Units

Units are the physical properties that make up your OMC — the residential or commercial units.

Each unit can have multiple contacts (people or organisations) associated to it — multiple owners, residents and letting agents are all tracked in the system, and can all be communicated with.

Each unit has its own service charge account and is reponsible to pay it’s allocated a share of the annual budget. The portion it is responsible for will be determined through the lease schedule.

A full financial history of charges raised and payments received is tracked against the unit.

Units can be classified by type/category for communications and to allocate the portion of the budget it will be responsible for.

Units can be further classified by area/core to allow you to communicate with different areas and sub areas within the OMC.

One unit can have many contacts associated with it; likewise, a single contact may own multiple units.

Units are one of the core concepts that makes OMC accounting different from a standard bookkeeping system. Service charges attach to the unit, not just the owner. When ownership transfers, solicitors confirm there are no outstanding charges, because if there are the outstanding balance stays with the unit and the new owner becomes responsible for the debt.

List View

View	Shows
All Units	All units in the development
Missing Owner Details	Units where owner contact details are missing

table_rows Show Columns

Column	Type	Description
Name	text	Unique name for the unit. Note, by default units are sorted by name, so use a name that sorts nicely. E.g. APT01, APT02 etc, is better to avoid APT1 sorting before APT10 in lists.
Address	text	This is the first line of the address. The remainder of the address will be added automatically from the OMC settings
Ext	link	This is a link to allow property managers and directors to view the unit as the owner will see it if they log in.
Owner	phone	Readonly - The name of the primary owner for this unit
Owner Phone	phone	Readonly - The primary owners phone number
Owner Email	phone	Readonly - The primary owners email
Billing Address OK	icon	Highlights if we have a billing address. If primary owner is an owner occupier or an owner with a billing address, we get a green check mark. If the primary owner does not live in the unit, and we do not have a mailing address, gets a red X to highlight the missing billing address
Type	picklist	The unit type (Apartment, House, Commercial) - See Unit Types for more info
Category	picklist	A sub-division of type, e.g. 2 Bed, Studio, 3 Bed etc.
Area	picklist	The area within the development this unit belongs to, e.g. street names or block names. See Areas for more info
Core	picklist	A sub-division of area, allowing further grouping within an area e.g. individual blocks within a street, or lift cores within an apartment block
Bedroom	number	Number of bedrooms in the unit.
Size	number	Floor area of the unit in square metres.
Floor	number	Which floor of the building the unit is on. 0 = ground floor, 1 = first floor above ground, etc.
Number of car spaces	number	How many car spaces are associated with this unit. Can be used to apportion schedules.
Payment Frequency	picklist	How often the unit owner makes payments — annually or monthly.
Arrears Stage	picklist	Where in the debt collection process this unit currently sits.
Fire Safety Checked	date	Date of the last fire safety inspection for this unit.
Car Space(s)	text	The name(s) of the car space(s) owned by this unit.

