Defining lots and allocation keys

Purpose

The lots and their shares form the basis of all calculations for the property manager, such as calls for funds, annual statements, quorums and vote weighting in general meetings. Each lot is linked to an owner or a contact so that calls, meeting notices and portal access can be sent to the correct person.

Allocation keys allow certain expenses, such as the elevator or heating, to be distributed according to different proportions than the general shares.

Where to find it

1. Co-ownership
2. Co-ownerships

Co-ownership record, “Lots and shares” and “Allocation keys” tabs.

Steps

1. Open the co-ownership, go to the “Lots and shares” tab and click on “New lot” in order to add a new property unit.
2. Enter the “Reference”, the “Type”, the “Shares” and the floor, and then link the lot to a portfolio unit if applicable.
3. Select the owner or contact for the lot so that their calls for funds, meeting notices and individual account are attributed to them.
4. Open the “Allocation keys” tab and click on “New allocation key” in order to create, for example, an elevator or heating key.
5. Enter the shares for each lot in the key table, or click on “Copy shares” to start from the general shares, and then click on “Save”.

Good to know

• A key for which no shares are entered follows the general shares, which avoids having to copy the distribution when the expense concerns all lots.
• The lots table indicates the percentage represented by each lot and displays “No co-owner” when no holder is attached, in order for you to complete the record before issuing a call.

Related guides

• Co-ownershipManaging co-ownershipsCreate the association of co-owners and track its lots, funds, arrears, and documents on a single profile.
• Co-ownershipEstablish the budget and the annual statementEnter the budget and the expenses of the financial year, in order to produce and send the annual statement of each co-owner.
• Co-ownershipGenerate and issue fund callsCalculate a call based on the budget or an amount, check the draft lines, and then send each co-owner their call in PDF format.
• PortfolioManaging ownersCentralise your principals' contact details and locate their buildings, mandates and statements directly on their profile.
• PortfolioManaging unitsDescribe each lot, track its commercial status, and retrieve offers, leases, sales, and opportunities related to it on its file.