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Billing Tenants Prism Overview

Erol Ogunc
  • Updated

This article provides a comprehensive guide on how to effectively manage tenant billbacks in Prism. It covers the following key points:

  1. Setting Up Tenants to Be Billable: Learn how to configure tenant company profiles to allow billing, ensuring that charges can be processed correctly.
  2. Setting Up Labor and Materials: Understand how to set up labor rates and materials in the Accounting module to ensure accurate billing.
  3. Adding Labor and Materials to a Work Order: Discover the steps to properly add labor and materials to a work order, ensuring all costs are accounted for.
  4. Exporting Billable Charges via Accounting Batches: Explore how to group and export billable charges for invoicing, ensuring that all work orders are in "Completed" or "Closed" status before creating a batch.

Required Permissions and Their Definitions

  • Can Manage Tenant Companies: Allows the user to add and edit tenant companies within Prism.
  • Can Manage Labor Rates: Enables the user to add and edit labor rates for all properties they are associated with, affecting what appears in a task's labor rates dropdown.
  • Can Manage Materials: Allows the user to edit the materials list within the accounting module.
  • Can Be Assigned Work: Permits the user to be assigned, complete, and reopen their own work orders, and add labor and materials.
  • Can Edit Labor and Material Charges: Allows the user to change amounts applied to all labor and material costs for their team.
  • Can Manage Accounting Batches: Enables the user to create and edit accounting batches within the accounting module.
  • Can Issue Credits: Allows the user to issue credits to labor rates and materials.

By understanding these permissions, users can effectively manage tenant billbacks in Prism, ensuring accurate billing and efficient property management.

 

1. Setting Up Tenants to Be Billable

  • Importance: Before you can bill a tenant, their company profile must be configured to allow billing.
  • Steps:
    1. Access Tenant Company Profile: Navigate to "My Companies" within Prism.
    2. Locate Tenant: Find the specific tenant company you want to set up for billing.
    3. Enable Billing: Ensure the tenant is billable in their settings within their company profile.
  • Permissions Required:
    • Can Manage Tenant Companies: Allows user to add and edit tenant companies.

2. Setting Up Labor and Materials

  • Importance: Labor rates and materials must be correctly set up in the Accounting module to ensure accurate billing.
  • Labor Rates:
    • Definition: Labor rates define the hourly cost for different types of work.
    • Configuration:
      1. Go to the Accounting Module and select "Labor Rates".
      2. Set up labor rates with specific charge codes, markups, and tax settings.
      3. Ensure that the labor rate is set as "Property Visible" for the current property.
  • Materials:
    • Definition: Materials are the physical items used during work orders.
    • Configuration:
      1. Go to the Accounting Module and select "Materials."
      2. Add the materials to your account by providing a cost for the material.
      3. Optional: Set a fixed amount or a percentage markup, select a charge code, and designate whether the material is billable or taxable.
  • Relevant Article: Creating and Editing Labor Rates
  • Permissions Required:
    • Can Manage Labor Rates: Allows user to add and edit labor rates for all properties they are associated with.
    • Can Manage Materials: Allows user to edit materials list within the accounting module.

3. Adding Labor and Materials to a Work Order

  • Importance: Properly adding labor and materials to a work order ensures that all costs are accounted for.
  • Steps:
    1. Open Work Order: Open the specific work order, preventive maintenance task, or inspection to which you want to add charges.
    2. Navigate to Labor/Materials Tab: Select the "Labor/Materials" tab.
    3. Add Labor/Material: Click the "Add Labor/Material" button.
    4. Choose Labor/Material: Select the appropriate labor rate or material from the dropdown.
    5. Enter Quantity: Input the quantity (hours for labor, units for materials).
    6. Verify Bill To Company: Within the charge, ensure that the "Bill To" field is toggled on.
    7. Review and Adjust: Review and adjust the default settings for billable, taxable, and markup if necessary.
    8. Save: Save the charge.
  • Relevant Article: Adding Billable Charges to Work Orders, Preventive Maintenance Tasks and Inspections
  • Permissions Required:
    • Can Be Assigned Work: User can be assigned, complete, and reopen their own work orders. They can also add labor and materials.
    • Can Edit Labor and Material Charges: Allows user to change amounts applied to all labor and material costs for their team.

4. Exporting Billable Charges via Accounting Batches

  • Importance: Accounting batches allow you to group and export billable charges for invoicing.
  • Prerequisites: Ensure that all work orders are in "Completed" or "Closed" status before creating a batch.
  • Steps:
    1. Navigate to Accounting Module: Go to the Accounting Module and select "Batches".
    2. Create a New Batch: Click on "Add Batch".
    3. Select Parameters: Select all the parameters for the batch and save.
    4. Lock Batch: Lock the batch to prevent any further changes.
    5. Export Invoices: Export tenant invoices directly from the batch tab. The invoice numbers will match your batch export.
  • Customization:
    • Customize CSV export templates to match the requirements of your accounting system. Go to the accounting module and then templates to do so.
  • Crediting a Tenant:
    • Navigate to the work order > Labor and Materials tab.
    • Select the three dots to the right of the charge and choose "credit".
      • If this was for a past closed work order, you can create a new work order and add a negative material cost to it.
  • Relevant Article(s):
  • Permissions Required:
    • Can Manage Accounting Batches: Allows a user to manage accounting batches.
    • Can Issue Credits: Allows user to issue credits to labor rates and materials.

By following these steps, you can effectively manage tenant billbacks in Prism, ensuring accurate billing and efficient property management.

 

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