Detail View

table_rows Show Fields

Field	Type	Description
Name	text	Unique name for the unit. Note, by default units are sorted by name, so use a name that sorts nicely. E.g. APT01, APT02 etc, is better to avoid APT1 sorting before APT10 in lists.
Address	text	This is the first line of the address. The remainder of the address will be added automatically from the OMC settings
Owner Details	longText	Readonly - The name and billing address for the primary owner
Type	picklist	The unit type (Apartment, House, Commercial) - See Unit Types for more info
Category	picklist	A sub-division of type, e.g. 2 Bed, Studio, 3 Bed etc.
Area	picklist	The area within the development this unit belongs to, e.g. street names or block names. See Areas for more info
Core	picklist	A sub-division of area, allowing further grouping within an area e.g. individual blocks within a street, or lift cores within an apartment block
Bedroom	number	Number of bedrooms in the unit.
Size	number	Floor area of the unit in square metres.
Floor	number	Which floor of the building the unit is on. 0 = ground floor, 1 = first floor above ground, etc.
Number of car spaces	number	How many car spaces are associated with this unit. Can be used to apportion schedules.
Payment Frequency	picklist	How often the unit owner makes payments — annually or monthly.
Arrears Stage	picklist	Where in the debt collection process this unit currently sits.
Fire Safety Checked	date	Date of the last fire safety inspection for this unit.
Car Space(s)	text	The name(s) of the car space(s) owned by this unit.
This Years Charge	number	Total service charge levied on this unit in the current financial year.
Arrears	number	Amounts owing on charges issued prior to the current financial year.
Total paid this year	number	Total paid by the unit owner in the current financial year.
Discount Available	number	Percentage discount available for making full payment promptly.
Discounted Outstanding	number	Total amount outstanding, adjusted to allow for the available prompt payment discount.
Total outstanding	number	Total amount outstanding across all years.
Payments Per Year	number	Maximum number of payments accepted in the financial year.
Minimum Payment	number	The monthly payment amount based on making the maximum number of payments in the year. Any standing order being set up must be greater than this amount, otherwise the unit will be falling into arrears.
Plan Overdue	number	How much is overdue based on today's date, assuming monthly payments had been made. The owner would need to make this payment now and set up a standing order for the regular monthly payment amount.
Remaining Payments	number	Number of payment periods remaining in the current calendar year.
Required Payments	number	Amount of standing order required to clear all outstanding charges by the end of the year.
Contacts	grid	Contacts who are currently associated with this unit.
Role	link	Is this person an Owner Occupier, an Owner (aka Landlord), Resident or Keyholder
statusField	icon	Checked to show this person is currently active, i.e. they are not a past or future member
Person Name	link	The full name of the contact
Phone	text	The contact's phone number
Email	text	The contact's email address
From	date	Date this contact became associated with this unit (purchase date for owners, move-in date for residents)
Until	date	Date this contact ceased being associated with this unit (sale date for owners, move-out date for residents)
Notes	longText	Useful notes about this contact in this unit
Lease Portions	grid	The lease schedules this unit is a part of, and the portion allocated to this unit within each schedule.
Schedule	link	The name of the lease schedule
Portion	number	The portion allocated to this unit within the schedule. A schedule can have any number of portions across all units.
Percent	number	The percentage of the schedule budget attributable to this unit, calculated as this unit's portion divided by the total portions in the OMC
	text
Past Contacts	grid	Previous owners and residents of this unit.
Role	link	Is this person an Owner Occupier, an Owner (aka Landlord), Resident or Keyholder
statusField	icon	Checked to show this person is currently active, i.e. they are not a past or future member
Person Name	link	The full name of the contact
Phone	text	The contact's phone number
Email	text	The contact's email address
From	date	Date this contact became associated with this unit (purchase date for owners, move-in date for residents)
Until	date	Date this contact ceased being associated with this unit (sale date for owners, move-out date for residents)
Notes	longText	Useful notes about this contact in this unit

Available Actions

add

picture_as_pdf

visibility

Action	Description
add Add	Add to this unit
add_circleCreate Request	Create a new service request related to this unit
alarmAdd Reminder	Log an action as a reminder to do something in the future related to this unit
check_circleLog Completed Action	Log an action that has already been completed against this unit
add_notesAdd Note	Click to add note visible to agency staff
groupAdd Contact	Associate additional contacts to this unit
transfer_within_a_stationTransfer Unit Ownership	Formally record the transfer of this unit to new owners
picture_as_pdf Print PDF Statement	Print a PDF statement of all transactions. You can produce the statement just for this unit, or for all units belonging to the same owner.
visibility External View of this unit	Look at this unit displayed as it would be to the owner if they login to the system to view their unit details.

Related Tabs

home

lists

news

live_help

euro_symbol

attach_file

home	Main	Shows the main form fields as described above
lists	Actions	Tasks and action items associated with this unit, such as maintenance follow-ups or owner correspondence.
news	Notes	Internal notes and messages logged against this unit, visible to agency staff only.
live_help	Requests	Service requests raised by or on behalf of this unit, such as maintenance issues or queries.
euro_symbol	Transactions	Full transaction history for this unit, including service charges raised, payments received and any adjustments.
attach_file	Attached Files	Files and documents attached to this unit, such as lease agreements, correspondence or inspection reports.

Actions

Tasks and action items associated with this unit, such as maintenance follow-ups or owner correspondence.

Notes

Internal notes and messages logged against this unit, visible to agency staff only.

Requests

Service requests raised by or on behalf of this unit, such as maintenance issues or queries.

table_rows Show Fields

Field	Type	Description
Ref	link	Unique reference number for the service request
Title	text	Short summary of the service request
Description	longText	Full details of the issue or query being raised
Status	picklist	Current status of the request — Open, Resolved or Accepted
Created	dateTime	Date and time the request was originally submitted
Last Updated	dateTime	Date and time the request was last updated

Transactions

Full transaction history for this unit, including service charges raised, payments received and any adjustments.

table_rows Show Fields

Field	Type	Description
Ref	link	Unique reference number for the transaction — click to view full details
Type	picklist	The type of transaction, e.g. Service Charge, Payment, Credit Note, Bank Receipt
Date	date	The date the transaction was posted
Debit	number	Amount charged to the unit on this transaction
Credit	number	Amount credited to the unit on this transaction (e.g. a payment received)
Outstanding	number	Amount remaining unpaid on this specific transaction
Running Balance	number	Running balance on the unit account after this transaction has been applied
Notes	longText	Any notes recorded against this transaction
Matched	icon	Indicates this transaction is linked to a previous owner of the unit and will not be visible to the current owner if they login to the system

Attached Files

Files and documents attached to this unit, such as lease agreements, correspondence or inspection reports.

