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By Laws Leases Inspection Reports Meeting Notes Archival Notes |
Maintenance Database FAQ What is a financial or quarterly report: This
is a term left over from the old days when written reports of house expenses
were required quarterly. Now all that is required is that you enter
your maintenance expenses and grants in this database, make a copy of
your receipts, and give them to the Book keeper. Our quarters are as follows:
What is a final financial report: This is the same as a Q4 quarterly report, except that because it is the end of the fiscal year, any maintenance money that has not been spent is returned to the LCA. Under special circumstances and with board approval, this unspent maintenance money can be rolled over and spent in the next fiscal year. What is a receipt: A receipt is a printed record that documents your purchase. It must have the name of the person or company to whom the money was given, as well as a list of what items or services were purchased. A copy of a check or written notes are not receipts. How do I add a maintenance expense record: Click on the add records link which will take you to your houses list (it is password protected). There you will see a form on the top of the page for adding five expense (or grant) records. All you need to do is to put in the date of the expense in mm/dd/yyyy format (ie 08/03/2008), enter a short description of the expense, the amount, and whether or not you have a receipt. How do I change a maintenance record: Click on the add records link which will take you to your houses list (it is password protected). There under the add new records form, you will see a list of all the maintenance records. The past 5 quarters of records are changeable, providing that the records receipt has not been validated yet. How do I enter a maintenance grant: Maintenance Grants are entered the same way as you would enter expense records. The one difference is that you need to make sure that the radio button for grant is clicked. Once a grant is entered, your remaining maintenance money is update to reflect the grant. As the money is spent it is entered just like all other expense records. How do I roll left over maintenance money into the next fiscal year: This is done as a grant, and like all grants it should be approved at a Board Meeting. Enter your grant just like a normal maintenance grant and use the date of October 1st. How do I roll overspent maintenance money into the next fiscal year: This is done as a grant. Unlike other grants this does not need to be approved at a Board Meeting. Enter your grant just like a normal maintenance grant, use the date of October 1st, but instead of putting in a positive number in the amount field you will put in a negative number. For example if you overspent last years maintenance by $450 you would enter: -450.00 | |||||||||||||||||||||||||||||||||||||||||||||