FAQ

Please refer list of topics below. If you did not find solution of your question. Write us on support@teamob.co.in

How to Start/Use add-on?

1. Upon successful install of theme. Close the spreadsheet.

2. Open your google drive and go to Housing folder (During installation add-on has created this to copy the theme)

3. Open the theme and visit Housing Society > Start

How to configure it before use?

1. Open the control panel/Sidebar (ignore if already opened). To open visit Add-ons > Housing Society > Start

2. Click on Settings. This will open setting sheet.

3. If you wanted to use SMS service. Subscribe it from any service provider of your choice.  Ask them to provide you SMS gateway URL, key and sender name

4. Update these details in B2 to B4

5. In B4 update TEST or LIVE. In case of TEST you will be able to see SMS API calls in popup.

6. Update expenses head in A8 to A40

7. Update total number of flats in F2

what is SIDE BAR?

In FAQ we have used the term side bar to represent the window opens in right of screen. This opens up when you click on Add-ons (Top Menu) > Housing Society > Start. The dashboard (First Screen) of side bar has buttons to access all the features. When you click on any button it will open another page along with related sheet. This sub page might have some other buttons/actions relevant for selected sheet only. To return back to dashboard, click on HOME icon present in top left of side bar.

what is home icon present in top left of side bar?

Home icon redirect back on dashboard (First Screen) of side bar if you have navigated down the pages. 

where to write details of flat?

1. Click on Unit button of control panel

2. it will open Master sheet. 

3. keep first entry "Others" as it is. This is to store unidentified transactions.

4. Follow the instructions written in control panel for each column. 

   1. 1. 1. 1. 1. • Wing: Wing number like A/B/C

                  • Unit: Apartment number like A101

                  • Name: Name of Apartment owner

                  • Mode: Maintenance payment mode. There are only 2 options Monthly or Yearly

                  • Maintenance Suggestion: Amount to be paid

                  • Live Status: Who is living in the apartment. Options are Owner or Rent

                  • Previous Year Balance: Total previous due available on apartment   

                  • Group: Select MC if person living in apartment is member of management committee

                  • Update vehicle details under column car1, car2 etc

5. This sheet has been designed to manage one year data. In subsequent years make copy of sheet and transfer apartment details only (Master sheet) along with sum of due amounts per apartment.

how to bill maintenance?

1. In control panel click on Bill Maintenance button.

2. Select payment mode. This will filter only those units where  billing preference is  same as selected payment mode.

3. If required filter the units on wing.

4. Enter billing date

5. In tabular section (A7:J7). Select unit. It will automatically populate name, default particulars and amount.

6. Repeat the process for all units to whom you wanted to bill 

7. Press Save button present in top right of side bar.

8. After save you will get a confirmation alert.

what is bulk maintenance present in side bar?

For fast billing, add-on offer provision to bill all apartments together. Hence there is no need to select the units manually. Here is step to do bulk maintenance

1. If you are not on maintenance page click on "Bill Maintenance" button

2. Click on bulk maintenance button present in top right of side bar.

3. This will open Bulk Maintenance page. 

4. Enter billing dates in cell A3

5. If you wanted to filter results on wing and billing frequency. Select it in B3, C3 (Optional)

6. Press "Generate" button present in side bar

7. This will populate all units with their maintenance amount in cell range A4 to E

8. Verify all entries

9. Make sure you have not billed any apartment for same month. If so delete the row to avoid duplicates. 

10. Press Save button present in side bar.

11. Upon success it will show you an alert.

I received payment. how i can register it?

1. Open the side bar. Ignore if already opened.

2. Make sure you are on dashboard of side bar. If not click on HOME icon present in top left of sidebar.

3. Click on Receipt button

4. This will open Payment sheets.

5. Cell number C4 and E4 can be used to filter the unit/apartment suggestion. If you dont want to filter delete it. To delete click on cell C4/E4 and press DELETE button of your keyboard.

6. Double click on cell A7 to see calendar. Click on date 

7. Click on B7 and type unit number or select from the list.

8. Upon selection of unit, it will automatically populate the name.

9. Click on E7 and select payment type. Below are the options

   • Maintenance: If the receipt is related to invoice you sent for maintenance.

