Broll-Online System Overview
Broll-Online
The system is a single operating entity, with different views, depending on each user’s profile. The core system comprises the property management and accounting components.
Property Management component
The property management component handles the management of space, tenants, leases, billings raised and cash received. This module can function as a standalone property management system.
The Building Module is used to register landlord details, admin fee types, demographics and sector types, users and roles, interest calculation parameters, portfolio allocation, and myriad other tasks.
The Premises Module registers and maintains the space within the building. It handles the dynamics of space relating to rentable and usable areas according to the South African Property Owners Association (SAPOA) definition.
The Lease Module is used to capture the details of the lease, such as tenant information, fixed charges, tenant types, tenant rating, and any specific clauses on the lease. We prepare the system to generate the fixed charges on the lease. We also supply the debit-order information and the type of interest, if any, levied on arrears. This is the binding document that links all modules.
The credit controllers have a last opportunity to amend the tenant’s account before the statement run. They would normally print the pre-statement run. This report displays the tenant’s next statement.
Once the statement run takes place, the tenants will have their statements sent to them. The ones on debit order will have their bank accounts debited, and the others will either send their payments to the receiving office or deposit directly.
The Receipting Module is then used to import the bank statements on a daily basis. Once the bank statement has been released, credit controllers can set about allocating items on the bank statement to individual debtors. They can also dispute items that other credit controllers have allocated. Eventually, the allocated items will be posted to the various accounts.
All tenant queries are live on the system. As soon as an entry is passed against an account, it reflects on the query screen.
Accounting component
The Accounting aspect of the system caters for non-tenant movement eg, accruals, budgeting and consolidations.
The Creditors Module captures creditor invoices and records payments made. This module is earmarked to incorporate an approved vendor list, and to handle the process from requisition through to approval and payment.
The Budgeting Module enables the capture of budgets and forecasts. Enhancements to this module include budgeting at premises level. Using this module, future earnings can be projected.
The Reporting Module is used to produce packs of predefined reports. The list of reports can be printed to screen or printer, saved to disk or sent via email in any number of formats. Furthermore, these reports can be run against any group of buildings for any ad-hoc period.
The Fault Centre is capable of logging all calls and faults, including IT, building and tenant calls.
The Utilities System ensures that utility service providers are paid correctly and on time. The system also monitors billing and consumption trends for each building, ensuring that the landlord is billed correctly for the type of usage of that particular development.
The Rent and Interest Run are calculated on the 18th of each month, based on the parameters supplied in the Lease Module.
At the same time, the Recoveries are imported from the meter readings.
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