Utility calculations setup

To set up utility calculations, it is required that buildings, rooms, meters, and lease agreements have been entered. Open the "Cost division" menu and select the building where you want to set up the utility calculations.

1. CREATING COST TYPES

• Click the gear icon in the upper right corner and select "Cost types" from the top menu.
• Click the "Add new" button in the upper right corner.
• Define whether the cost type is changing or fixed (the same amount each month).
• Set the cost type rule, i.e., the basis on which the cost will be allocated:
  1. Total area/heated area/calculated area – the cost is divided based on the square meters specified in the objects menu (Objects > Building > Rooms).
  2. Rooms equally – all participating spaces share the cost equally.
  3. Per meter reading – according to meter consumption.
  4. Shareholder quantity – a share or quantity according to measurement. For example, for parking space costs, each participant can enter the number of parking spaces they have. The cost is calculated by multiplying the unit price by the number of spaces or dividing the total invoice amount by the total number of spaces to find the unit price, which is then multiplied by the number of spaces allocated to the participant.
  5. Shareholder percentage – A percentage of the total amount.
• Name the cost type (the same name will appear on the invoice) and add any internal comments to the description field (these will not appear on the invoice).
• If this cost belongs to a cost group (i.e., different costs are summed together on the invoice), add the cost group.
• If this cost should be deducted from another cost, add the parent definition.
• Specify whether the cost is calculated based on the unit price or the invoice amount.
• Set the VAT rate.
• If there is integration with accounting software, you can set an article code.
• Set the unit you want to display on the invoice. If costs are allocated based on square meters, the unit should be "m²".
• If you select "summed invoice units," the invoice will show a quantity of 1 and the total amount as the price.
• Choose the number of decimal points for cost calculation. For costs based on meter readings, use 5–7 decimal places; for others, 2–4 is usually sufficient.
• Cost period: Specify whether costs are calculated for the previous or the current month.
• If you check the box for owner cost, the owner will be charged for vacant spaces. If you leave it unchecked, the cost of vacant spaces will be distributed among the other tenants.
• You can also make the cost type inactive if needed, for example, snow removal costs during the summer.
• Click "Save" to create the cost type.

2. CREATING COST GROUPS

A cost group consolidates various cost types under a single name, which is displayed on the invoice. Cost groups always show a summed total on the invoice without individual units, as costs with different units (e.g., m² and kWh) are often combined.

• Click the gear icon in the upper right corner and select "Cost Groups" from the top menu.
• Click the "Add New" button in the upper right corner.
• Fill in all the required fields marked with a red dot and Save

3. DEFINING PARTICIPATION/SHAREHOLDERS

• From the top menu, select "Cost dividing" and then click "Shareholders" from the left-hand side. Click "Edit".
• Check the box next to the spaces that should participate in the cost. For each cost, you will see the corresponding meters, square meters, shares, or percentages associated with the room.
• If a room participates in a cost, but the owner is responsible for paying it, check the box under the "Owner takes room cost" column.
• Save the changes.