Announcing “Bill Approval Workflow” to streamline Expenditure Approvals in your Housing Society

We are pleased to announce the release of Approval workflow for Bills.

Almost all societies have the process of bills submitted by vendors to be approved by one or more committee members before the payment is released to the vendor.  With this new feature, accountants will now be able to trigger a approval workflow when ever a new Bill is received. The approvers can approve / reject the bill with comments. A bill can re-submitted for approval with updated data to the approvers. Unless a minimum number of approvers  approve the Bill, no one would be able to record payment against that Bill.

The approver list is same as PR Approvers and Request Box approvers and thus can be reused.

To enable the approval process, please go to Complex->Settings – Accounting Settings – click on the setting “Should bills be approved before being paid?” to enable the same

Once this is done, when a new Bill is created, you have to select the Approver List to trigger the approval work flow. When ever the setting is disabled – the bills will be treated as automatically approved. To see the approval history of a Bill, click on the ‘Print button’ in actions column to see the approval/rejection history with remarks.

Coupled with the fact that you can attach any number of docs with a bill, you can now easily create a Bill – scan the physical copies of the bill and then trigger the workflow. All approvers can see the physical copies of the bill and then approve/remark with their comments.

Yet another nifty automation by ApnaComplex to save your time and efforts!


Roles, Duties And Responsibilities Of Members Of A Resident Welfare Association

A resident welfare association is necessary, as it can serve as a committee through which queries can be explained, and issues and problems solved. The presence of a committee or resident welfare association will also spice up interaction among residents and get them to contribute equally from their part. Such open social interaction will improve the joy of living in an apartment complex.

A resident welfare association, however, needs to be registered under the government for it to be recognized as a proper association. A registered resident welfare association will this way be able to enjoy many legal benefits. While forming a registered resident welfare association, make sure that you have more than seven members who are at least eighteen (or above) years of age. This is very important.

Every Individual Has A Role in an Apartment Association

Every Individual Has A Role in an Apartment Association

 

The primary objective of every resident welfare association would be to collect the common maintenance charges from every single resident in the apartment and use this in establishing good public infrastructure for the residents. An association will normally have to be formed under The Karnataka Apartment Ownership Act of 1972 or
The Karnataka Societies Registration Act, 1960 (and appropriate act for states other than Karnataka).

Every resident welfare association will have a management committee, a president, a treasurer and a secretary, apart from the regular members. There are many common responsibilities that members of the association should take up among themselves, and some of these have been mentioned below (we will cover other roles in future blog posts):

The President’s Role:

  • The President will be given the authority to defend any form of legal action that is taken against the association, and will also be given the authority to sue people for legal purposes and reasons.
  • The President of a resident welfare association will have the final call in approving a contract that is brought by the committee and implementing the terms.
  • The President should maintain an overall view on the occurrences and ensure that all residents and members are satisfied without having any qualms or problems. The President should also oversee all expenses and make sure that they are put to good use.

The Treasurer’s Role:

  • The Treasurer in a resident welfare association will be given the task of maintaining all funds within the organization. The responsibility of maintaining the money safely along with all documents also rests solely with the Treasurer.
  • The Treasurer’s role is a demanding one and should be bestowed upon an experienced person with good management capabilities, as these documents and funds are very important for the association.
  • The Treasurer should also make note of the overall income and also calculate monthly and yearly expenditures. This way the flow of money will be constantly regulated for the benefit of the residents.

The Secretary’s Role:

  • The secretary in a resident welfare association will be given the responsibility of conducting various general body meetings.
  • The secretary will also be given the responsibility of compiling the minutes of the meeting and analyzing the overall information brought to the table.
  • The secretary will have to bring up concerns from each individual resident in order to ensure active participation of all members. 

These are the three major roles in any resident welfare association, and you’ll need to be aware of all such responsibilities involved, in order to contest for the spot yourself, or even in order to vote for the right person when the polls come up.

ApnaComplex supports the notion of committee members – administrators can tag members with different committee member roles and even give “permissions” to modules specific to thier roles. For example, a member can be tagged as a treasurer can be given access to only accounting modules. ApnaComplex is an apartment managment software. We are now offering a 30-day no obligation free trial for every complex. Go ahead and register your complex and see how you can manage your complex more easily, efficiently, and effectively.


Take control of your Apartment Association documents!

