for Rentals" under "Additional Data" in the building's toolbar. Create a new record, select the building, usage type, and cost type, and enter the factor.

11. Create a lease agreement (Property Management - Leasing - New Lease Agreement). The period must begin no later than the start of the operating cost billing year and last at least until the end of that year. Assign the rooms created in step 5 to the period and apply the operating cost factor. The operating cost prepayment for water for the rooms is calculated as the number of people in the room multiplied by the operating cost factor.

12. Create an incoming invoice for water supply and one for wastewater (Property Management - Property Accounting/Cost Entry - Incoming Invoices - New Incoming Invoice). The invoice date must fall within the billing year. In the invoice items, select the appropriate G/L accounts and choose "Year" for the period and "Building" for the distribution. The Buildings section will appear. Select the building. Approve the invoices.

13. Create a billing year for the operating cost statement (Property Management - Operating Cost Statement - Statement). Under Actions, click Create Billing Year and enter the billing year. Select the billing period and, if applicable, the payment due date, then click Create.

14. In the menu tree, click on the billing year, the property, and the building.

15. Under Actions, click Calculate Building. Confirm the message by clicking Calculate Building.

16. After the calculation, you can view and review the operating cost calculation (select Cost Types - Costs (∑ Cost Items) in the toolbar under Data).

17. In the menu tree, click on Tenant Invoices and Year. Under Reports, click on Tenant Invoices (Period). The tenant invoices can now be reviewed.

18. If you have successfully reviewed the tenant invoices, click on "Substantive Review Completed" under Actions.

19. Under Actions, click Payment Term and enter a date.

20. Under Actions, click Export to Cost Entry.

The invoices are assigned a document number and transferred to eTASK.Cost Entry. They are recorded as outgoing invoices and can be processed further like any other outgoing invoice. Tenant invoices can be opened and printed in the Billing form (Property Management - Operating Cost Billing - Billing). To do this, go to the Tenant Invoices menu level and select the individual tenant invoices.

Tip: See here how you can download all cost documents relevant to a tenant invoice as a PDF document: 📄 Alle betriebskostenrelevanten Rechnungen zu einem Mieter in einem Jahr als PDF-Datei herunterladen IC2201

📄 Betriebskostenart anlegen IC1654

📄 Gebäude berechnen IC1673

G 📄 Gebäudekostenstelle erstellen IC1618

📄 Gebäudeumlageschlüssel anlegen IC2242

📄 Umlageschlüssel zu Räumen hinzufügen IC2240

📄 Umlageschlüssel aus Räumen entfernen IC2241

📄 Manuell Kostenarten dem Zeitraum zuordnen IC1665

📄 Mietverträge anlegen IC1348

📄 Das Standortformular IC1262

📄 Das Gebäudeformular IC1263

📄 Das Etagenformular IC1264

📄 Das Raumformular IC1233

📄 Konfigurationsmöglichkeiten IC9300

📄 Betriebskostenabrechnung IC2353