Category Apartment Management Software

10 things to consider before evaluating balance sheet

If you are a Secretary, President, or the Treasurer of a gated community, terms like maintenance dues, late payment charges, reconciliation of the balance sheet are a part of your everyday job.

For a society to run smoothly, maintenance dues have to be paid on time, the accounting has to be precise, and the treasurer must have clear insights on the society’s income and expenses.

However, not every treasurer or secretary comes from an accounting background and for this very reason, ApnaComplex offers a robust, fully automated accounting and billing solution with 100+ financial reports and 30+ audit-ready reports.

When the time comes to reconcile or evaluate a balance sheet, the Treasurer must consider various aspects and pay attention to a handful of factors before evaluating the balance sheet and submitting for audit.

Keep reading to learn about these essential factors and why they can never be overlooked!

Fixed Asset Verification

A Treasurer must ensure that whatever fixed assets physically available in the society’s premises,  must reflect on the balance sheet as well. This will help the treasurer keep note of the available assets, depreciated value, etc.

Outstanding receivable confirmation

All outstanding amounts, including maintenance charges, vendor payments, service charge dues, etc are received and updated on the balance sheet. Failing to add even a negligible amount can cause confusion and discrepancies which will cause trouble to the Management Committee during the time of auditing.

Bank Reconciliation

The treasurer must ensure that the bank balance reflecting on the account and bank statement/balance sheet are the same. If it doesn’t match, the treasurer must spend eons of time figuring why the statement and balance doesn’t match and must fix it before auditing.

Thankfully, with ApnaComplex, a treasurer doesn’t have to worry about this, for the solution auto-reconciles the balance sheet. It also gives the comprehensive details of overdue, advance payments, late payment charges, etc, saving a treasurer’s time by more than 80%.

Vendor Payments

Vendor payments, including any loans or advance payments made to or received from vendors, have to be cross checked and recorded along with the date and vendor details. The treasurer must also keep a copy for all the invoices and receipts for future references.

The ApnaComplex system, enables the treasurer to auto-generate receipts and invoices, and maintain digital repository of the same.

Vendor Payable Reconciliation

Payments made to vendors must be recorded and reflected on the bank account and bank statement.

Corpus Fund and Sinking Fund

The Treasurer must confirm that the Corpus Fund (capital amount, or the money provided by the builder to RWA during the formation of RWA), and the Sinking Fund (emergency money) are untouched. They should also ensure that the money in the bank and the amount reflected on the balance sheet/statement are the same.                        

Fixed deposit and interest

The Treasurer must confirm the money fixed deposit and the interest it generates. It should match the bank statement.

Year ending provision

Any provision such as security services, electricity charges, equipment maintenance services that happened before March has to be incorporated in the provision and reflected on the balance sheet.

Refundable Deposit and Advances

The Treasurer must also confirm the Refundable deposits (if any) and advance payments.

Statutory Payment payable and Compliances

The Treasurer must make sure that the TDS payments, GST payments, ITR payments, etc are done and all the relevant forms are filled and submitted.

We hope you find these quite useful! ApnaComplex’s accounting solution is the only fully-mature solution made for and by gated communities available today. It is GST compliant and fully automated. If you would love to simplify your society’s accounting processes and save your time and energy, visit apnacomplex.com


ApnaComplex’s Complaint management: Know how to log, monitor, and update a complaint!

Complaint Management/Helpdesk is one of the primary and strongest modules of ApnaComplex. It has helped thousands of societies streamline their complaint process and minimise grievances significantly.

When you tap into this module’s full potential, no matter how big or small a society is, managing complaints is going to be a cakewalk.

In this blog, we explain how residents can easily register complaints using various methods and how the management can resolve and close these complaints in a few steps, all by using the ApnaComplex app.

Logging a complaint

Logging/raising a complaint is quite easy using the ApnaComplex app and it can be accomplished in a few simple steps.

–          Open the ApnaComplex app. Under ‘Quick Actions’, you will find ‘Complaint’. Click on it.

–          Once the ‘Complaints’ page opens, click on the ‘+’ button that will be on the right bottom of the screen.

–          Here, under ‘My Complaint’ you can describe your complaint and if you have a picture of your complaint, upload it under ‘Add Photo’.