   • Interest: If the receipt is bank interest.

   • Suspense: You dont know about the source of receipt.

   • Guest: If your society has guest house and this receipt is against its booking

   • Hall: If your society has community hall and this receipt is against its booking

   • Fine: If you are collecting this amount as fine

   • Late fee: If you are collecting this amount as late fee of maintenance (Only applicable if your society has implemented late fee for maintenance)

   • Others: If receipt is for some thing else not listed here. 

10.  Choose Mode (Cash/Bank)

11. Enter receipt number if you are issuing physical copy of  receipt for reference.

12. No need to write any thing under Due and Late fee column. This is just for your reference.

13. Enter Amount you are receiving.

14. Repeat the process if you have more receipts in sub subsequent rows.

15. Press Save button present in top right of side bar

I received late fee. how i can register it?

If you receive late fee along with maintenance receipt either in cash or in bank make two separate entry. eg if you receive payment of 3000 in bank from flat number A101 where 2800 is maintenance amount and 200 is late fee. Make entry in receipt form like below

what is due and late fee column in payment sheet?

When you select any unit to register receipt and choose "Maintenance" under Payment For column. Add-on automatically suggest total due amount pending on unit along with late fee. This is just for your reference and no need to edit it here.

I am on payment form. how to return back on dashboard?

If you are on any internal pages and wanted to return back on dashboard. Click on HOME icon present in top left of side bar.

How I can get receipt received report?

1. Click on receipt button present in dashboard of sidebar to open Reports sheet.

2. In cell B2 select Transactions. 

3. In cell D2 enter start date. In E2 enter end date. (Double click on cell to open calendar). Required date format is YYYY-MM-DD ie 2019-06-01

4. In cell G2 select the transaction type. If you wanted to view all transactions except entries of invoiced amount. Select "Excluding invoiced" in this cell.

5. Select Generate Report button  present in top right of sidebar.

6. To filter the result set for specific flat select flat number in cell I2.

7. To filter the result set for cash or bank entries select in I3 cell.

what is periodic income/expenditure report?

In bottom of summary sheet you can view monthly income and expenditure. But if you wanted to view income and expenditure for a selected period, this report is useful.

1. In dashboard of sidebar click on receipt report button.

2. Sidebar will load another UI with two buttons.

3. Click on Generate Income/Expenditure Report button.

4. This will open another sheet (IncomeExpenditure).

5. Select start date in cell B2 and end date in cell C2.

6. Select Generate Report button present in top right of sidebar.

how i can print due list?

1. Click on receipt report button to open Reports sheet

2. In cell B2 select Due list

3. Press Generate Report button present in top right of side bar

4. To filter the report wing wise. Select wing in cell D2

Describe the various reports offered by add-on

1. Invoice Report: This is to list all invoices generated in particular month. Select it in cell B2. In cell D2 select month and press Generate Report button present in top right of side bar.

2. Search Unit: This is to display selected unit descriptions eg owner/tenant name, contact number, parking position, transaction history. To print this report select it in cell B2 and in cell D2 select unit. Press Generate Report button present in top right of side bar.

3. Owner Report: To print all owner names and contact number living in society.

4. Tenant Report: To print all units which is occupied by tenants.

5. Transactions: To print all invoices and receipts made during selected period.

6. Due list: To print all units which has maintenance due.

7. Statement Report: This is summarize report of bank statement you did in BankStatement sheet.

8. Account Report: To summarize opening cash and bank balances, payment received in cash and bank, expenses made in cash and bank, closing balance of bank and cash in hand.

9. Vehicle Search: To search the owner name using vehicle number.

what is the purpose of button Bank statement.

To reconcile the monthly receipts and expenses it is required to summarize transactions of bank statement. This is also an important part of workflow of this add-on. Obtain the bank statement for the period you are about to reconcile. To describe the flow further I assume month is January. 

