This article describes the standard scenario for operating cost billing using eTASK.OperatingCostBilling. Once you have a solid understanding of this scenario, you can begin exploring special cases by relating them to this standard scenario.
This scenario describes:
Settlement for a building or the rooms it contains
Billing period: 1 year
The tenants have rented the rooms for the entire period
Allocation of any operating cost elements
Proportional allocation based on the allocation parameter
If you would like to understand the standard scenario using an example: 📄 Beispiel: Wasser- und Abwasserabrechnung IC1616
Prerequisite
The following data records must be available:
Company
Location
A building with at least one floor
Building cost center for the building
Procedure in the FM Portal
Open the building record (Portfolio (BIM) - Real Estate Cadastre - Building). In the Identification section, assign the corresponding building cost center in the Building Cost Center dropdown menu.
In the Floors section of the building, open the floor already assigned to the building. In the Rooms section, create three room records on that floor. For each room, enter the leasable area in the Area Values section and check the Leasable checkbox in the Ownership/Leasing section.
Create G/L accounts for each billing item that you want to track individually (Control Panel - Property Management - Property Accounting/Cost Entry - Chart of Accounts - G/L Accounts).
Tip: If you have already created a chart of general ledger accounts in 📄 Vorbereitende Arbeiten Betriebskostenabrechnung IC2342 for using eTASK operating cost billing, you can skip this step.
If you need to apply different VAT rates for different tenants, create separate G/L accounts for this purpose. Examples of G/L accounts: "Operating Cost Arrears VAT 0%," "Operating Cost Arrears VAT 19%," "Sewage Costs," "Stairwell Cleaning," "Heating Costs."
Tip: Start by focusing on just one billing item to better understand the operating cost statement.
Create a building allocation key (Control Panel - Property Management - Operating Cost Statement - OC Statement Profiles - Allocation Keys - Building Allocation Key).
Example: Water is billed per person in the rental unit. Therefore, the basis “Number | Units” is required.
Open the Configuration Manager (Control Panel - Property Management - Operating Cost Settlement - Configuration of Operating Cost Settlement 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. The rooms to which the allocation key has not yet been assigned will be loaded. Then select the rooms you have created and assign the selected allocation key to them.
Example: For the building key created, the value "2" means that the room is billed for 2 people.
Recommendation: Never change or delete an existing room allocation key. Instead, first close the old room allocation key (by entering the end date) and then create a new one with the current values. This way, the history is traceable at any time.
Create an operating cost type group for operating cost billing (Control Panel - Property Management - Operating Cost Billing - Operating Cost Billing Profiles - Cost Types - Operating Cost Type Groups).
Then, in the "General Ledger Accounts to Operating Cost Type Groups" section, assign the general ledger accounts created in step 3 or earlier that relate to the group to the group.
Note: In this scenario, this assignment is only required for exporting the back payments as outgoing invoices to cost accounting. You can find more detailed information on the significance of the operating cost type group here: B 📄 Betriebskostenart anlegen IC1654
In the Operating Cost Categories section, create the operating cost category for each location that you want to bill. Select the allocation type “VM|rentable”.
Note: Only for the operating cost type "Operating Cost Advance Payment" should you select the allocation type "DIR|Direct Costs". Additionally, enable the "Automatically assign to new rooms" feature for this operating cost type in the Details section.
Then, in the G/L Accounts section for the operating cost type, assign at least one G/L account to each operating cost type. The costs entered are allocated to the operating cost type via this assignment. If you want to assign the costs of multiple G/L accounts to an operating cost type, you can do so by assigning the corresponding G/L accounts here.
Tip: After you have created all operating cost types for a location, you can copy them to another location via the Configuration Manager under Control Panel - Property Management - Operating Cost Settlement - Configuration of Operating Cost Settlement Profiles - Configuration Manager.
Open the Configuration Manager (Control Panel - Property Management - Operating Cost Billing - Configuration of Operating Cost Billing Profiles - Configuration Manager). Open the Buildings: Cost Types tab. In the Location Source field, select the location for which you created the operating cost types in the previous step. The buildings associated with that location will load in the lower section. Select the buildings for which you want to apply the location’s operating cost types and click Apply / Update at the bottom of the table.
Assign the allocation key to the operating cost type (Control Panel - Property Management - Operating Cost Settlement - Operating Cost Settlement Profiles - Cost Types - Operating Cost Types per Building).
Note: For the allocation type "DIR|Direct Costs" only, do not assign a building allocation key.
Specify the operating cost factor for the operating cost type for the usage types of the rooms created in Step 2. To do this, open the Rental Configuration Manager under System Settings - Property Management - Rental - Configuration Manager. In the opened tab "Default Settings for Base Rent and Operating Cost Advance Payments," select the building. In the list below, click the room usage type for which you want to specify an operating cost prepayment. Then, on the right-hand side, enter an operating cost factor per square meter for each assigned cost type. Using the Add Cost Types feature, you can add individual cost types to the room usage type.
Tip: Using the Add Standard Cost Types function, you can add the cost types that have been defined as standard cost types for the building. Using the Add All Building Cost Types function, you can add all cost types stored in the portal.
Tip: Alternatively, you can also proceed via the building record: To do this, click on "List of Default BK Advance Payments for Rentals" under "Additional Data" in the building and create a new record.
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 2 to the period, applying the operating cost factor. The operating cost prepayment is calculated automatically.
Enter incoming invoices for water supply and disposal costs (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.
Create a new billing year (Property Management - Operating Cost Billing - Billing). Under Actions, click Create Billing Year and enter the billing year. In the Billing Period field, select "Annual" and click Create.
Tip: If the year has already been created, you only need to recalculate it. Calculate the operating costs for a year.
In the menu tree, click on the billing year, the property, the building, tenant invoices, and the year. Under Reports, click on Tenant Invoices (Period). Review the tenant invoices.
If you have successfully reviewed the tenant invoices, click on "Physical Verification Complete" under Actions.
Under Actions, click Payment Date and enter a date.
Under Actions, click on Export to Cost Entry.
The invoices are assigned a document number and transferred to cost accounting. They are recorded as invoices and can be processed like any other invoice, e.g., generating the invoice as a PDF and printing it or sending it electronically to the tenant.
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