Units
Units are the individual properties — usually apartments, houses or commercial units — that make up your OMC.
Each unit has its own service charge account and is allocated a portion of the budget, through the lease schedule determining what share of the annual service charge it is liable for. Units can be further classified by type, category, area and core to reflect the physical layout of the development and to support flexible charge apportionment. Type & Category are used to drive the apportionment, where as Type, Category, Area and Core can all be used to drive communications.
Each unit tracks its contacts — owners, residents and keyholders — along with a full financial history of charges raised and payments received. The arrears stage field allows the OMC to track where any unit sits in the debt collection process should payments fall behind.
One unit can have many owners associated to it, likewise a single owner may own multiple units.
List View
Section titled “List View”
| 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 firstline 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
Section titled “Detail View”
| 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 firstline 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 |
| 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 |
| 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
Section titled “Available Actions”| Action | Description |
|---|---|
Add | Add to this unit |
| Create Request | Create a new service request related to this unit |
| Add Reminder | Log an action as a reminder to do something in the future related to this unit |
| Log Completed Action | Log an action that has already been completed against this unit |
| Add Note | Click to add note visible to agency staff |
| Add Contact | Associate additional contacts to this unit |
| Transfer Unit Ownership | Formally record the transfer of this unit to new owners |
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. |
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
Section titled “Related Tabs”| Main | Shows the main form fields as described above | |
| 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. | |
| Transactions | Full transaction history for this unit, including service charges raised, payments received and any adjustments. | |
| 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.
| 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.
| 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.