–          Under ‘Category & Type’, select the category such as electrical, common areas, plumbing, etc, and click ‘Done’. Also, select the complaint type – personal or community.

–          Under ‘Urgency’, enable ‘Is this urgent?’ if you want the complaint to be immediately resolved.

–          Click ‘Post Now’ to successfully raise a complaint.

The ‘Complaints’ page can also be accessed by clicking the ‘+’ button that will be on the right bottom of the ApnaComplex app’s home screen. You will be taken to the ‘Actions’ page, and under ‘Helpdesk’, click on ‘Raise a Complaint’. The rest of the procedures remain the same.

Logging a complaint using QR code

Raising a complaint by scanning QR codes applies to a society’s assets and equipment, and this feature is unique to ApnaComplex. Follow the below steps to successfully perform this particular action.

–          Open the ApnaComplex app and click the ‘+’ button that will be in the bottom right of the screen.

–          The ‘Actions’ page will open and under ‘Helpdesk’, you will see ‘Scan QR Code’. Click to scan and register a complaint against an asset.

When you scan a QR code, the admin will be notified of the complaint and the relevant maintenance staff will receive the complaint. This is the easiest way to raise a complaint against an asset, and this way, the response time is also quicker.

Monitoring a complaint

If you are unsure whether your complaint is resolved or not, follow the below steps to monitor your complaint.

–          On the ApnaComplex app, click on ‘Complaint’ which will be under ‘Quick Actions’. Over here, you can view the open complaints.

–          If your complaint is resolved and still open on the app, open the complaint and click ‘close’ to close it.

Updating and closing a complaint as admin

If you are an admin and want to close a complaint, follow the below steps.

–          Open the ApnaComplex app and click on the ‘Admin icon’ that will be on the top right of the screen.

–          You will be taken to the ‘Admin’ page. Over there, click on the ‘Complaint Box’ to open the ‘Admin Complaint Box’.  Here, you will be able to see all the open complaints and their escalation level. Click on ‘CLOSE COMPLAINT’ which will be in the centre bottom of the screen to close the complaint.

ApnaComplex offers one of the most comprehensive and robust complaint management systems. The app is intuitive and the actions are completely automated so that even a novice or any senior committee member who has no prior experience using technically sound apps can quickly learn it and simplify operations.

Not just Complaint Management, ApnaComplex also offers the best solutions for  communications within the society, accounting, facility & asset management solutions and more which are tailor made for each society. It is noteworthy that ApnaComplex has recently won the BEST ERP SOLUTION for gated community and society management at the PropTech Realty+ Awards.

To know how you can deploy ApnaComplex and automate your society’s operations, visit apnacomplex.com.


Here’re the top 10 reasons to pick ApnaComplex over any other society management app!

Over the last 10 years since its inception, ApnaComplex has been the single-post ERP Solution tailor-made for managing gated communities.

Every module and feature has been built/improved based on the feedback received from management committees making ApnaComplex the only mature solution for and by the Management Committee. 

Below, we bring out the top 10 reasons why ApnaComplex should be your top choice when you are looking for an automated society management solution.

Improved efficiency and streamlined operations

The sole aim of ApnaComplex is to simplify everyday society operations for the management and help them save time and money with the aid of smarter technology.

Features such as QR-code-based asset management and complaint registration, Guard Patrol Tracking, and facility management systems are specially designed to improve the staffs’ efficiency, simplify the management process, and reduce operational costs.

An easy-to-use app

ApnaComplex offers a very intuitive UI. The management, staff, and administrators can effortlessly use the app, thanks to ApnaComplex’s technically sound automation techniques.

The app also drastically reduces the time administrators spend in accomplishing their duties and tasks.

A fully developed accounting solution

Our Billing & Accounting Module has been developed and has changed over the years to cater to all the needs of gated communities. We have developed unique features like the Budget Variance Report to help societies keep track of their budget.

Apart from offering customisable financial reports, ApnaComplex’s accounting solution comes with 30+ audit-ready financial reports.

Effortlessly configurable

According to the society’s needs, the ApnaComplex app can be configured and effortlessly integrated with any other software or hardware.

One app for the entire community

With ApnaComplex, you don’t need any additional apps for various purposes. While the management can use the app for managing complaints, collecting maintenance charges, and broadcasting important information to the residents, the residents can use the app efficiently for booking facilities, approving visitors, and communicating with other residents.

