How to add arrears for a Service charge block

Zenya Allen
Zenya Allen
  • Updated

If you have taken over a block from another agency and they have given you a list of leaseholders in arrears, you will need to create a schedule called Arrears and allocate the owed amounts to each leaseholder.

You'll need to:

  • Add a schedule for leaseholders arrears
  • Add a schedule as an opening balance when taking over the management of a block
  • Allocate arrears to each leaseholder who owes money from a previous year

This article includes: 

Setting up the schedule

To create a new schedule for those leaseholders who are in arrears:

  1. Double click Properties from the side menu
  2. Click Search for Head Properties Only
    1. Search the relevant Property using Search Text by Name, Code or Status
    2. Alternatively, find the Property using Additional Options from the dropdown menu
    3. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click on the Property
  4. Click the spanner icon on the toolbar, Service Charge Administration
    1. Alternatively, click on the Unit Management tab
    2. Click Service Charge Administration
  5. The Service Charge Administration will display
    1. Add the new schedule with Start Date and End Date for the current year
    2. Schedule Name is Arrears for the years which the arrears were due
    3. Charge Period must be selected as S-Single

If you are unsure on how to add additional details to your new schedule, click here for more information on How do I set up a Service charge budget.


Setting up the budget

The arrears will be set up in the same way you would set up a budget for a block, but instead of selecting all the expense items, select either Outstanding Balance or Arrears.

If you don't have an expense type called Opening Balance or Arrears, these can be added in User Defaults.
For more information on Service charge user defaults, click here

  1. Follow steps 1 to 5 above in Setting up the schedule
  2. Click on the Schedule Name
  3. Click the graph with a magnifier icon on the toolbar, the Schedule Allocation
  4. The Schedule Allocation for .... will display
    1. The Start Date, End Date and Period will be as set up in the new schedule 
  5. Budget Items 
    1. Description - Click into the first empty row, click the dropdown arrow and select Arrears
    2. Amount - Enter the total amount of the arrears owing 

In the Contributions, the leaseholders will be listed. Enter the amount which each leaseholder owes. 

When the Contributions matches the total arrears amount, in the Budget Items, click to Confirm and Post.