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Service charge user defaults

Zenya Allen
Zenya Allen
  • Updated

Included below are the User Defaults for Service charge.

 Note

You will need access to User Defaults, to edit your default settings. These can be accessed by those who have the correct permissions

This article includes: 

Add additional expense items to budget items

You can add additional expense types to your budget item list.

  1. Click Defaults on the main toolbar
  2. Click User Defaults on the dropdown menu
  3. Click VAT and Disbursements
  4. Click on the Expenses tab
    1. Expense - On the next blank line, enter the name of the expense you wish to add
    2. Tax Deductible - Tick if it applies to the new expense you are adding
    3. Tax Category - Select Property Repairs... from the dropdown menu
    4. Sinking Fund - Tick if it is a sinking fund expense item, as these are listed separately  
    5. Click OK
  5. Click Close

The expense will now be available for you to use in the budget items list.

Add Section 153, 158 and 166 documents

The Legal Notices for Section 153, 158 and 166 are not included as part of CFPwinMan software. It is your responsibility to source these from your legal representative.

Save the documents to the Letters folder.

  1. When you have these documents available, save them to your Letters folder. The folder is located in your drive CFPwinMan32 > Letters folder
  2. If you are unsure of the folders location:
    1. Click Defaults on the main toolbar
    2. Click User Defaults on the dropdown menu
    3. Click on the Paths + WP Options tab
    4. In Document Path on the left column, the file location is listed

To link the documents to your defaults:

  1. Click Defaults on the main toolbar
  2. Click User Defaults on the dropdown menu
  3. Click Preferences 
  4. Click the Property Lease Details tab
    1. In Legal Notices, click the ... dots to search for the corresponding document
    2. Tick Notice Required if you want these documents to be processed for all relevant invoices
    3. Click Yes to confirm 
  5. Set the days in Section 166 Due date number of days
  • Section 166 will be attached to all Ground Rent invoices
  • Section 158 to all Service Charge invoices
  • Section 153 for all Admin fee invoices

Set up instalment plans for leaseholders payments

If any of your leaseholders have a payment plan arrangement where it has been agreed they don't have to pay as per the management agreement, select S - Single on the Service Charge Schedule. This enables you to set a different payment term for each of the leaseholders.
For more information on How do I set up an instalment plan for block management, click here

You will also need to set up the permissions to apply instalment plans on receipts.

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. Click the Service Charges tab
  4. Click to tick Apply instalment plan on receipts 

Add standard schedule templates for selection when creating a new schedule

If each year you are setting up new budgets with a similar schedule, you can set up some default schedules in User Defaults.

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. Click the Service Charges tab
    1. In the Schedule Definitions, type the name of your Schedule Template i.e. Garden flats
    2. Tick To Mgmt Co 
  4. Click Schedule Definitions
    1. Click in the first blank line, click the black arrow, then select the expense item
    2. Continue until all your items are listed
    3. Click Save and Exit

This will now be available for you to select when adding a new service charge schedule.

Add footer text to service charge, budget and balancing reports

Default Footer text can be added to the service charge, budget and balancing reports.

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. Click Preferences
  4. Click the Stationary tab
  5. Click the Service Charge Reports tab
    1. Add Footer text in each of the three boxes, Service Charge, Budget and Balancing reports
    2. Click Close
  6. Click Close

Add an accompanying letter to a confirmed budget report

An accompanying letter can be sent when producing the Confirmed Budget report.

First, you will need to set up your letter in the CFPwinMan word processor.
For more information on How do I create a letter, click here

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. Click Preferences
  4. Click the Stationary tab
  5. Click the Service Charge Reports tab
    1. In Budget Reports, click the ... dots to search for and select your saved letter
    2. Tick Accompanying Letter for it to always be pre-selected when producing the report
    3. Click Close
  6. Click Close