1. Click on Bank Statement button present in dashboard.

2. This will open the sheet BankStatement.

3. Get the opening balance from bank statement and update in cell B2

4. In cell C2 update total cash amount you have in start of month ie opening balance of cash for month of January.

5. From bank statement summarize total amount of cheque deposited in bank and update it in cell D2

6. Summarize total cash deposited in bank and update it in cell E2

7. Summarize total NEFT/IMPS transactions and update in cell F2.

8. Summarize total interest and update in cell G2

9. If there is any other receipts summarize and update in H2

10. Summarize all the expenses made using cheque and update in I2

11. Summarize all the cash withdraw and update in J2

12. Summarize NEFT/IMPS payments and update in cell K2

13. Summarize all bank charges and update in cell L2

14. If there is any other withdrawal present in bank statement. Summarize and update it M2

15. Cell N2 will show closing balance of bank statement. Please double check and if this does not match with actual closing balance of bank statement. You might miss few entries to summarize.

16. In cell O2 update the total number of closing cash balance you have in hand for month of January.

I wanted to print ledger of specific unit.

1. Click on ledger button in dashboard of side bar. 

2. In cell D2 select the flat number 

3. In cell D3 select start period and in cell D4 select end period. To view the calendar double click on box.

4. Press Print ledger button.

what is bulk ledger button

If you wanted to print ledger of more than one flat in one go. You can use this feature. This is limited to print ledger of 30 units in one round. If you have more units repeat the process.

1. In cell D2 select the flat number. If you select say A101. It will print ledger of units starting from A101 ie A102, A103, B101, B102 etc upto 30 units.

2. In cell D3 and D4 select start and end period. (Double click on it to see calendar)

3. Print on Bulk ledger button. 

4. It will open another sheet "BulkLedger" and you can see ledgers of units one below another.

5. Once printed make sure to clear BulkLedger sheet for future prints. 

how to register expenses?

1. Click on expenses button in dashboard.

2. In cell A5 enter date in format of YYYY-MM-DD (Double click on cell to view calendar).

3. In cell B5 select expense head.

4. In cell D5 select expense mode ie Cash or Bank

5. In cell E5 enter voucher number

6. In cell F5 enter description of expense.

7. In cell K5 enter amount.

8. Repeat the process in subsequent rows to register more expense entries.

9. Press Save button present in top right of side bar.

How i can see expense entries i made earlier in add-on?

1. Click on expense report button present in dashboard of side bar

2. It will open expenseReport sheet.

3. In cell C2 and D2 enter start and end period eg 2019-01-01, 2019-01-31

4. In cell C3 select the head (Keep blank if you wanted to print all expenses)

5. Press Generate report button present in top right of side bar.

6. To filter the expenses on cash or bank select in cell C4

7. In cell D4 select Head wise if you wanted to organize entries together.

a unit went on rent. where to update tenant details?

1. Click on Unit in dashboard of side bar to open Master sheet.

2. Search the unit number and its corresponding F$ cell select Rent.

3. Update tenant name and contact number in cell J$ and K$.

4. In cell E$ make sure monthly maintenance which you will bill to this unit further is correct. 

Unit was earlier on rent but owner has occupied now. Where to update?

1. Click on Unit in dashboard of side bar to open Master sheet.

2. Search the unit number and its corresponding F$ cell select Owner.

3. In cell E$ make sure monthly maintenance which you will bill to this unit further is correct.

I wanted to send sms to all invoice receiver of month.

1. Click on SMS button present in dashboard of side bar.

2. In cell C2 select Invoice

3. Predefined content will load in cell C4. Modify the content if required.

4. In cell C11 select Invoice receivers

5. In cell E11 select month

6. Press Send button present in top right of side bar.

7. If SMS went successfully text color will change to green. If there is error it will be red.

8. If you dont want to send SMS to any number write 1 in corresponding D$ cell.

I wanted to send SMS to units who have due maintenance

1. In dashboard click on SMS button to open SMS sheet. Ignore if already opened.

2. Select Due reminder in cell C2.

3. In cell C11 select due reminder.

4. This will populate list of units which has due.

5. Click on Send button present in top right.

How late fee calculation works?

Late fee is XX/- per month as defined in setting page. It calculates as follows. If maintenance amount is 2000, late fee is 100/- month and it is due since last 4 months.

Late fee = 400+300+200+100 = 1000