This article shows how to create a maintenance request with an admin fee. Before you use this feature, you must "turn on" admin fees at the company level.
To add admin fees to maintenance requests
Add a maintenance request as you normally would. If you are going to charge an owner, enter the owner on the MR. If you are going to create a payable to a vendor, select the vendor on the MR.
Complete the User field. (This field is required for admin fees, charges, and/or payables.) If you have not set up maintenance users, you can select your own username in the field.
Click Save.
In the Billing Info tab, click the Add Detail button.
A detail row appears.
Right side of the screen:
Complete the row.
Employee | Breeze completes the field with the name of the User you selected when you completed the top part of the Maintenance Request. Change it if needed. If you are charging for labor, complete the Labour tab first. When you select the employee who performed the labor, Breeze will pull in the labor amount from the Labor tab. For information about tracking labor, click . |
Description | A description of the repair. |
Quantity | The number of items the vendor will be paid for (for labor, the number of hours worked). |
Unit Pay | The amount for each item (for labor, the hourly rate). |
Pay Total | The total amount to be paid to the vendor (Quantity * Unit Pay). |
Pay G/L Account | The expense account for the payable. |
Unit Charge | The amount to be charged to the owner for each item. |
Charge Total | The total amount to be charged to the owner (Quantity * Unit Charge). |
Charge Code | The charge code used in the charge to the owner. In the example shown above, it's Miscellaneous Income. |
Pay checkbox | Breeze creates a payable to the vendor. |
Charge checkbox | Breeze creates a charge for the owner. |
Admin Fee checkbox | Breeze creates a payable to the management company. |
Management Vendor | Completed automatically if you select the Admin Fee checkbox, based on the company-level setup. |
Percentage | Completed automatically if you select the Admin Fee checkbox, based on the company-level setup. |
Click Save.
Click Post. Breeze creates charges and payables.
Click the Charges tab to view charges.
Click the Payables tab to view the payables.
Both the charge and the payable include the admin fee.
Note(s):
You should complete the Billing Info tab before you mark the maintenance request as Work Completed. Otherwise, you will have to change the status back to In Progress to add billing information and generate admin fees.
This feature does not require both a charge and a payable. If you don't charge the owner, Breeze will add an admin fee to the payable to the vendor.
If you create a charge, but not a payable, Breeze adds the admin fee to the charge but does not create a payable for it. You will need to manually create a payable to the property management company in this case.
If you use the same charge code for both the admin fee and the actual maintenance charge (for example, Miscellaneous), then Breeze will create a single-line charge to the owner, and the admin fee will not be shown as a separate charge.