• Records of Basic Resources - apartments, commercial premises, garages, leases, benefits, waste stations, with the possibility of defining other types of objects. Registered are: location, technical condition, equipment, rooms, number of people, areas, shares, types of resources, mode and history of occupancy, billing parameters to charges, definitions of charge titles

• Records of Buildings and Undeveloped Real Estate - information on the technical condition, ownership status, type of management contract, membership in tenant entities, related Basic Resources, equipment, installations, areas, geodetic and depreciation data

• Records of Tenant Entities - information about the state of ownership, details of the management contract, related Buildings and Basic Resources, along with the calculation / settlement parameters - areas, persons, shares, resolutions on the amount of advances, types, positions and algorithms of billable costs

• Records of Customers - current and checked out, individual and collective owners, personal data of natural persons, registration and fiscal data of business entities and institutions, necessary for identification, settlement, invoicing, debt collection and other management functions

• Support for settling in of resources, waiting lists, assignments, hand over and occupancy history

• Historical registration of changes in resources constituting the basis for analyzes, reports and settlements of rents, costs and utilities

• Definition of charge components and calculation algorithm by:

        - entire premises or rooms (e.g. living spaces used for business activities, warehouses, basements)
        - types of resources (e.g. residential, social, proprietary) and occupancy mode (e.g. normal, without contract, without legal title,     
          renovation, lending)
        - percentage discounts / increases of rates depending on the standard and equipment of the premises as per the ordinance
        - price list specified for each title of the charge, including the determination of the VAT rate, the method of calculation and     
          information content for invoicing
        - consumption standards tables for components related to advance payments for utilities 
        - advances for operating costs, renovations, remuneration of the property manager according to the resolution of the tenant entity 
        - fees for managing waste from people, area, volume of containers according to the price list and percentage scale in line with the           municipality's order
        - a set or components merged into one jointly booked

• Tables of rates, increases / discounts, standards and components of the charge are determined historically according to the validity periods and can be differentiated by regions, buildings, tenant entities, water and thermal nodes or individually for a given resource, as well as by the type, resource type, occupancy mode, for the whole premises or the type of room

• Calculation of several charges per month for one resource

• VAT charged on net or gross value

• Automatic invoicing of charges - issuing of an appropriate document (invoice, bill, debit note) on behalf of tenant entities, property managers, municipalities and other entities who order property management (private owners, companies)

• Invoicing scheme, applicable register and type of document according to type of resource, legal status of the seller, customer, real estate, e.g. VAT notes for public entities or compensation for seizure without legal title

• Generation of mass mailings from the database in the form of notifications and annexes to contracts with defining the content of letter templates

• Conducting customer's financial settlement separately for each resource that is or has been occupied by the customer

• Keeping of supporting master files for operations to be explained with the possibility of rebooking operations to the customer's master file

• Closing of the month separately for individual regions after reconciliation of the state of resources and balances of customers’ master files, and within the region separately for types of resources

• Free definition of types of accounting operations (e.g. payments from various sources, charge adjustments from various titles, different types of charges, interest, instalment spread, etc.)

• Possibility of separately calculating balances for rent, operations, renovation fund, interest, utilities, etc.

• Access to all operations (calculations and received payments from various titles) for a given tenant and apartment in one place in the program

• Initial soft debt collection by analyzing arrears, generating reminders according to definable letter formulas, calculating interest, spreading payments into instalments

• Full integration with the settlement of Tenant Entities’ accounts regarding advances, operating costs and renovations, received payments and balances on tenant and owner master files, in the municipal and joint parts

• Authorization of access to individual system functions, types of resources, regions, in viewing mode, modification, and thus flexible division of competencies in accordance with the organizational structure

• Definition of the framework plans for using funds for particular renovation purposes, with specification of the upper expenditure limits

• Keeping records of orders, contracts and annexes, and renovation invoices

• Records of renovation contractors and their rates

• Control of the status of order fulfilment and settlement of orders

• Records of applications - renovations, maintenance and break-down reports

• Analysis, approval and planning of renovation requests

• Checking the timeliness of the implementation of renovation requests

• Issuing and full records in the database of all documents related to sales: invoices, bills, accounting notes and their corrections with the possibility of printing a duplicate any time

• Issuing own documents of the property manager, on behalf of tenant entities and third parties (Developer, Municipality)

• Double marking on the seller's side (seller + issuer) and buyer’s side (payer + receiver) required for affiliated entities or public entities

• Defining any number of sales registers for each managed entity, e.g. separately for each tenant entity, property manager, municipality, split by rental, management, re-invoicing of utilities and costs