Examples

Creating a Unit

Add a new unit to the OMC, setting the name, type, category, area, and lease details.

format_list_numberedSteps(5)

1. 1Click [Units] on the main menu
2. 2Click on the new button
3. 3Enter the unit name — this is how it will appear throughout the system
4. 4Enter the unit's street address
5. 5Click on the save button

Adding a Contact to a Unit

Link an owner, resident, or letting agent to an existing unit so they appear on the contacts list and gain the access rights their role provides.

format_list_numberedSteps(13)

1. 1Click [Units] on the main menu
2. 2Open the unit to add the owner's contact details
3. 3Open the [Add] action menu
4. 4Choose Add Contact to associate an owner with this unit
5. 5Select Individual to create a new person record for the owner
6. 6Enter the owner's first name
7. 7Enter the owner's last name
8. 8Enter the owner's phone number
9. 9Enter the owner's email — used for statements and portal access
10. 10Enter the date the owner became associated with the unit
11. 11Select the role — Owner Occupier is typical for an owner who lives in the unit
12. 12Click Add Contact(s) to link the owner to the unit
13. 13Confirm to add the contact — the owner is now linked and appears on the Contacts tab

Editing a Unit

Update the details of an existing unit — name, type, floor, size, or billing address.

format_list_numberedSteps(4)

1. 1Click [Units] on the main menu
2. 2Open the unit to update its details
3. 3Update the address — ensure it is accurate for postal correspondence
4. 4Click on the save button

Printing a Statement

Generate a PDF service charge statement for a unit and download or share it with the owner.

format_list_numberedSteps(4)

1. 1Click [Units] on the main menu
2. 2Open the unit to print its account statement
3. 3Click Print PDF Statement to generate a printable version of the account
4. 4Choose to print the statement for this unit only

External View

Open the owner-portal view of a unit to see exactly what the owner sees — useful for supporting them when they report confusion about their account.

format_list_numberedSteps(4)

1. 1Click [Units] on the main menu
2. 2Open the unit to view it as the owner sees it
3. 3Click External View to see this unit exactly as the owner sees it in the portal
4. 4You can view the 'My Unit' page exactly as it would be presented to the owner(s) of the unit

Transferring Ownership

When a unit changes hands, use Transfer Ownership to close the previous owner’s link, record the new owner’s details, and carry any outstanding balance forward to the new owner.

format_list_numberedSteps(19)

1. 1Click [Units] on the main menu
2. 2Open the unit to transfer ownership
3. 3Open the [Add] action menu
4. 4Choose Transfer Unit Ownership to formally record the change of owner
5. 5Select Individual to create a record for the incoming owner
6. 6Enter the new owner's first name
7. 7Enter the new owner's last name
8. 8Enter the new owner's phone number
9. 9Enter the new owner's email so they can register for the portal
10. 10Select the role for the new owner
11. 11Enter the transfer date — the system calculates the outstanding balance on this date
12. 12The outstanding balance at the transfer date is shown — if non-zero, a credit note and balance-forward charge are created automatically on confirmation
13. 13Click Transfer Ownership to record the change of owner
14. 14Confirm the transfer — the system creates the balance-forward entry and updates ownership
15. 15The new owner is now the active contact on the unit
16. 16Click to Open Past Contacts Tab
17. 17The previous owner now appears on Past Contacts — their records are preserved but they are no longer the active owner
18. 18Click to Open Transactions Tab
19. 19Transactions before the transfer date show a warning triangle, indicating they are hidden from the new owner on statements and in the portal

Adding an Owner to a Second Unit

Where a contact owns more than one unit in the development, link their existing contact record to the additional unit rather than creating a duplicate contact.

format_list_numberedSteps(11)

1. 1Click [Units] on the main menu
2. 2Open the second unit to add the same owner
3. 3Open the [Add] action menu
4. 4Choose Add Contact
5. 5Select Choose Existing Contact to find Maeve Ryan without creating a duplicate record
6. 6Search for and select Maeve Ryan — she was created during the ownership transfer
7. 7Select Ryan from the contact search results
8. 8Select the role for Maeve on this unit
9. 9Enter the date the owner became associated with the unit
10. 10Click Add Contact(s) to link Maeve to Garden Flat
11. 11Confirm to add Maeve as owner of Garden Flat — she is now linked to two units from one contact record

Deleting a Unit

Remove a unit that was created in error. Deletion is blocked if the unit has any financial history — charges, payments, or outstanding balances.

format_list_numberedSteps(6)

1. 1Click [Units] on the main menu
2. 2Click on the new button
3. 3Create a temporary unit — it has no transactions so it can be deleted
4. 4Click on the save button
5. 5Click on the delete button
6. 6You would click [Delete] on the confirmation dialog