User guide

Video tutorials of Arteco Fincas

01. Create your community
02. Create the owner's list
03. Create the properties
04. Opening balances
05. Distributions
06. Bank account
07. Settlements
08. Previous balance
09. Bank Account Movements
10. Settlement result
11. Installments
12. Remittances
13. Incidents
14. Imports
15. Company data input

Introductory guide to Arteco Fincas

  1. If you want to create a new community, you must first fill in the community file with the required information: name, NIF/VAT No., address and bank account, among others. After that you can create the properties which must necessarily be associated with an owner.
  2. From the property file, you can select an existing owner , or add a new one to the database, since the same owner could have different properties within one or more communities.
  3. Next step is to create the distribution groups and the coefficients of each owner by property. This way, when you enter an expense, income, receipt or payment from Bank Account Movements you would be able to indicate if the amount estipulated for that movement should be distributed by using a distribution group. The expense could be attributed to an only property, in which case the expense would be a private expense and it must be indicated which property should be charged.
  4. Future expenses can be considerated through the use of payment obligations , which could be exceptional or recurrent, so they are taken into account in the settlements .
  1. Once you have created the community, properties, distribution groups and their coefficients, you should reflect the bank movements in the community account. The bank account movements could connect concepts, funds, communal or privative expenses, and/or suppliers. In this way you will have total flexibility to reflect any real situation in the community.
  2. Remember you can enter exceptional or recurring future expenses through payment obligations .
  3. Once all the economic movements of the community have been reflected, you will be able to generate a settlement . The settlement could be overdue , or according to a defined budget . In this case, you must enter the installments of each property and the system will calculate the adjustment installments from actual to budgeted expenses through an automatic settlement process.
  4. After the generation of the settlement, you can obtain detailed reports by owner, distribution group or by concepts, print them, save them in PDF or mark them as public so that the owners can consult the information through the owner's portal.

In the first settlement the initial balances can be entered into the system through payment obligations as it is a commitment from the owners with/towards the community (or a collection right if the balance turns in their favor) for each property they have. This could also be done through the community file and the sub-option of opening balances, specific for that purpose. From that moment, the balances of each financial year are automatically transferred between settlements, even if the financial perdiod changes for example from quarterly to annual or the settlement method changes from budget to overdue expense.

In the following settlements you should only reflect the bank movements in the movement list: income and expenses , indicating, in case it is an expense, if it must be distributed to a group of owners through a distribution group or to a specific owner. You must also indicate the amount of the expense, the date of the movement and any other additional information as for example if that expense belongs to a fund or a project.

The general procedure for the OVERDUE EXPENSE settlements

  1. Reconcile the balance of the community account in Arteco Fincas with the bank account creating the pertinent movements.
  2. For each created movement, verify to whom or who will be charged , the amount and the pertinent concept (income, payment, refund, electricity bill...)
  3. Create the settlement for the financial year period as agreed by the owners at the meetings.
  4. Issue the bank remittance to collect receipts or to create the income movements for those that are not paid through direct debit.
  5. Publish the results in the owner's portal to keep the neighbors informed.

In the event that the expenses of the community are based on a BUDGET , you should:

  1. Create the settlement for the financial year period as agreed by the owners at the meetings.
  2. Create a budget to calculate the number of installments and their amount per owner.
  3. Periodically issue the installments (that can be paid by direct debit) for their actual amount or by the pending balance.
  4. Reconcile the balance of the community account in Arteco Fincas with the bank account creating the pertinent movements.
  5. For each created movement, verify to whom or who will be charged , the amount and the pertinent concept (income, payment, refund, electricity bill ...).
  6. Issue bank remittance for the collection of receipts, or create income movements for those that are not paid through direct debit.
  7. Publish the results in the owner's portal to keep the neighbors informed.