Likewise, the staff can use the ApnaComplex app to resolve issues and the security can use the GateKeeper module to effectively guard the society gate.

Ingenious role-based access to management

Using the ApnaComplex app, the management can define custom roles and duties to their committee members. Also, the app allows the management to restrict committee members’ access to data based on their roles.

It is worth mentioning that ApnaComplex comes with 30+ inbuilt roles.

Data privacy, our priority

To ApnaComplex, our residents’ data privacy and protection are of the highest priority. To prevent unauthorised access, we have taken all the necessary precautions.

We offer bank-level security, i.e, our residents’ data and personal information are encrypted using the same advanced technology deployed by banks. This keeps our residents’ data secure, private, and safe.

Easy migration and set up

ApnaComplex provides a dedicated team to help the management integrate their society with the ApnaComplex system. This team also trains the management and staff on how to make the best use of the app.

Similarly, ApnaComplex offers the swiftest, most dependable, and easy method to adopt a single community management app.

Backed by ANAROCK – a profit-making entity

ApnaComlex became a part of the ANAROCK group since its acquisition in 2021. ANAROCK is India’s largest property consulting firm. The company is a key player in the Indian realty sector and is a tangible revenue-generating entity.

By Indian, for Indian

The ApnaComplex app was specially designed to manage Indian gated communities and address pain points specific to Indian societies. Our app is genuinely ‘Made in India’ and it is a homegrown technology suite rather than one put together through acquisitions.

ApnaComplex is the only solution in India that has robust community management solutions. It is worth mentioning that we have won the BEST ERP Solution Award for the year 21-22. If you would like to streamline and simplify the management of your society, visit apnacomplex.com!


NTPC Ramagundam, one of the largest public-sector townships is now on ApnaComplex!

We are glad to inform you that one of the NTPC’s (National Thermal Power Corporation Limited) townships in Ramagundam has now become one of ApnaComplex’s esteemed and premium customers, and using the ApnaComplex app religiously to manage their society’s vital and day-to-day affairs.

After intense discussions and considerations, the residents and employees of NTPC Ramagundam had chosen ApnaComplex out of three society management apps based on three criteria – the stability of the app (glitch-free performance), if the app is meeting all their requirements, and positive feedback from the majority of residents.

Earlier this year, NTPC Ramagundam and resident/Deputy Manager (IT) of NTPC – Srinivas Thotakuri, successfully conducted vaccination drives with the help of the ApnaComplex app in the public sector society. While speaking to us, Mr. Thotakuri had said that their society had used ApnaComplex’s ‘Facility Booking’ feature extensively to enable residents to book their vaccination slots. 

How did ApnaComplex help NTPC conduct a mass vaccination drive for 1200 families?

Initially, a trial version of the app was given to Srinivas and at that precise time, vaccination camps also came up. He used this opportunity to make the best use of ApnaComplex. Since the residents were asked to book slots, they had to install the app or book via the ApnaComplex website by entering their details. 

Digitally registering the data gave Srinivas accurate information of how many residents were residing in the society, their contact details, and their vaccination status. With the help of necessary tools, NTPC was able to effortlessly streamline and organise the vaccination drive ensuring 100% vaccination coverage. 

After the onboarding, the NTPC Ramagundam society is actively using all the modules of ApnaComplex whilst Complaint Box and Vaccination Module seem to be their favourite reportedly. The residents praised the app and were quite impressed with ApnaComplex’s functionality.

With a stable application and mature solution being its foundation, ApnaComplex was able to ace the evaluation process and beat other contenders hands down emerging as the top society management solution.

To know more about all the modules of ApnaComplex and for a free demo, please visit our website.

Read here to learn how ApnaComplex helped this NTPC society in Ramagundam conduct safe COVID vaccination drives.


GST for Apartment Associations and Housing Societies – Clarifications

In a recent circular, the Department of Revenue has brought more clarity into the GST Calculation of Resident Welfare Associations(RWA). We have put together a comprehensive guide on how this may impact your Society and how ApnaComplex can help your Society adhere to GST regulations effortlessly.

Q: Is our RWA required to collect GST on Monthly maintenance collected from our members?

