Managing co-ownerships

Purpose

The “Co-ownerships” screen brings together the associations of co-owners that your organisation administers as co-ownership management. Each co-ownership features a detailed profile that combines its identity, lots, allocation keys, budget, expenses, individual owner accounts, and the documents communicated to them.

The profile overview displays the number of lots and the total assigned shares, the balance of the working fund and the reserve fund, as well as the arrears, in order to assess the financial situation of the building before any meeting or call for funds.

Where to find it

1. Co-ownership
2. Co-ownerships

The "Co-ownership" group only appears if the "Co-ownership management" business line is ticked in "Settings", "Organisation".

Steps

1. Open “Co-ownerships” and click on “New” in order to create the association of co-owners.
2. Fill in the “Name”, the address, and the “Total shares”, and then indicate the “Financial year starts (month)” so that accounting periods are calculated correctly.
3. Complete the “Working fund IBAN”, the “Reserve fund IBAN”, and the “BIC”, which will appear on the calls for funds sent to the co-owners.
4. Enter the contact details for the “Co-ownership”, the “Insurer”, and the “Policy number”, and then save the profile.
5. Click on “Open” on the co-ownership row in order to access its profile and its tabs “Overview”, “Lots and shares”, “Allocation keys”, “Budget”, “Expenses”, “Owner accounts”, and “Documents”, with the latter making the items that you deposit there with “Add” visible to the co-owners.

Good to know

• The overview highlights in colour any discrepancy between the sum of the lot shares and the declared “Total shares”, so that you can correct the distribution before the first call.

Related guides

• Co-ownershipDefining lots and allocation keysRecord the lots, their shares and their co-owners, and then define the allocation keys specific to each expense, in order to ensure accurate accounting.
• 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.
• Co-ownershipPreparing and convening the general meetingPlan the meeting, establish the agenda with the required majority for each item, and then send the notice by email.
• PortfolioManaging buildingsRegister your buildings, their photos and their owner, and track the occupancy rate of each one from a single list.