• Authorization of access to individual registers in accordance with the competencies of employees of larger billing teams or multi-branch companies

• Automatic invoicing of charges calculated in the billing module for all managed entities simultaneously, but there is also an option for "Manual" issuing all types of documents

• Invoicing scheme with automatic selection of the sales register and the type of document depending on the title of the charge, legal status of the customer, legal status of the property or resource

• Mass printout of invoices and bills for all or selected registers

• Generation of invoices and other documents to the database with the indication of customers expecting a paper document printout

• Invoice printout with attached transfer order or cash document

• Defining invoice templates with the possibility of their cyclic copying or transferring within the register and between registers

• Annual or monthly invoice numbering determined separately for each register

• Definable structure of the invoice numbering scheme determined separately for each register

• VAT charged on invoice items or aggregated for individual tax groups

• Calculation of the invoice item value and VAT tax on the net or gross price

• VAT registers, defined sales sheets and other numerous sales summary reports

• Account posting and printing reports: cash, bank, others

• Automatic distribution of reports to customer master files or to be explained

• Posting of received payments in connection with the customer and resource number, with the possibility of viewing the financial master files and interest calculations

• Defining any number of points for registering cash payments, bank payments and other types of payments, with the division into regions

• Granting permissions to operators to individual registration points

• Up to 99 reports per day per one point and 9999 entries in the report

• Interface with barcode readers when booking payments from books and money transfers marked with a bar code

• Defining permanent payment lists (e.g. housing allowances) for regular account posting of repetitive operations with the possibility to add, delete, modify and sort report items

• Posting in reports other charges from various sources, e.g. settlements from third-party utility settlement companies

• Coverage with mass payments service of all or selected entities managed in the system with the option to connect to different banks

• Linking the main account number to any entity in the financial and accounting system (Property Manager, Tenant Entity, Municipality, etc.) along with a full description of the invoice and validity period

• Assigning several individual accounts on the customer's settlement master file for the occupied resource, dedicated to payments of rent, operational costs, renovations, etc., along with the printout of information for the tenant about the allocation of the account

• Creating individual bank account numbers associated with the main account according to the rules and template imposed by the bank

• Creating correct individual account numbers according to relevant bank account numbering standards (e.g. NRB, IBAN)

• Printout of individual customer account numbers on invoices

• Printout of individual customer accounts on notices printed from the Rents and running operations module

• Printout of payment slips on pre-printed paper

• Printout of payment slips on blank paper according to a predetermined master form

• Registration in the customer's master file of orders for payment booklets

• Printout of order lists for payment booklets: annually - for everyone or periodically - for newly assigned accounts, for customers with ending booklets and individually ordered ones

• Preparation of electronic order lists for payment booklets to be sent to the printing house

• Posting mass payment reports from files downloaded from a bank service in a format compatible with the bank's specification

• Before posting, system control of downloaded files on the basis of checking control sums in accordance with the algorithm used in the banking system, in order to prevent falsification of data on the way from the bank to the system

• Saving the contents of previously downloaded payment files as a safeguard against double-loading of payments

• Automatic posting of payments to the system, including:

        - saving the payment to the bank report

        - recognition of tenant master files

        - control of posted amounts with the report sum

        -  explanation of unrecognized or doubtful items by viewing information from the transfer, with the possibility to select the tenant            master file. Of course, it is not possible to correct any information and amounts, apart from making a customer selection

• Settlement of costs of metered and non-metered utilities based on invoices according to various algorithms

• Linking the meter type with one or several utility types and components of the calculated charges, e.g. water + sewage + allocation + heating

• Settlement of all utility types associated with the master meter in one step

• Possibility to different the settlement rates in relation to the billing rates as well as for individual properties

• Settlements at any time intervals (monthly, quarterly, annually), separately for each property, tenant entity

• Definition of  the installation structure, linking individual meters with master meters on the property or the metering node

• Support for legalization of master and individual meters

• Settlement of consumption of individual and master meters on the basis of indications

• Settlement of the allocation from the master meter onto the associated premises

• Possibility of a separate method of settlement in periods of total and partial metering

• Loading of individual and master meters with additional consumption resulting from sub-meter indications or based on loss reports according flat rates per premise, person

• Breakdown of shortages / surpluses from the master meter into non-metered premises, with the possibility of charging / recognition of metered premises

• Breakdown of shortages / surpluses by persons, meter consumption, flat rate consumption, per piece of premises, up to percentage charge threshold

