Manage Strata Plans

  • Last updated on May 2, 2022 at 1:14 AM

Summary

The Strata Plan functionality allows strata details to be easily accessible so communications can be easily sent to Managing Agents when required. The Strata Plan details are included in the Creditor information and Strata Creditors can be linked to one or more properties, so multiple managed properties can be recorded in one place. 

This article will provide an overview of: 

Strata Plans Overview

In Property Tree, Strata Plans can be added as Strata Plan Creditors, which provides the ability to enter specific strata details such as, Strata Plan number, Building Name and Registered Building Address, as well as a checkbox to flag when a Strata Plan is Self Managed.

The Creditor functionality enables you to add Tags, add multiple Contacts like Strata Manager and Accounts, as well as attach Properties, send work orders and much more.

Properties attached to a Strata Plan Creditor will display by default when active, otherwise archive properties can be viewed by clicking the Include Archived button. 

You can view the strata details on the Property, in the Strata Tab, when the Property is linked to a Strata Plan Creditor.

On the Property, the Strata Details include the Name of the Strata Plan, Strata Plan number, if the plan is Self Managed, the Strata Management Company Name and contact details. 

Add a Strata Plan Creditor

Adding a Strata Plan Creditor is very similar to adding a regular Creditor; the only difference is when the Strata Plan checkbox is selected, Strata Plan fields appear for you to enter more specific strata related information.  

To add a Strata Plan Creditor, go to:

  • Managements > Profiles > Add Creditor
  • Select the Strata Plan checkbox

Strata Details
  • Plan Number - Enter the Strata Plan Number, this field is mandatory 
  • Building Name - If the complex has a designated building name, it can be entered in this section
  • Self Managed - Select this checkbox when the Strata Plan is self managed. When adding a new Strata Plan Creditor, no Creditor Company exists and Self Managed is selected, the Plan Number and Building Address will default as the Company
  • Building Address - Enter the Strata Plan building address in the fields provided. The Google Maps Search can be used to quickly find the correct address and pre-fill the address fields for you

Tags

There is the option to include tags for Strata Plan Creditors. If your office uses tags and your agency Creditor Group is selected as Mandatory, it is recommended to set up a Strata Plan Tag prior to creating your first Strata Plan Creditor. 

Company

When the Strata Plan is not selected as Self Managed, the company section must be completed before saving the Strata Plan Creditor. 

  • Click the Edit Pencil above Company 
  • Either select from an existing company, or complete the company details, address, contact information, preferred communication method and confirm the contact method

Contacts

Click the plus button to enter contacts; for example the strata manager or a site contact such as a secretary. Strata Plan Creditor contacts can be added with the Contact Type as Strata Manager, Accounts and/or Other. 

Payment Information

Click on the plus button to add payment information for the Strata Plan such as, cheque, EFT or Bpay. 

Default Account for Invoices

Select a default account for invoices from the drop down menu. If you have not configured an account for Strata Levies, it is recommended to do so, to ensure the levies are accounted for clearly on the Ownership Income and Expenditure Statement.  

For more information on how to configure accounts, click here to visit the Knowledge Base article. 

  • Click Save to save this new Strata Plan Creditor

Note: When the Strata Creditor is saved, this will automatically save the Strata Plan number to the creditor name i.e. SP: 12345 . This is so the Strata Plan profile can be easily found when searching in Property Tree 

Searching for Strata Plan Creditors is made easy with the Search function and the Find Creditor page. 

Search Function

When using the Search function, search by SP:. As Strata Plan Creditors are set with SP: (using the colon after SP), this will highlight strata plans, rather than all words using the letters 'SP'.

Note: If you cannot find your strata plan by searching SP: the Strata Plan profiles must not have 'SP: along with the strata plan number' in the creditor name. We recommend you adding this or alternatively you can search using the specific Strata Plan number.

Find Creditor 

You can use the Find Creditor page to locate a Strata Plan Creditor. To do this go to:

  • Managements > Find > Find Creditor

On the Find Creditor page, you can opt to search by SP: ,  select and filter by Tags, if your office has a Strata Plan Tag configured OR simply click search to populate all creditors

  • Click Search

The Search Results display with a Strata Plan column, which confirms if this Creditor is a Strata Plan Creditor or not. You can click the Strata Plan heading in the Search Results to filter Yes or No to the top of the table.

The Find Creditor Search Results can be exported to PDF and CSV. 

Convert a Creditor to a Strata Plan Creditor

If you have already entered creditors for Strata Plans, you have the option to convert these Creditors to Strata Plan Creditors, to have access to the additional fields and options.

To convert a Creditor to a Strata Plan Creditor, go to:

  • Managements > Find > Find Creditor
  • Search and select your Creditor

In the Details section, the Creditor will be marked as No for Strata Plan. To convert this Creditor to a Strata Plan Creditor:

  • Click the Edit Pencil
  • Select the Strata Plan checkbox

When the Strata Plan checkbox is selected, you will be required to enter the Strata Plan details. 

Note: When converting an existing Creditor to a Strata Plan Creditor, ensure the Name field is updated to reflect the Strata Plan number. This will ensure that you can search for your Strata Plan number in the global search.

  • Click Save once complete

Converting a Strata Plan Creditor to a Creditor

To convert a Strata Plan Creditor to a regular Creditor, follow the same steps as above, however instead deselect the Strata Plan checkbox.

Note: To convert a Strata Plan Creditor to a regular Creditor, the Strata Plan Creditor must not have any properties linked. 

Archiving a Strata Plan Creditor

Strata Plan Creditors can be archived by clicking the Actions button and selecting Archive. 

You will be able to archive Strata Plan Creditors with Properties attached. This will not remove the Strata Plan Creditor from the Strata Tab on any attached properties. If you wish to remove the details from the Property, click the red X next to the SP number on the Strata Tab .  

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