A: Your RWA is required to pay GST only if both of these conditions are met:

  • Aggregate Turnover of your RWA > Rs.20 lakh per year
  • Maintenance charged per member per month > Rs. 7500

Your RWA is exempt from GST even if one of these conditions is not met.

To auto-calculate GST for your RWA, just spend a few minutes and update the tax structure for your Society in ApnaComplex. ApnaComplex automatically generates GST Computation Report which exactly specifies how much GST your Society has to pay for a particular time period.

 

Q: Can our RWA take an input tax credit of GST for payment of Capital goods and Services towards our vendors?

A: Yes, RWA can claim an input tax credit of GST paid on capital goods (generators, water pumps, lawn furniture, etc.), goods (taps, pipes, other sanitary/hardware fillings, etc.) and input services such as repair and maintenance services.

In the ApnaComplex expenditure module, while entering the bills, you can capture the GST levied by the vendors. ApnaComplex’s GSTR 3B report automatically shows the GST inflow credits on payment made towards your vendors for Goods and Services. This report will exactly indicate how much GST credits can be claimed by your RWA.

 

Q: If a member owns two or more flats in the housing society or residential complex, will the ceiling of Rs. 7500/- per month per member on the maintenance be applied per residential apartment or per person?

A: As per the general business sense, a person who owns two or more residential apartments in a housing society or a residential complex shall normally be a member of the RWA for each residential apartment owned by him separately. The ceiling of Rs. 7500/- per month per member shall be applied separately for each residential apartment owned by him. For example, if a person owns two residential apartments in a residential complex and pays Rs. 15000/- per month as maintenance charges towards the maintenance of each apartment to the RWA (Rs. 6000/- per month for one apartment and Rs. 9000/- for the other apartment), the exemption from GST shall be applicable on the apartment whose maintenance is Rs. 6000/-.

ApnaComplex’s 100% automated invoicing lets you set up recurring against all or select flats based on formulae or fixed value or both. Our intuitive interface lets you configure maintenance charge calculation methodology yourself without the need to get in touch with our Support. Visit ApnaComplex Portal > Income > Member Income > Recurring Invoice to set up a recurring invoice to your members.

 

Q: How should the RWA calculate GST payable where the maintenance charges exceed Rs. 7500/- per month per member? Is the GST payable only on the amount exceeding Rs. 7500/- or on the entire amount of maintenance charges? 

A: In case the charges exceed Rs. 7500/- per month per member, the entire amount is taxable. For example, if the maintenance charges are Rs. 9000/- per month per member, GST @18% shall be payable on the entire amount of Rs. 9000/- and not on [Rs. 9000 – Rs. 7500] = Rs. 1500/-.

ApnaComplex enables you to easily define the GST calculation methodology in accordance with the above rule. Just select ‘No’ for “Apply Tax on the excess amount” field in your GST tax structure on ApnaComplex

 For your reference: GST-circular-No-cgst-109

If you need any assistance in harnessing the full capabilities of ApnaComplex’s accounting module, schedule a demo here. We would be happy to help.


Security Guard Patrol Tracking – India’s First App based Patrol tracking solution for Apartment Societies.

Security Guard Patrolling within the Apartment Society is probably the most important daily routine that keeps your Apartment Society secure at night. Unfortunately, Guard Patrol is also one of the processes that is not tracked with rigor it deserves. Most societies don’t know if the Security Guard Patrol is happening as per schedule or if the patrol is covering all nooks and corners of your Apartment Society.

But no one can be blamed for this situation. The alternative involved spending an inordinate amount of money on security infrastructure, until now. With the launch of Guard Patrol tracking, ApnaComplex has changed the game.

Security Guard Patrol is our latest innovative solution that just uses Geo-tagged QR Codes and our App to give the bulletproof security to your Apartment Society. Your residents don’t have to spend a single penny of their hard-earned money on infrastructure or software as Guard Patrol tracking is already part of your ApnaComplex Subscription. You can set-up guard patrol tracking in your society right away.

Here’s how it Works:

  • In just a few clicks, define the patrol route and checkpoints inside your Apartment Society covering all the risky areas.
  • Each checkpoint is geo-tagged. This ensures the guard actually covers that location and checks in.
  • Your guards can simply check-in by scanning a QR Code or tapping an NFC Card or using any of your existing security systems.
  • You will also get a detailed automated report with an accurate record of all patrols inside your Apartment Society.

