Billing settings — User Guide

What you set up here

Five pages under Settings , in the Billing & Financial Rules group, prepare the ground for billing. Set them up once, before you create the first billing rule.

Billing Configuration	Society-wide switches: the financial year, waivers, signed vouchers and document reminders.
Fee Types	The names of the charges you bill, such as Maintenance Fees or Water Charges.
Billing Frequencies	The cycle names offered on a billing rule, such as Monthly or Quarterly.
Payment Ledger Settings	Which ledger account each payment mode is received into, and the voucher type its receipt is issued under.
Journal Voucher Configuration	The society's voucher types and their numbering series, and which type each voucher-creating event posts under. Covered in chapter 9.

GST is not set here. It is switched on and given its rate on each billing rule (chapter 11).

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Settings: every list and switch the other modules depend on.

Billing Configuration

Open Settings and click Billing Configuration .
Change the fields you need.
Click Save Configuration .

Field	What it does
Financial Year Start Month	The month in which the society's financial year begins. April unless you change it. It is shown with the society profile on the Dashboard.
Fee Waiver Requests	When on, staff whose role has the Waivers permission can raise a waiver request on an invoice. When off, only the Superadmin and Manager can. See chapter 15.
Require Authorized Signatory on Journal Vouchers	When on, a journal voucher is not considered fully authorized until a signed copy is uploaded with the signatory's name. See chapter 9.
Always Show Waiver Approve/Reject Controls	Controls when the waiver approval panel is offered to approvers on an invoice. See chapter 15.
Remind before expiry (days)	How many days before a resident's document expires the reminder email is sent. 0 to 365. Enter 0 to turn reminders off. See chapter 5.

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About the wording on screen

The page describes Fee Waiver Requests as letting residents submit requests. Residents cannot raise a waiver themselves. The switch decides whether staff other than the Superadmin and Manager may raise one.

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Fee Types

A fee type is the name of a charge. Every billing rule and every one-off bill is raised under one fee type, and the name appears on the invoice line. A new society starts with Maintenance Fees, Sinking Fund, Non-Occupancy Charges, Facility Charges, Penalty Charges, Water Charges and Common Area Maintenance.

Open Settings and click Fee Types .
Click Add Fee Type .
Enter the Name, for example Lift Maintenance, and if you wish a Description of when it applies.
Leave Active ticked and save.

Names must be unique in the society. Capital letters do not make a name different.
The Used In column shows how many active billing rules use the fee type.
An Inactive fee type is hidden from the billing rule form. Archive takes it off the list; View Archived shows archived ones, where you can Restore them.
A fee type that an active billing rule still uses cannot be deactivated or archived. Change or archive the rule first. Old invoices do not block it.
An archived fee type can be deleted permanently from the archived list.

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Billing Frequencies

A billing frequency is the cycle name you choose on a billing rule. A new society starts with Monthly (every 1 month), Quarterly (3), Half-Yearly (6) and Annually (12).

Open Settings and click Billing Frequencies .
Click Add Billing Frequency .
Enter the Name and the Interval months, a number from 1 to 12, for example 2 for a bi-monthly cycle.
Add a Description if you wish, leave Active ticked and save.

Activating, archiving and restoring work exactly as for fee types, and a frequency used by an active billing rule cannot be deactivated or archived.

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How a frequency drives billing

The Interval months is how often a rule with this frequency raises a bill: 1 bills every month, 3 every third month, 12 once a year. The rule's amount is charged once per cycle, exactly as entered. Cycles are counted from the rule's Effective from month. See chapter 11.

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Payment Ledger Settings

When a payment is recorded, the money is debited to a ledger account. By default every payment goes to the Bank Accounts Ledger. Use this page if different kinds of payment should land in different accounts, for example cash into a cash-in-hand account and gateway payments into a Razorpay settlement account.

Open Settings and click Payment Ledger Settings .
Find the row for the payment mode: Cash, Cheque, Bank Transfer (NEFT/RTGS), UPI or Payment Gateway.
Choose the Receiving Ledger. Choose Default (Bank Accounts Ledger) to go back to the default.
Choose the Voucher Type the receipt is issued under, or leave it on Default. This is the same setting as the mode's row on Voucher Mapping (chapter 9).
Click Save on that row. Each row saves its ledger and its voucher type together.

The settings apply to payments recorded after you save. Receipts already posted are not changed.
The receiving ledger also applies to other income paid by the same mode. Other income's voucher type is set separately, on Voucher Mapping.
Only active ledger accounts are listed. Create the account in the Ledger first (chapter 8).
The page needs the Billing Rules edit permission.

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Common problems