i-Account Setup Guide (Abridged)
Welcome to i-Account. Please refer below for a brief guide on how to get started with i-Account.
Setup Guide
 
1. Login to i-Account

After i-Account module is activated for a particular i-Neighbour account, the Master Admin is able to view the i-Account icon at the right side of the navigation menu. Click on this icon to login to i-Account.
   
   
Below is the screen displayed after Admin login to i-Account.
   
 
2. Create Admin

Once the i-Account module is activated, only Master Admin is immediately granted access to i-Account.

If you need to provide access for other users, go to Manage Admin (in i-Neighbour) and create Administrators, then assign the new Admin to an i-Account System Role. This role is only enabled when i-Account is activated for the neighbourhood.

After gaining access, the new i-Account Admin will also be able to view the i-Account icon at the right side of the navigation menu.
 
 
3. Configure the Chart of Account

The first thing to do in i-Account is to configure your Chart of Accounts. By default, there is a built-in Chart of Accounts in the system.
•  Review the default Chart of Accounts at Banking and General Ledger > Maintenance > GL Accounts. For easier reference, you can also print a complete list at Reports > General Ledger > Chart of Accounts.
•  Customise the Chart by adding new GL accounts or removing unnecessary ones based on your requirements.
•  Refer to the User Guide for more details.
   
   
 
4. Configure Bank Accounts

Following that, set up and configure your Bank accounts and Cash accounts (Banking and General Ledger > Maintenance > Bank Accounts). To ease monitoring and bank reconciliation, it is recommended to create separate GL accounts for each bank account.
 
Refer to the User Guide for more details.
 
 
5. Configure Fiscal Years

Next is to create the Fiscal Years at Setup > Company Setup > Fiscal Years. By default, there is a Fiscal Year already added in the system.
 
•  Use the default year or create the appropriate Fiscal Years as required.
•  Go to Setup > Company Setup > General Ledger Settings. Select the current Fiscal Year from the list.
•  Refer to the User Guide for more details.
 
 
6. Create Opening Balance

If there are balances from your existing accounting software, you have to follow the steps below to establish the opening balance in i-Account.
1. Go to Fiscal Years. Create a Fiscal Year that is one year before the one you created when you are starting to use i-Account. (So if you start from January 1, 2019, create a Fiscal Year starting January 1, 2018.)
2. Set this as the current year in Company Setup.
3. Check if you have all the same GL accounts in i-Account as the ones listed on your Balance Sheet from your previous accounting system. If they do not all exist in i-Account, then create them. Additionally, set up Bank Accounts for your GL Bank accounts and Cash accounts.
4. Go to Journal Entry under Banking and General Ledger. Set the date to be the last of the year (e.g. December 31).
5. Enter the lines from the Balance Sheet one by one. You should end up with a 0 difference because the debits and credits should equal on your Balance Sheet.
6. Save the Journal Entry.
7. Set the normal Fiscal Year at Company Setup again to complete.
 
For other software migration inquiries (e.g. Import unsettled Accounts Receivable/Payable invoices), contact us for further details.
 
7. Configure Maintenance Fee & Charges

Now you can configure the Charges of your neighbourhood at Property > Charge Setup. These settings are used for Batch Invoice creation.
•  By default, there are several Charge Types available in the system (e.g. Maintenance Fee, Sinking Funds, Water and etc.).
•  Review and update the list of Charges, including the description, unit price and determine whether a Flat rate will be used for each specific Charge.
•  Water Charge is based on Meter Reading. Go to Property > Meter Reading to configure the settings and upload Meter Reading data.
•  To add a new Charge, go to Accounting menu > Items and Inventory > Maintenance > Items (add as Services category item).
•  Next, at Items and Inventory > Maintenance > Items, for each Charge/ Item, review the default GL Account where the Invoice will be posted (e.g. Maintenance Fee post to Maintenance Fee GL Account).
•  Refer to the User Guide for more details.
 
 
8. Import Units from i-Neighbour & Update Units' Property Size

After all the accounting settings have been configured, you can start to import the Property Unit from i-Neighbour by clicking the Import button at Unit Setup.

After import, key in the Unit Size (or Share Units) for the Property Units. This is used in Batch Invoice creation for Charges that are set as Non-Flat Rate.
 
 
9. Configure Late Payment Interest

If necessary, configure the Late Payment Interest settings.
 
