A Tenant Adhoc Charge represents a miscellaneous charge (or credit) that is not defined within a Tariff that are calculated alongside the ongoing periodic bills that are created. The Tenant Adhoc Charges that have been added to Tenant Account are configured and managed in the Tenant Account Editor.

Once a tenant charge has been created, it can be issued alongside the ongoing periodic bills that are generated for the Tenant, or as a stand-alone ad-hoc invoice if required. Ad hoc charges can also be setup to be charged on a recurring basis, or just as a one off.

Creating a New Tenant Ad-Hoc Charge

Firstly, the Ad hoc charges that are to be charged need to be created. Once an Adhoc Charge type has been created, these can be applied to any Tenant Account easily.

To setup a new ad hoc charge type to be used by one or more tenants.

Right click on one of the Tenant Accounts you want to add it to
Click Edit

This opens the Tenant Account Editor:

Click Add Charge

The Tenant Adhoc Charge Selector pop-up opens with a list of all pre-existing Tenant Adhoc Charges that can be applied to the Tenant Account.

Click Add Charge

The Tenant Adhoc Charge Setup pop-up opens:

Configure the Tenant Adhoc Charge details as follows (*mandatory field):

Field	Descripton
*Name	Enter the Name of the Tenant Adhoc Charge. This will be as it appears on the invoice when the charge is used.
Description	(optional) - Enter a Description of the Tenant Adhoc Charge.
Default Charge	Enter the Default charge amount. This can be overridden once the Tenant Adhoc Charge is added to a Tenant Account.

Click OK

The Tenant Adhoc Charge Setup pop-up closes and the Tenant Adhoc Charge Selector is updated to display the new or updated Tenant Adhoc Charge details. The ad hoc charge is now available to assign to any one of your Tenant Accounts.

Adding an Ad-Hoc Charge to a Tenant Account

Once created (as above), Adhoc Charges can be added to a Tenant Account in the Tenant Account Editor.

To add a Tenant Adhoc Charge to a Tenant Account:

Right click on the Tenant Account and click Edit to open the Tenant Account Editor

Click Add Charge

The Tenant Adhoc Charge Selector pop-up opens with a list of all pre-existing Tenant Adhoc Charges that can be applied to the Tenant Account.

Highlight the Tenant Adhoc Charges to be added to the Account
Click OK

The Tenant Adhoc Charge Selector pop-up closes and the Tenant Account Editor is updated to display the updated Adhoc Charge details (which will include the new one that has been selected).

By default, the charge will be created as a Once Only charge on the next periodic bill that is generated for the Tenant Account. This means that when a "Normal" bill run is next initiated for the Tenant Account, it will be included in the invoice that is generated. However, the charge can be modified to amend how and when the ad-hoc charge is applied to a bill.

To modify the charge select the appropriator ad-hoc charge in the list and click the Edit Charge button .

This will open the Tenant Adhoc Charge Editor:

The configuration of the ad-hoc charge can then be modified, as per the following options:

Option	Description
Frequency	Controls how often the ad-hoc charge will be billed to the Tenant. Once only - the charge will only be applied and charged to the Tenant once Recurring - the charge will be applied on an ongoing basis as per the date configuration set below Charges will be applied as per the date configuration set below
Active From	Enabled if "None" tick-box is not selected. Represents the start date that the ad-hoc charge will be applied to the tenant from. If the "None" tickbox is selected, the active from date is assumed not to have a specific start date.
Active To	Enabled if "None" tick-box is not selected. Represents the end date that the ad-hoc charge will be applied to the tenant to. If the "None" tickbox is selected, the active to date is assumed to have a specific to date - it will keep on being applicable.
Bill Method	How the ad-hoc charge should be billed to the tenant Periodic - the charge(s) is/are included on the next periodic bill(s) that is/are generated for the Tenant Account as part of a "Normal Bill Run" Ad-Hoc - the charge(s) is/are included on the next ad hoc invoice(s) that is/are generated for the Tenant Account as part of a "Ad-Hoc Bill Run"
Group	Controls how many individual ad-hoc invoices are created if multiple ad-hoc charges are applied that have an "Ad-Hoc" bill method. By default all charges will be allocated to the same group. One Ad Hoc invoice is created per Group. If there are multiple Ad Hoc charges that are configured to be ad-hoc invoiced, then assigning the ad-hoc charges to the same group will create a single invoice with all the charges itemised. However, if they are assigned to different groups, then individual ad-hoc invoices will be created for each group. Click here for more details on how to create the Charge Groups and adding the Charge to a Charge Group.
Type	To specify the order of the ad hoc charges on the bill (i.e. other Charge 1 to 10, in ascending order).
Amount	The net amount pertaining to the ad-hoc charge, this is defaulted to the value captured against the ad hoc charge type that has been selected.
Override Default	Selecting this tick-box will allow the default charge amount to be over-typed, if this needs to be customised for the specific tenant
Charge VAT	Whether VAT should be applied to the ad hoc charge (using the prevailing VAT rate applicable to the Tenant Account for the effective date of the bill).

Click here for details on how to run an Adhoc Charges Tenant Bill Run

Sigma Online User Manual

Tenant Ad-Hoc Charges

Creating a New Tenant Ad-Hoc Charge

Adding an Ad-Hoc Charge to a Tenant Account