Opening a billing year

When you open a billing year, Allotmin records which members hold which plots and the fee for each plot, and creates an invoice for each plot holder.

To open a billing year, go to Rent & Payments and select the button to open the year. For the first year, the button is labelled Get Started. For later years, it is labelled Open followed by the year.

Before you open a year

Check that:

• each plot has the correct fee
• each member is assigned to the correct plot
• the tenancies of members who have left have been ended

Open your first billing year

When you open your first billing year, enter the day and month your billing year starts. Each later year starts on the day after the previous year ends, so this date cannot be changed afterwards. Settings shows it as read-only.

You also set when rent is due. For the first year, enter a number of days after the start date. For later years, select a date.

Note: To change the start date after opening a year, go to Rent & Payments → Reset billing history. This deletes all billing years and invoices. No other records are deleted. You must type RESET to confirm. You can download a spreadsheet of your billing history before resetting.

Changes after a year is opened

Invoices for previous years do not change.

Invoices for the current year are updated when:

• a member is assigned a plot. The member is added to the current year and invoiced.
• a plot fee is changed. Current-year invoices for that plot are updated.

What is included on the invoice

• rent for each plot the member holds
• additional charges set to repeat yearly
• concessions the member qualifies for

The open-year screen lists the charges that will be applied and their amounts. You can change the amounts before opening the year.