24. Troubleshooting and glossary

The system refuses to deactivate or archive a record that live work still depends on. The message names what is using it.

• A ledger account or bank account: it is still assigned somewhere, for example to an active billing rule, a payment mode, the petty cash vault, a vendor or an asset. Point that item at a different account, then try again. The primary bank account cannot be deactivated until another account is made primary. The system's own ledger accounts cannot be deactivated at all.
• A fee type, flat type, billing frequency or category: something active still uses it. Change or archive the records that use it first.
• A vendor: it has expenses waiting for approval. Approve or reject them first.
• An owner cannot be moved out: the flat still has a tenant, or the flat has unpaid bills.
• Nothing inside a tower can be changed: the tower is inactive or archived. Activate or restore it from the Towers list.

History never blocks. Old invoices, posted vouchers and past payments stay exactly as they are when the record they point to is archived.

Delete permanently is offered only on archived records and is refused, with the reason, while protected data still uses the record. It cannot be undone.

Imports are done by a background service on the server, called the worker, so that large jobs do not slow the screens down. If the worker is not running, the job waits.

• The import says it is waiting for the import worker to pick it up: the worker is stopped. Nothing is wrong with your file. Contact the Platform Admin. The import starts by itself once the worker is back; you do not need to upload again.
• A second file stays Queued while another is Running: that is normal. Only one import runs at a time for a society and the others wait their turn.
• An import is stuck and you want it gone: use Pause / Cancel under Active Imports. Rows already imported stay imported.

Work down this list. The first match is usually the answer.

1. The flat is inactive or archived, or its floor or tower is. Inactive flats are left out of billing.
2. No billing rule covers the flat. A rule applies only when its tower, floor and flat type match the flat. A blank scope means all. Flats that match no rule are counted as skipped.
3. The rule is inactive, or the billing period is outside its dates. The first day of the billing period must fall between the rule's Effective From and Effective To.
4. The flat was already billed. There is one invoice per flat, per rule, per billing period. If one exists and is not cancelled, the run counts it as already billed and does not make a second. Look for it in Invoices.
5. It is not the rule's billing day yet. Automatic generation runs just after midnight on each rule's billing day and bills the month that day falls in.
6. The rule is per sq. ft. and the flat has no area, so there is nothing to multiply. Enter the flat's area.
7. The worker was not running at the time. See the section above.

For a single flat that needs a bill now, raise one from Additional Bills .

This is not a fault. A payment by Cheque or Bank Transfer is recorded first and confirmed later, because the money has not reached the bank yet. Until someone confirms it, the invoice stays in Processing. Cash and UPI payments settle at once and never show Processing.

1. Open the invoice. The panel on the right shows the payment that is waiting.
2. When the money is in the bank, click Mark Paid . The invoice becomes Paid or Partially Paid and the receipt becomes available.
3. If the cheque bounced or the transfer never arrived, click Mark Failed and enter the reason. The invoice reopens for payment and the failure stays in Payment History.

• Both buttons need the Record Payment permission.
• While an invoice is in Processing it is not moved to Overdue and no penalty is added. Clear old Processing payments regularly; the status filter on Invoices finds them.
• An online payment that left the resident's bank but did not mark the invoice paid is a different problem: the Razorpay webhook is not set up. See the Online payments chapter.

Every form locks its buttons on the first click, so a double-click records only once. As a second safeguard the system ignores an identical form sent again within a few seconds. You then return to the page with the message "This form was already submitted a moment ago, so the repeat was ignored."

• Check before you submit again. Open the list (Invoices, Journal, Petty Cash, Vendor Expenses and so on): the first submission is normally already there.
• If it genuinely is not there, wait about five seconds and submit again, or change a detail such as the remark.
• Recording the same payment again later, from a freshly opened form, is allowed and creates a second record. Cancel or reverse the extra one if it was a mistake.

Each module depends on a few settings. The panel at the top of the page tells you about them.

• The first time you open a module it lists every setting that module uses, under Settings used by this page . This is information, not an error. Each person sees it once per module.
• After that it appears only while something is missing, under Some settings for this page are not configured yet . For example, Vendors with no vendor categories.
• Configure takes you straight to the setting. Once it is filled in, the note stops appearing.
• The cross hides the note for now. It does not fix anything, and the note returns while the setting is still missing.

You do not send these. They go out when the event happens.

• "The flat's residents" means the owner, co-owner, tenant and family members on the flat who have an email address on file. They do not need a login.
• No email address, no email. If a resident says they received nothing, check the email on their flat record first.
• The same email is never sent twice for the same event.
• Nothing is sent while the society is suspended.
• The wording of these emails is managed by the Platform Admin. If no emails arrive for anyone, the mail service or the worker is down: contact the Platform Admin.

These jobs skip a society that is suspended, and skip any feature that is switched off for the society. They need the server's background worker. If bills or reminders stop appearing on the expected day for everyone, tell the Platform Admin.

Accounting and system words used in this guide, in plain language.