•  At Late Payment Interest page, click on the Interest Settings button.
•  Review the Yearly Interest Rate (default is 10%) and set the Item to be billed in the Interest Invoice. You can create the Item at Accounting menu > Items and Inventory > Maintenance > Items.
•  The Item should be a Service type with editable description. Choose the appropriate GL account according to your accounting practices.
 
 
Operation Guide
 
1. Creating Monthly Maintenance & Other Batch Invoice

You can start creating monthly Batch Invoice for your Charges now! Go to Property > Batch Invoice to create invoices on a one-type Charge for all customers at the same time. You can also view Batch Invoices in pdf form.

Refer to the User Guide for more details.
   
   
Whenever the invoice is created, it will be automatically synced to i-Neighbour. Unit Owner will be able to view their invoices at their user portal.
   
 
2. Upload Water Meter Reading & Create Batch Water Billing

Admin can also upload the Water Meter Readings and create Batch Invoice for Water Billing.
•  If the Water Billing feature is not required, it can be disabled by Admin at Accounting > Setup > Company Setup > Meter Setup. Subsequently, the Meter Reading page will be hidden from Property Menu.
•  If you need to use this, firstly, at Meter Setup page, configure the applicable rates and minimum charge.
•  Next, at Meter Reading, add the meter reading data for each unit either manually or by importing a csv format file. Once you have uploaded all the reading, go to Batch Invoice to generate invoices.
•  Refer to the User Guide for more details.
 
 
3. Creating Invoice for Late Payment Interest

•  You can also charge Late Payment Interest for your customers. The Late Payment Interest page shows a list of invoices that have already passed due date (Late Payments).
•  Select a customer to add Interest Advice (charge interest). Interest amount will be auto-calculated based on a Simple Interest formula and the earlier configured interest rate. You can also enter a preferred interest amount.
•  Refer to the User Guide for more details.
   
   
 
4. Print Customer Statement Cum Invoice

After generating multiple Charges/Invoices, Admin can choose to create and print out the Customer Statement Cum Invoice which lists all the unpaid invoices in one statement, then deliver the hard copy of the statement to each unit’s letterbox.
 
 
5. Add Customer Payment & Print Customer Receipt

When the customer makes a walk-in payment at the management office, Admin can add Customer Payment (under Sales menu) and print customer receipt on the spot. The invoice payment will be synced with i-Neighbour.
 
 
 
6. Print Customer Aging Report

Every month end, the Admin can print Customer Aging Report for their management review.
 
 
 
7. Print Notice of Demand

If the defaulters has exceeded the allowed outstanding amount, the Admin can print a Notice of Demand and send the letter to the defaulters.
 
 
8. Create Supplier & Add Supplier Invoice

When Admin receives a Supplier invoice, Admin can enter it into i-Account.
•  First, add the Supplier at Purchases > Maintenance > Supplier.
•  Ensure that the Item purchased has already been created at Items and Inventory > Maintenance > Items.
•  Enter the supplier transaction at whichever page that is applicable - e.g. Purchase Order, Direct GRN, Direct Supplier Invoice and Supplier Invoice.
•  Refer to the User Guide for more details.
 
 
9. Create Fixed Asset Item & Purchase Fixed Asset

The system also maintains a Fixed Asset Register with a unique ID for each Fixed Asset Item. Follow the steps in the order below:
 
•  Add the required Class at Fixed Assets Classes.
•  Add the required Category at Fixed Assets Categories.
•  Add the required Location at Fixed Assets Locations.
•  Create a Fixed Assets Item with the applicable Class and Category.
•  Ensure the required Supplier has been added at Purchases > Maintenance > Supplier.
•  Enter the purchase details at Fixed Assets Purchase and select the Item & Location.
•  Refer to the User Guide for more details.
 
 
10. Add Supplier Payment

When Admin is ready to pay the Supplier, Admin can create the payment entry at Payment to Suppliers.

Refer to the User Guide for more details.
 
 
11. Print Supplier Aging Report

At the month end, Admin can print the Supplier Aging Report for management review.
 
 
12. Print Balance Sheet

Other than that, Admin can also print the Balance Sheet for the particular period for management review.
 
 
13. Print Trial Balance

Admin can print the Trial Balance as below.
 
 
14. Print P&L

Admin can print the Profit and Loss Statement as below.
 
 
For more guidance, refer to the detailed i-Account User Guide which is available within the application.
Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at [email protected], we will update it as soon as possible.