If you are an existing ApnaComplex Customer, please refer our self-help guide to setup patrol tracking in your Society today or go through our Youtube video attached here. If you don’t already have ApnaComplex, it’s high time you schedule a demo with our experts here. We have a lot more similar innovations in store to make Living in Apartment Society, a pleasant and convenient experience for residents, committee members, and security guards.


Women’s Day Special: Exclusive interview with Super Women at ApnaComplex

International Women’s Day is no longer a new topic today. It is celebrated across the World in order to recognize and appreciate the contributions and achievements of the women in various fields. Starting from being Home-maker to Management Committee members to Working Professionals, they truly define the spirit of today’s women. Today, we decided to talk to three such women about their journey in ApnaComplex and how they are leading their lives with multiple roles and responsibilities.

These women are super confident and self-motivated either at home or at the workplace. Mrs. Prema Robert, Head of Human Resource at ApnaComplex quoted that “Confidence comes from the kind of responsibilities that I get it, more the responsibility that is given to me, the more I feel confident and that makes me explore more, learn more and motivates me to give my best.” Mrs. Arundhati Sen Pradhan, Head of Strategic Partnerships at ApnaComplex states “Motivation comes from the team that I work with, the people that I work with, gives me the motivation to do best in what I do”.

They mentioned that it has been a great journey so far and it is fun working at ApnaComplex. It is quite an experience for anyone to manage multiple roles. Ms. Monika Mitruka, Software Developer at ApnaComplex finds the experience ‘’very challenging and satisfactory.” They also mentioned that the key to confidence is knowledge & learning. These women feel privileged being women as they feel that they have the ability to handle both work and family life.

At ApnaComplex, they all have built stronger social connections amongst themselves. They advised that everyone has her own way of doing things and everyone should have belief in themselves first. Mrs. Arundhati concluded as “It is a very fun life, live to the fullest.” At ApnaComplex, people are full of enthusiasm, confidence and most importantly motivated to face all the odds. Moreover, accomplishing these odds has always been a challenging situation for these women.

Raj Sekhar Kommu – Co-founder and CEO of ApnaComplex says “We are pleased to celebrate International Women’s Day with all the amazing superwomen at ApnaComplex. International Women’s Day is celebrated globally to highlight and honor the social, economic, cultural and political achievements of women, and to call for gender equality. At ApnaComplex, we firmly believe in gender equality and are forever grateful to every female employee who is an integral part of ApnaComplex.”


Complaint Box 3.0 with Upgraded features

In our continuous endeavor to make management of your Society efficient and effective, we have released a few major enhancements to the most widely used capability in ApnaComplex  – the humble, yet world-class Complaint Box. These changes incorporate the latest best practices in managing a Society Helpdesk by Facility Management teams – with two key goals, reducing the efforts of Facility Management Staff and Improving Resident Satisfaction. As always, ApnaComplex continues to innovate and raise the bar.

Here is a gist of the key changes we have implemented:

  1. Take your Society’s Issue Resolution to next level. When a complaint is closed, the facility management team now has an option to update “Root Cause” of the complaint. This helps the FM team to tag the core reason why an issue happened. The report for all complaints shall help the Facility Management team understand the areas to focus on for improving resident satisfaction.
  2. Despite best intentions, some complaints cannot be solved. Committee now has the ability to tag a complaint as “non-solvable” after member re-opens a complaint X number of times. Once a complaint is tagged as non-solvable member will not be able to re-open the same. X can be configured in the settings panel.
  3. ApnaComplex complaint box now has the ability to configure if the resident can see the actual staff name who is working on the complaint (by default it is shown). If enabled, the resident would not see the details of the staff who exactly is working on a complaint. It helps in avoiding the residents to call up the staffs directly and encourages process compliance.
  4. We have 50% of our customer demanding that when a resident logs a complaint, it must default to a ‘Personal’ Complaint and the rest saying exactly opposite that it must be ‘Community’ complaint. To keep everyone happy, admins can now set default complaint type for their society.
  5. The new Complaint Box supports the ability to optionally select a Unit for ‘Community’ type of complaints (which was restricted to ‘Personal’ complaints in the past). This helps when Helpdesk staff has to log a community complaint on behalf of a Resident.
  6. Admins and Staff can now change the complaint type (from ‘Personal’ to ‘Community’ or vice-versa). As a bonus, Complaint Box now allows the nature of the complaint (from complaint to suggestion etc.), update the urgency status and even change the unit # if needed.
  7. Complaint Box now supports the ability to add ‘Private Notes’ against complaints which are only visible to the administrators. Staff can keep adding internal updates on a complaint as private notes, which are only visible to admins and not to the resident. This helps the staff in maintaining updates at one place for a given complaint.
  8. The most coolest feature of the new Complaint Box – Ability to create “templates” which can be used by Staff when adding notes against a complaint. Templates will help staff to respond to complaints professionally and in a consistent way. We are sure residents of your society will feel the difference in the quality of responses. In addition, this saves significant time for staff as the efforts of typing reduce significantly.

