Charges and paymentsCreate a charge by hand

Create a charge by hand

Bill a unit outside the monthly cycle, edit a charge that is still open, or void one with a reason.

Create a charge by hand

The monthly cycle covers the regular fees. Everything else, a special assessment, a fine, a missed month, goes in by hand from Charges & Payments.

Before you start

The unit must be active and have a registered owner. ALPRO blocks charges to units without one.

Steps

  1. Open Charges & Payments and select New charge.
  2. In Create New Charge, select the Unit.
  3. Pick the charge type: Maintenance Fee, Special Assessment, Late Fee, Amenity Fee, Fine or Other.
  4. Add the Line items: each has a concept and an Amount. Use Add item for more lines; the dialog shows the running Total.
  5. Set the Due date and the Billing period (month and year the charge belongs to).
  6. Select Create Charge. You should see Charge created successfully, and the charge appears in the list as Pending.

The unit's owner, and its tenant if there is one, receive an email about the new charge.

Edit an open charge

A charge can be edited only while it is Pending or Overdue: its line items and its due date. Select Edit on the charge's row. Once a charge has been paid, it is closed to edits; corrections go through a payment reversal first.

Void a charge

Voiding cancels a charge permanently. Select Void on the row, write a Reason of at least 10 characters, and confirm. This is irreversible, and the reason stays on record.

  • A paid charge cannot be voided directly: reverse the payment first, then void. See Register a payment.
  • A voided charge shows the status Voided and no longer counts toward the unit's balance.

Example

The association fines unit 1204 for an unauthorized balcony enclosure. Laura creates a charge: type Fine, one line item "Balcony enclosure fine" for $200.00, due at the end of the month, billing period April 2027. Sofía receives the email and the charge appears in her statement.

FAQ

I get "A charge for this unit and period already exists". The unit already has a charge of that type for that billing period. Check the list before duplicating; if the existing charge is wrong, edit it instead.

I get "This unit has no primary owner". Register the unit's owner first. Charges always bill to an owner.

Can I create the same special assessment for every unit at once? Yes. In Charges & Payments, select Bulk upload charges: download the template, fill one row per unit (property, unit, type, amount, due date and billing period), upload and validate, and confirm. It works like Bulk upload units: up to 1,000 rows, with an errors CSV when rows fail.

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