• Estimation of consumption at times of price change

• Advance payment for consumption defined in amounts, quantities, according to consumption standards or updated with average consumption for the previous settlement period

• Automatic posting to customer master files of charge adjustments resulting from the settlement of advance payments and the sum of settled consumption on the premises

• After settlement, update / forecast of a new advance payment for the customer based on the average consumption for the settled period

• Printout of settlement notifications including posted settlement, details of the settlement, reminder about meters to be legalized, amount of advance payment for the next period, calculation of the charge according to the new advance payment, extract from the financial master file with the balance after settlement

• Historical records of resolutions on the amount of advance payments for tenant entities and all settlement parameters

• Operating and settlement of the renovation fund and other special purpose funds

• Settlement of revenues and costs booked in all system modules

• Breakdown of costs by area, number of people, number of premises, shares owned in the tenant entity, etc.

• Settlements at various periods - month, quarter, half-year or year

• Settlements for each resource, each owner and the entire tenant entity together

• Definitions of cost types separately for each financial year

• Assignment of cost centers to properties, tenant entities, buildings, resources and groups of objects - housing estates, metered nodes, according to maintenance agreements, etc.

• Ability to copy cost documents from previous settlement periods

• Import of cost data in electronic form from utility suppliers according to established interfaces

• After settling costs including advance payments, posting of charge adjustments to the customers’ financial master files

• Cost settlement statements for individual resources, owners and jointly for the tenant entity in the given settlement period

• Statements supporting the analysis of costs of tenant entities and collective owners having shares in many entities (municipality

• User-defined cost calculations

Optima.ADM has many special functions and features developed and dedicated specifically for Property Managers – these functions are marked with    and shown in bold in the detailed description.

•   Keeping separate, independent full accounting for each entity serviced in the system: Property Manager, Tenant Entity, Municipality, etc.

•   Keeping the account plans of the entities individually (Property Manager) and according to master plan (Tenant Entity), which in practice reduces the workload to define two plans: the property manager’s account plan and the master account plan for entities (or several master plans)

• Handling the opening balance and any adjustments during the year

• Control of alignment of the allocated processed documents with the record in the relevant settlement card

• Possibility of supplementing the account plan with analytical positions during document processing

• Recognizing the processed documents in any defined accounting registers, numbered manually or automatically

• Storage of processed documents in the so-called buffer, where they can be freely modified until posting. After posting, it is possible to modify only through corrective entries

• Facilitation of documents' processing by applying deposition templates

• Possibility to list entries on accounts, turnovers and balances for all documents, including those entered into the buffer

•   Definition of financial statements (Balance Sheet, P&L, etc.) separately for individual entities (Property Manager) or in aggregate for master account plans (Tenant Entity)

•   Mass printing of all statements in the system for selected entities. There is no need to switch between entities and prepare printouts separately

•   Quick transition between handled entities without leaving the application, re-logging, or other similar activities

• Access to data from all previous years and accounting for future accounting periods

•   Accounting and booking of financial operations collected in tenant / owner master files, including: accrued charges, received payments, accounting adjustments, utility settlements

•   Settlement and booking of costs pre-divided between entities (according to entities’ cost centers, utility settlement nodes, etc.)

• Coverage in settlement of accounts for which settlement templates have been defined, e.g. settlements with suppliers, employees, owners, tenants, etc.

• Settlement reports for the analysis of current balances, payment due dates, executed settlements, past due and non-overdue settlements etc.

• Disposal of unsettled amounts for transfers, disposition control, printing of transfers

•   Facilitated handling of monthly "fixed" transfers, e.g. payments for management costs

•   Interaction with a banking program or an online service for handling electronic banking in the scope of servicing entities' bank accounts

•   Posting Mass Payments in one step for all Tenant Entities

• Ability to process an invoice in a given month and enter it in the sales / purchase register in the following month

•   Assigning sales invoice numbers according to a master defined individually for each entity and invoice register

• No restrictions regarding the number of VAT rates

•   Simple transfer and duplication of invoices between sales and purchase registers of individual entities

• Register of fixed assets, calculation of depreciation and revaluation

• Calculation of depreciation according to the linear and degressive method, taking into account the seasonality and calculation made once per annum

• Registration of acceptance documents, location, revaluation, modernization, etc.

