Archives May 2014

Apartment Management Software Update: Enhanced Action Item Tracker

We just released a significant enhancement to the Action Item tracking module – part of ApnaComplex’s Apartment Management Software.

The action item tracker in ApnaComplex is a central place where things to be done get tracked – be it the Preventive Maintenance Schedules of the Assets or AMC Contract Renewal Reminders or a tracking an actionable out of a Committee Meeting – the tracker offers a simple yet powerful tool to the managing committee.

The tracker was originally conceived as a tool for committee members only to track their activities. Thus it is available to only those who have been assigned ‘Action Item Admin’ role in the portal. Any one who needs to be assigned an Action Item (AI) must be given the role of Action Item Admin.

Enhanced Action Item Tracker - Apartment Management Software

With the new enhancement, we are removing the restriction of assigning AIs only to Action Item Admins. An action item now can be assigned to any one with in the community – including Staff.

You can easily assign an action item to member/staff – just by typing few letters of their names or flat number or staff roles. This auto-suggest feature for member/staff names helps in cases of large complexes where the members run into thousands. The assignee can see AIs that are assigned only to her/him – update them or reassign them. A member/staff will not have access to even view Action items that are not assigned to her/him.

With this enhancement, it is now easy to assign action items to any one with out giving them the access to entire action item list.


Get your Society on ApnaComplex.com – Today!

ApnaComplex is India’s most mature and comprehensive apartment management software platform. The platform also includes Facility Management Software for Housing Societies to automate various aspects of society office – including Asset Management, Inventory Tracking, Staff Attendance Tracking etc. ApnaComplex is designed to make the life of secretary and estate managers lot better by reducing efforts put in towards administration of a housing society. Check out the features of ApnaComplex and sign up your society today to get the benefits! We offer a free 15-day trial as well so that you can try before you buy!


Utility Billing Software Enhanced – Raise Utility Bills right from Mobile or Tablet

Gated communities and Apartments having Metered Utilities (like Piped Gas, Water Meters) face this issue every month when they are ready to raise utility bills on members – capturing of Meter Readings and then raising bills.

There is too much of manual work involved in capturing the meter reading. Typical steps involve:

1. Maintenance staff go door-to-door to note down the readings in a log book. This itself is usually takes few days based on the size of the community.

2. The readings noted will now have to be digitized and entered into excel and upload or into the portal one by one. This is a place where quite a few issues can crop up with respect to data entry – illegible readings, typos while entering.

3. Raise Bills. (This is a breeze if you are using ApnaComplex)

4. Now starts the disputes by members – the bill is incorrect, reading is incorrect – largely due to the data entry errors that crept in and more importantly due to lack of validation from concerned members when the meter reading was taken.

In ApnaComplex you can address issues like these with the enhanced Metered Utility Billing module (which is part of the Society Accounting Software).

We now have Metered Utility App available as a part of ApnaComplex Android Application.
Metered Utility Billing now from your Tablet
With the help of the Metered Utility on Android App:

1. Maintenance staff can now move with in the complex / layout with a mobile device (android phone / tablet) when they go door-to-door for collecting the reading.

2. The closing meter reading can be noted against each plot / flat with in the App. The app instantly sends an SMS to the resident confirming the meter reading noted down by the staff. If there is a discrepancy or error the resident an instantly alert the staff or the maintenance office about inaccurate reading. The staff can then re-enter the reading.

3. Once the data collection is done, the society office can validate the data and raise the bills. The meter readings can be overridden if needed by the society office before raising the bills.

Less disputes and more peace of mind.

Now for the icing on the cake:
The meter reading app works even with out internet! This has the capability to store all the readings locally on the device and push the readings to server when ever internet connectivity is available.

This takes care of the cases where internet / GPRS connection may not be easily available across the complex consistently.


Get your Society on ApnaComplex – Today!

ApnaComplex is India’s most mature and comprehensive web based society management platform. The platform also include Utility Billing Software for Housing Societies to easily generate bills for the members of the society against their Flats / Villas / Shops for their consumption of water / gas / energy etc. ApnaComplex is designed to make the life of treasurers a lot better by reducing efforts and at the same time bringing in more transparency and accountability in managing finances of a housing society. Check out the features of ApnaComplex and sign up your society today to get the benefits! We offer a free 15-day trial as well so that you can try before you buy!


