Introduction

Diarised charges are not processed automatically and must be run manually for each billing period. 

Setting Up Diarised Charges Manually

1. Open the Development you want to set up the diarised charge for. 
   
   
2. Go to the Diarised Charges tab:
   
   
   
   
3. In the action panel on the left, click Add.
   
   
4. Complete the following fields:
   
   
   

1. Diarised Charge Name: Enter a descriptive name for the charge.
   
   
2. Diarised Charge Description: Add a description or press F5 to select from Standard Descriptions (if available in your system). Standard descriptions are set up under System > System Parameters and can be useful for consistent entries on invoices.
   
   
3. Advance Billing: Tick this option if you wish to bill for the period in advance; leave unticked to bill in arrears.
   
   
4. VAT Code: Select the VAT Code that will apply to this charge.
   
   
5. Diarised Charge Net Amount: Enter the amount (excluding VAT) that will be paid per billing period.
   
   
6. Charge Date Code: Choose a charge date code to set the frequency of the charge. This code does not have to match the charge date code for the entire development.
   
   
7. Next Charge: Select the initial date for the first charge. This field updates automatically after each run, showing the upcoming charge date based on the charge date code you’ve chosen.
   
   
8. End Date (Optional): Tick to set a final charge date or leave unticked if the charge should continue indefinitely.
   
   
9. Fixed Same Date (Optional): Tick this if you want both the Charge From Date and Charge To Date to match the Next Charge date. If unticked, the Charge From Date will be the day after the previous Charge To Date.
   
   Example: If the Next Charge Date is the 1st of October and the charge date code is quarterly (meaning the last charge was on the 1st of July):
   
   
1. With Fixed Same Date unticked: Charge From Date will be the 2nd of July and Charge To Date will be the 1st of October.
   
   
2. With Fixed Same Date ticked: both the Charge From Date and the Charge To Date will be the 1st of October.
   
   
10. No of Site Visits Per Year (Optional): Enter the annual number of visits for informational purposes (e.g. for bi-weekly contractor visits).
    
    
11. Posting To: Select Apportionment or Client and choose the appropriate option from the drop-down:
    
    
    
    
    
    

    Exited clients don't appear in the Client drop-down.
    
    
12. Posting Reference: Select PL Account to post the charge to a contractor or Journal Code to post it to a nominal. Or, click the box with the three dots to search for the contractor in the Lookup window that appears: 
    
    
    
    

1. Assigned Warranty (Optional): Link the charge to an existing warranty or maintenance contract if applicable. If a diarised charge is linked to a warranty, you'll need to approve it first as outlined here.
   
   
2. Charge Type: Select a charge type from the drop-down.
   
   
3. Budget Heading: Tick if using a budgeted development, then select the heading:
   
   
   
   
4. File Path (Optional):  Attach any files related to the charge, such as a service contract. Click the box with the three dots to browse and upload a file from your device or network. You can later view this by clicking Open File.
   
   
5. Click Save and Close:
   
   
   

You can print a QR Code for any highlighted diarised charge and attach it to your contract related to it.

Tick Include Deleted Diarised Charges to view the deleted diarised charges as well:

Importing Diarised Charges

To learn about importing diarised charges, refer to this article.

Amending and Deleting a Diarised Charge