• Authorization system for access to debt collection software and collection database - access only for authorized employees in the scope compliant with their competencies

• Keeping personal register master file containing data necessary in the debt collection process: debtors, creditors, debt collectors, lawyers and courts

• Keeping a register of debt collection cases in the following areas:

        -  Full record of the case including information about the creditor, debtors, the subject of indebtedness, amounts of indebtedness,             the lawyer serving the case, the bailiff conducting the execution

        -  Financial file of the case - registration of debt components, costs of proceedings, spreading debt into instalments, booking     
           payments, settlement of the lawyer and bailiff, settlement of the whole case - financial status of the case, broken down into     
           debt components and costs        

        - Historical records of events at individual stages of the case, allowing to monitor the case progress

        -  Entering information about individual events, such as: event type, start / end date of proceeding, transfer to court, verdict,     
           transfer to archive, file reference number - internal, court, bailiff, letter reference number, amounts, descriptions, comments,     
           additional information        

        -  Registration of internal and external, outgoing and incoming documents relating to the case, own and outside designation, title
           and description of the content of the letter, with the option of saving files and scanned documents    

        - Personalization of the register of cases - allocation of cases to designated / leading persons and organizational units

        - Classification of cases by type of procedure

• Downloading information about debtors from financial master files of tenants

• Definable mailing templates, such as: Reminder letters, Requests for payment, Pre-litigation requests, Contract terminations, Post-litigation requests, Bailiff requests to initiate execution, Bailiff suspension letter, Bailiff re-initiation letter, Bailiff letter to discontinue execution, Bailiff letter to provide information about case proceedings, Letter to grant enforcement clause, Verdict request letter, Official letter with information about substitute housing, Request for overdue unpaid instalments

• Preparation of letters to cases based on templates with downloading information from the database, with the option of storing information about each letter in the event register, whether it was printed or sent

• Reports and statements of debt collection, e.g.: Number of cases for a given day, Debtor's receivables for a given day, broken down into cases, Cases remitted by a bailiff for a given day-month-year, Cases suspended by a bailiff for a given day-month-year suspension

• Printout of direct debits for bailiffs (cost statements), lawyers, court

• Preparation of amounts from debt collection (costs, received payments, etc.) to be posted in the Finance and Accounting module

• Enumeration for the order - registration of amounts of arrears and interest for execution

• Calculation and booking of interest - on the principal, interest, interest on a given day, the total amount of interest

• Interest rate calculator - statutory, tax, court and bailiff interest rates

• Search for debtors, cases, events, documents, financial information by name, address, reference numbers: internal, court, bailiff, instalment

• Records of properties subject to waste management fee in the structure which enables generation of data for waste management declarations

• Record of calculations for the declaration containing definition and subsequent calculations and corrections recorded in the database as documents

• Definition of calculations covering properties declared for serviced individual or collective owners - separately for municipal resources, state treasury, tenant entities, private owners, etc.

• Definition of calculations specifying the type of property, e.g. for municipal resources, state treasury, etc. or containing a list of properties for handling non-standard situations

• Information on waste segregation in properties, presented historically

• Table of rates to charge for waste in accordance with the municipality resolutions

• Parameters defining the algorithm for calculating the fee - proportional, progressive according to ranges, by volume of containers, etc.

• Information fields - plot number, precinct, land and property register number, property location, location of the collection point, whether it is a composter, etc.

• Calculation and declaration of fees for waste management in accordance with the requirements of the municipality, according to the following scenario:

        -  calculating in tenants' master files, excluding vacant ones, in accordance with the rules set out in the resolution of the city /     
           municipality council

        - closing the calculations and generating data for the declaration as summed up calculations for individual properties

• In the case of resources serviced by other property managers (e.g. municipal resources in tenant entities in third-party management), calculating, generating, printing and sending declaration information to these managers in the same manner

• On the order of the municipality, keeping records and settlement of waste collection points (so-called points of selective municipal waste collection) as separate type of resources

• Registration of contracts for the use of these points by third-party entities (natural persons, legal entities, tenant entities, cooperatives, etc.)

• Settlement of contracts with fees, invoices and booking of received payments, similarly as in the tenants’ financial master files

• Two-step logging into the system

• Strong user login password assigned in accordance with the guidelines of the Personal Data Protection Act

• Forced cyclic change of password with the control of previously used passwords

• Very detailed list of access rights for individual modules, functions, windows, program buttons, in modes allowing browsing, modification, addition and deletion of data

• Access control to various database structures, such as: regions, types of resources, cash registers, banks, invoice registers and other documents, debt collection registers, etc.

• Creation of any access rights groups for individual departments or task groups, allowing for flexible adaptation to any organizational structure and employee competencies

• Identification of changes in the system - registration of the user’s name and the time stamp of creation / change of the given information