 


7 Powerful Guidelines for Cash Locker and Almirah placement that you should apply Now!

Have you ever thought about how you should place different objects at home as per Vastu?  Do you know the direction, colour, and material of the cash locker and almirah for wealth and prosperity? Yes, it is very important to know the placement, colour, and material before placing any object or item. Here are some Guidelines for placing an Almirah (wardrobe) or Cash Locker that you must apply now:

  1. Do not use almirah made of stones or marbles. Always prefer wood or iron almirah in the bedroom.
  2. Almirah should be placed in Southwest direction so that it opens in North or East.
  3. Almirah should be in some subtle colours like cream or light colour shades.
  4. Make sure not to have any mirror on the Southwest almirah.
  5. Placement of Almirah has different impacts for different rooms and should be placed as per Vastu guidelines.
  6. For Bedroom Almirah-
  • Place bedroom cabinet or almirah in Northeast or Southwest corner.
  • Mirrors on almirah must be avoided especially if this almirah is placed in your bedroom.
  • If there is a mirror on the bedroom almirah, make sure it is not facing the bed.
  • Avoid dark coloured wardrobe or almirah in the bedroom. Use light-coloured almirah.
  • For the bedroom, the almirah or wardrobe should open in east or south direction.
  1. For Cash Almirah-
  • Make sure the cash almirah or locker is comprised of a single door.
  • The placement of the cash almirah or locker should be such that it is facing the North. Since North is the direction of Kuber, so it is believed that Lord Kuber refills the cash.
  • Do not place the cash almirah in Northeast, more expenses will be there and ultimately loss of cash.

Conclusion- There is no substitute for hard work, but if you follow these guidelines it helps to balance the energies in the surroundings and attract more positivity to your home.


Smart Vastu tips to retain money

We are at a fast pace for growth. Growth for a better future and for a better world. But have you ever imagined what if there is no money or financial dearth in your life?  Nobody has seen the future, it’s essential to save than regret later. There are different types of solutions available in the market on money management. Retaining money is not that easy. It needs lots of planning.

Let’s talk on some easy and effective vastu changes to ensure a positive outcome and more money inflow.

Cash Almirah or Locker It is very important to understand where to keep your cash, almirah or Locker. Place the cash almirah or locker in the Southwest or South wall so that it opens in the North. This is the direction of Lord Kuber. It is believed that Lord Kuber refills the cash almirah so this is how you attract money.

Main door instructions Never place big or high trees in the Northeast direction outside your home as this creates an obstacle for the cash inflow. Also, keep the main entrance clutter free and if there is any shoe rack, replace it away from the main door or entrance.

Place a fish aquarium An aquarium is used especially to enhance money, career and luck. If used properly in the right direction, it brings wealth and abundance in the home. To know the best direction, you can read http://community.vastudekho.com/3785/attract-wealth-and-luck-placing-aquarium-vastu-tips-aquarium

Check these other important Vastu Dekho measures to ensure no blockades for the cash inflow-

  • Never place big or high trees in the Northeast direction outside your home as this creates an obstacle for the cash inflow.
  • Lord Kuber and Goddess Lakshmi like cleanliness so ensure that all the windows and doors of the house are properly cleaned. If not, they will obstruct the flow of money and wealth inside your house.
  • Leaking Taps in the house is a BIG NO. Since water is symbolic of money so it is believed that if water is getting waste then money is also getting wasted.