Starting today, ApnaComplex supports control access mechanism for the documents stored in the document repository.

When a Repository Admin or Community Admin uploads a document into the repository, the admins have an option to set the access level such that the document is available only for Administrators and not to the entire community. This can help in storing documents relevant to the committee members only – like vendor contracts, association letter heads, work-in-progress presentations.

In addition, the document repository supports categorization of documents with powerful searching and sorting – no need to remember which sub folder is a document present in. Just type few letters of one or more details related to the document – such as document name, category, description, date of upload or name of member who uploaded the document – you shall get the document instantly. Makes it very simple and easy with out clutter of sub-folders.

Stay tuned to our blog to know about more exciting features that we would be releasing shortly.

Want to use ApnaComplex for your association? please submit details of your complex here and we would reach out to you to set up your complex’s portal online.


And they lived happily ever after….!

Ask anyone in the Managing Committee of an apartment complex or a residential layout, and most of them will confess that it’s the most thankless job one can think of. What makes the job a challenge is the brickbats that follow even after having worked in the best interest of all. “You can never please everyone” is a truism that every apartment managing committee member learns early enough in their tenure!

But all’s not lost! If you’re a managing committee member, we are glad to reveal that there is a way you can actually reduce your work and even win some praise for the efforts you put in.

To begin, we’ll have to first understand where most managing committees stumble in getting along with the members/residents of the apartment complex or layout. Broadly, the issues that residents have with their managing committees can be classified under the following heads:

a.       Communication

b.      Complaint Resolution

c.       Transparency in Expenses

We are sure you’ll agree that almost 90% of the criticism that members of owners association have against their managing committees fall under these three heads. When it comes to communication, the most common grouse is that the managing committee didn’t communicate early enough or clearly enough. When it comes to complaint resolution, there are always comments from other members of the association saying that no complaint gets attended in time, same issues keep happening and so on. As for expenses, the lesser said the better. Members will always claim that they do not know where the money is being spent, that the Association should have curtailed expenses under certain heads and got a better deal on something.  

Now, if an Owners Association can “manage” to get these three aspects of their functioning in control then you could have a managing committee that will actually be loved… or let’s make it… accepted by the other members of the association and residents of the apartment complex.

So how do we go about doing it?

The answer is simple: use tools that help your Owners Association become efficient and thus more effective! At ApnaComplex we offer online technology solutions that help Managing Committees streamline their workflow and create better synergies with residents of the apartment. The Single Directory View of Members allows managing committee to view details of each owner and tenant in the apartment complex or layout. The powerful Notification features that we have ensures that you can use the power of SMS and emails to communicate with every member of your society – or broadcast to only specific segments of your members – like residents and tenants.

The online Complaint Box feature of ApnaComplex registers, tracks, and closes complaints from all apartment members in a central place. Complaints shall be filed under various categories and tracked till closure. Residents can know the status of a complaint anytime and also how many complaints are attended to by the maintenance staff. Sure, that makes the residents happier.

Apart from these, ApnaComplex offers rich features to support your billing and expenses. The Maintenance Charge Tracking feature allows the Treasurer to raise invoices for various charges and tracks payments made against them. To make the life of a Treasurer even simpler, the Income Tracking feature captures the details of income from maintenance collection and other revenue heads. The Instant Receipts Issuance feature not only enables speedy creation of receipts but also enables members to view/download the receipts at any time. In addition, the Expense Tracking feature tracks expenses incurred under various heads and the Publish Accounts Statement publishes statements at the push of a button to all members and on to the notice board. Now, that’s total transparency.

 Finally, the Metered Billing feature ensures that invoices are generated for various metered utilities such as a piped gas or water meter against each house and their respective payments are tracked with in ApnaComplex!

If that covers 90% of all issues, we are glad to inform you that we haven’t missed out on the remaining 10% either. ApnaComplex has an Online Notice Board that ensures every one can post their needs to all members. Online Notice Board can be used by Managing Committee to ensure meetings and other events are known to everyone. To ensure that only authorized personnel can access the Management Committee features, ApnaComplex has an effective Role Based access control system. So while ApnaComplex can be used by all, the right to information and features is rigidly controlled.

If you are a member of an Owners Association or an owner/resident in an apartment complex or gated community, please register your complex now and experience how ApnaComplex can make your apartment management easier, efficient and effective. We are confident you are going to love what you see.