If you want to settle utility costs with the owner, you can charge them in advance by creating a periodic cost item for a utility advance and adding it to the owner agreement. This will then be shown as an expected utility advance invoice.
Before invoicing
Before you can invoice utility advances, you need to be sure that these costs have been set up correctly. Go to periodic costs to add a new periodic cost. There is a checkbox that you should use to indicate that this cost is used to charge a utility advance.
Read the following two articles for more information: Creating periodic costs, Adding periodic costs to owner agreement
In the overview of periodic costs, the 'Utility advance' column shows which periodic costs have been marked as a utility advance.
Invoicing a utility advance
Go to 'Expected utility advance invoices' in the owners module. In the tab 'invoice in bulk' you’ll see an overview of the utility advance costs ready to be invoiced, bundled together based on the invoice period (start and end date) and applicable utility advance costs. The number of invoices shows you how many are included in this batch.
Click the 'invoice' button for a particular batch to start creating invoices. First, you’ll see an overview of the owners and invoices included in this batch. At the top, use the blue button to create invoices for this entire batch. These invoices can now be found in the concept invoices in the 'Financial' module, ready to be sent.
It is also possible to use the white 'Skip invoices' button to skip all invoices in the batch. This is done immediately, so be sure not to accidentally click it if you wanted to create invoices.
The second tab in the 'Expected utility advance invoices' view is 'Invoice per agreement'. This page shows you each separate expected invoice. Click 'Invoice' for the specific object and owner you want to start invoicing.
In the next page, you can choose to invoice, or skip an invoice, for the invoicing periods and utility advances listed. Both of these actions cause that expected invoice to be removed from the batch it was originally in.
Here you can also see for which utility advances an invoice has already been created, and if any have been credited or skipped.
Read more about skipping expected periodic invoices: Skipping an invoicing period for periodic costs
Offsetting against the meter readings
After the advance has been paid, and the actual use is known based on meter readings, you can settle the amounts with each other.
Read more: Expected settlements of meter readings