Streamline Utility Management with the Utilities Page
A Step-by-Step Guide for Shopping Centers
Managing utilities for a shopping center can be a complex task, but with the right property management software, it becomes much more manageable. The Utilities Page in the Inmall System is designed to help shopping center management professionals efficiently set up, calculate, and distribute utility invoices to tenants. This guide will walk you through the step-by-step process of using the Utilities Page to streamline utility expense management and improve operational efficiency in your retail space.
What is the Utilities Page?
The Utilities Page is a powerful feature of our property management software that allows shopping center managers to configure and manage utility invoices for tenants. It supports complex scenarios, such as assigning meters to multiple spaces, customizing utility calculations, and generating tenant invoices. This utility expense management tool is highly flexible, supporting various aspects of commercial property utilities. While the system offers extensive capabilities, it's recommended that the initial setup be handled by InMall professionals to ensure accuracy and efficiency in managing your shopping mall operations.
The Utilities Page is a powerful feature of our property management software that allows shopping center managers to configure and manage utility invoices for tenants. It supports complex scenarios, such as assigning meters to multiple spaces, customizing utility calculations, and generating tenant invoices. This utility expense management tool is highly flexible, supporting various aspects of commercial property utilities. While the system offers extensive capabilities, it's recommended that the initial setup be handled by InMall professionals to ensure accuracy and efficiency in managing your shopping mall operations.
Step-by-Step Guide to Using the Utilities Page
Step 1: Building Settings
When you access the Utilities Page, the first step is to configure the Building Settings. This is where the structure of the utility invoice is created. Key tasks in this step include:
Step 2: Contract Terms
Next, navigate to the Contract Terms Page to define how utility costs are calculated for each tenant. This step allows you to set custom requirements and conditions for utility charges, aligning with lease agreement utilities. Options include:
Step 3: Create a New Period
On the left-hand navigation panel, click the Add New button to create a new billing period. A popup will appear where you can select the From and To dates for the period. This step ensures that utility calculations are based on the correct timeframe, aligning with your established billing cycles.
Step 4: Enter Meter Readings
In this step, you'll enter all meter readings into the system. The Utilities Page also allows you to import or export data, making it easier to manage large volumes of information. Accurate meter readings are essential for calculating utility costs correctly and conducting thorough utility bill analysis. This data also provides insights into energy usage patterns across your retail spaces.
Step 5: Allocate Bills to Cost Groups
After entering meter readings, the next step is to allocate bills to specific cost groups. This ensures that utility costs are calculated and applied correctly to each tenant. Proper utility cost allocation is crucial for accurate invoicing and financial reporting. This step also helps in managing common area maintenance charges related to utilities.
Step 6: Review the Summary
Before generating tenant invoices, review the Summary Page. This page provides an overview of all utility calculations, ensuring everything is accurate and complete. It's your final checkpoint before proceeding to the invoicing stage and an opportunity to perform utility bill auditing.
Step 7: Generate and Manage Tenant Invoices
The final step is the Tenant Invoices Page, where you can:
Step 1: Building Settings
When you access the Utilities Page, the first step is to configure the Building Settings. This is where the structure of the utility invoice is created. Key tasks in this step include:
- Creating Space Sets: You can group spaces into sets, such as zones or specific areas within the shopping center.
- Adding Meters: Enter a list of all meters used in the shopping center. While typically one meter is assigned to one space, the system also supports more complex scenarios where a single meter is shared across multiple spaces.
Step 2: Contract Terms
Next, navigate to the Contract Terms Page to define how utility costs are calculated for each tenant. This step allows you to set custom requirements and conditions for utility charges, aligning with lease agreement utilities. Options include:
- Addon Percent: Add a percentage to the base cost.
- Fixed Price: Set a fixed amount for specific utilities.
- Percentage of Price: Calculate costs based on a percentage of the total price.
- Minimum/Maximum Price: Define price limits for utility charges.
- Discount Price: Apply discounts to specific utility costs.
Step 3: Create a New Period
On the left-hand navigation panel, click the Add New button to create a new billing period. A popup will appear where you can select the From and To dates for the period. This step ensures that utility calculations are based on the correct timeframe, aligning with your established billing cycles.
Step 4: Enter Meter Readings
In this step, you'll enter all meter readings into the system. The Utilities Page also allows you to import or export data, making it easier to manage large volumes of information. Accurate meter readings are essential for calculating utility costs correctly and conducting thorough utility bill analysis. This data also provides insights into energy usage patterns across your retail spaces.
Step 5: Allocate Bills to Cost Groups
After entering meter readings, the next step is to allocate bills to specific cost groups. This ensures that utility costs are calculated and applied correctly to each tenant. Proper utility cost allocation is crucial for accurate invoicing and financial reporting. This step also helps in managing common area maintenance charges related to utilities.
Step 6: Review the Summary
Before generating tenant invoices, review the Summary Page. This page provides an overview of all utility calculations, ensuring everything is accurate and complete. It's your final checkpoint before proceeding to the invoicing stage and an opportunity to perform utility bill auditing.
Step 7: Generate and Manage Tenant Invoices
The final step is the Tenant Invoices Page, where you can:
- View All Invoices: See a list of all generated invoices.
- Send Invoices: Send invoices to tenants individually or in bulk through centralized billing.
- Track Invoice Status: Monitor how many invoices have been sent and how many are pending.
- Resend or Download Invoices: If needed, you can resend invoices or download them for record-keeping.
Why Use the Utilities Page?
The Utilities Page simplifies utility expense management by consolidating all tasks into a single, easy-to-use interface. Key benefits include:
The Utilities Page simplifies utility expense management by consolidating all tasks into a single, easy-to-use interface. Key benefits include:
- Accurate Billing: Customizable calculations ensure tenants are billed fairly and accurately.
- Time Savings: Automated processes reduce manual effort and streamline workflows.
- Flexibility: Supports complex scenarios, such as shared meters and custom pricing conditions.
- Transparency: Provides a clear overview of utility expenses and invoice statuses.
- Energy Efficiency: Helps identify opportunities for energy efficiency in malls through usage pattern analysis.
- Cost Savings: Enables better negotiation of utility contracts and identification of cost reduction strategies.
How to Get Started
- Access the Utilities Page: Log in to your InMall System dashboard.
- Set Up Building Settings: Configure the structure of your utility invoices and add meters.
- Define Contract Terms: Customize how utility costs are calculated for each tenant.
- Create Billing Periods: Set the timeframe for utility calculations.
- Enter Meter Readings: Input meter data manually or import it from external sources.
- Allocate Bills: Assign utility costs to the appropriate cost groups.
- Review and Generate Invoices: Check the summary and send invoices to tenants.
By leveraging the Utilities Page, shopping center managers can streamline utility expense management, reduce errors, and improve tenant satisfaction. This tool is an essential asset for efficient retail space utility management, whether you're managing a single property or a portfolio of shopping centers. It also helps in meeting energy efficiency mandates and optimizing relationships with utility providers.
As regulations and market conditions evolve, having a robust utility management partner like Inmall can help you stay compliant with regulatory requirements while maximizing operational efficiency and cost savings in your shopping center management practices.
As regulations and market conditions evolve, having a robust utility management partner like Inmall can help you stay compliant with regulatory requirements while maximizing operational efficiency and cost savings in your shopping center management practices.
«SIA INMALL», reg. no. 40203531565 has signed contract no. SKV-L2023/284 with the Latvian Investment and Development Agency (LIAA) on the project "Promoting International Competitiveness", which is co-financed by the European Regional Fund