Enhancements to Society Accounting Software

We have released a bunch of enhancements to the Society Accounting Module of ApnaComplex improving the usability. List of some key enhancements below:

Easily resend Invoices to all Members

At times, treasurers would like to turn off the email and SMS notifications, raise invoices on members and then send the email notifications. Also, some times the notification settings would have been disabled by mistake when raising the invoices and members would not have received the same. In the past, you had to raise a request to our support team to send the invoices. With this enhancement, you can re-send the invoices anytime you want. Go to Income->Invoices->Billed Invoice Groups and click on the ‘Resend invoices’ icon.
This will schedule the invoices to be sent to members by email and SMS. Do ensure that the email and SMS notifications are enabled in Complex Settings before you do this. More power to you!

Vendor Bills UI Improvements

We have improved the navigation for Bills. You now will be able to search on Bills based on date range and status (paid or unpaid) – instead of going through multiple buttons for Open Bills, Paid Bills, Open Bills of past Accounting Periods etc.

PDF Downloads for Contra and Journal Vouchers

We have PDF vouchers for all invoices, receipts, expenses, payments. We are now offering PDF vouchers for Contra and Journal entries as well.

Additional Financial Reports

Few more additional reports have been added in the financial reports section – report giving all Journal vouchers in single view, downloadable report for Contra entries, consolidated vendor ledger report – containing all ledger entries against vendors are available in single PDF.


Get your Society on ApnaComplex – Today!

ApnaComplex is India’s most mature and comprehensive web based housing society accounting software. ApnaComplex is designed to make the life of treasurers a lot better by reducing efforts and at the same time bringing in more transparency and accountability in managing finances of a housing society. Check out the features of ApnaComplex and sign up your society today to get the benefits! We offer a free 15-day trial as well so that you can try before you buy!


Society Billing Software: Easily print invoices for flats that prefer Paper invoices

One of the frequent questions that we hear from committee members regarding ApnaComplex is that – “what about members who do not have internet access?”. This especially comes up in the context of Society Billing Software – which helps in emailing invoices / demand notes that are being raised to members. Committee members are concerned about members who are not internet savvy and thus may not get to see a proper invoice in time. Hence committee members want to print the invoices for all those members and drop a paper copy of the invoice in these members’ mail boxes.

In ApnaComplex we always had the ability to download all the invoices / demand notes of a billing cycle in a single PDF. Using this, the estate manager can print only invoices of those flats that require a paper invoice. While this solves the problem to a large extent – it becomes very cumbersome for the estate manager to remember the flats that needs paper copy and then to identify them in the PDF file.

To solve this, we now have an ability to capture if a flat needs a paper invoice. This preference against every flat/plot can be captured in the Complex->Residential Units screen. Once this is done, when invoices are raised in a billing period – admins will be able to download another PDF which only contains the invoices of those flats who need a paper invoice. This PDF can be downloaded from Income->Invoices->Billed Invoice Groups screen. This PDF can directly be printed by estate manager. There is no need to remember and then search for the invoices of these flat. ApnaComplex does the heavy lifting for you. You just need to click the print button 🙂


Interested to know more about ApnaComplex? Visit ApnaComplex.com and sign up for a free 15-day trial.


Metered Billing for Utilities in ApnaComplex supports Subsidized Gas Scheme

The Metered Utility Module in ApnaComplex got an complete face lift!
With the enhanced Metered Utility module, now committees have lots of flexibility in dealing with the billing aspects. Prior to the enhancement, committees were able to define the utilities, add billing periods, upload meter readings for all flats/villas and raise invoices.

With the enhanced metered utilities module, Administrators will now be able to do the following:

1. Each metered utility can have multiple rate schemes and flats/villas can be mapped to these rate schemes. For example, we can easily configure things like – flats on subsidized gas and flats on non-subsidized gas, different villas with different free quantity of water etc.2008101950691701

2. We can now define rate slabs for different levels of consumption supporting telescopic billing.

3.The rate scheme now support cumulative rate slab. This means scenarios like subsidized gas for ‘x’ number of cylinders since a given date can be easily configured. For example, consumption since 1st Jan 2014 for first xx kg would be at subsidized rate and rest would be at a higher non-subsidized rate.

4. More often than not societies have situations where some flats/villas need to be totally excluded from billing in one or more billing periods. Now, if a unit is not part of a billing period, you can easily exclude the same from billing. There is no need to have all flats billed when billing a period.


Interested to know more about ApnaComplex? Visit ApnaComplex.com and sign up for a free 15-day trial.