Fee Management

This comprehensive guide covers all features in the Fee Management module with step-by-step instructions.

1. Block Fee Settings

Overview

The Block Fee Settings page allows administrators to configure monthly fee amounts for each block. The system provides a 12-month view with inline editing capabilities.

Accessing Block Fee Settings

1. Log in to the admin panel
2. Navigate to Fee Management in the sidebar
3. Click on Block Fees

Interface Components

Filter Panel (Left Side)

• Block Selector: Dropdown to select which block to manage
• Year Selector: Dropdown to select the year (current year ± 2 years)
• Load Fees Button: Fetches and displays fee data for selected block and year

Fee Table (Main Area)

The table displays 12 months (January - December) with the following columns:

• Month: Month name
• Amount: Fee amount in IDR
• Status: Lock icon (past months) or Edit icon (current/future months)
• Last Updated: Date of last modification
• Note: Reason for last change

Step-by-Step: Configuring Block Fees

Step 1: Select Block and Year

1. Click the Block dropdown
2. Type to search or scroll to find your block (e.g., "Complex A - Block 1")
3. Click to select
4. Click the Year dropdown
5. Select the year you want to configure
6. Click Load Fees button

Expected Result: The table populates with 12 months of data. Past months show a lock icon, current and future months show an edit icon.

Step 2: Edit a Fee Amount

1. Locate the month you want to edit (must be current or future month)
2. Click on the amount field (the number will be highlighted)
3. The field converts to an input box
4. Type the new amount (numbers only, no currency symbol)
5. Press Enter or click outside the input box

Expected Result: A confirmation modal appears titled "Confirm Fee Change"

Step 3: Provide Change Reason

1. In the modal, you'll see:
   • Old Amount: [previous amount]
   • New Amount: [your entered amount]
   • Month: [selected month]
   • Note field (required)
2. Type a clear reason for the change in the Note field
   • Example: "Increased due to rising security costs"
   • Example: "Adjustment based on board meeting decision"
3. Click Save Change button

Expected Result:

• Modal closes
• Success notification appears
• Table refreshes with new amount
• "Last Updated" shows current date
• "Note" column shows your reason

Step 4: Verify the Change

1. Check that the amount has updated in the table
2. Verify the note appears in the "Note" column
3. The "Last Updated" field should show today's date

Important Rules

Locked Months (Past Months)

• Cannot be edited
• Display a lock icon (🔒)
• Clicking does nothing
• This prevents accidental modification of historical data

Editable Months (Current & Future)

• Display an edit icon (✏️)
• Can be clicked to edit
• Require mandatory note for audit trail

Validation

• Amount must be a positive number
• Note is mandatory (minimum 10 characters recommended)
• Cannot save without providing a reason

Common Scenarios

Scenario 1: Setting Fees for a New Year

1. Select your block
2. Select next year from year dropdown
3. Click Load Fees
4. All 12 months will be editable (since they're all in the future)
5. Set each month's fee with appropriate notes

Scenario 2: Mid-Year Fee Adjustment

1. Select your block and current year
2. Past months will be locked
3. Edit remaining months with the new amount
4. Provide note explaining the adjustment

Scenario 3: Reviewing Historical Fees

1. Select your block
2. Select a past year
3. Click Load Fees
4. All months will be locked (view-only)
5. You can see historical amounts and notes

Troubleshooting

Problem: "Load Fees" button does nothing

• Solution: Ensure both Block and Year are selected

Problem: Cannot edit a month

• Solution: Check if the month is in the past. Only current and future months are editable.

Problem: Save button is disabled

• Solution: Make sure you've filled in the Note field

Problem: Changes don't save

• Solution: Check browser console for errors. Ensure you have proper permissions.

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2. Fee Payments

Overview

The Fee Payments module allows you to record payments received from residents. You can record single or multiple months in one transaction.

Accessing Fee Payments

1. Navigate to Fee Management > Fee Payments

Interface Components

Main Table

Displays all recorded payments with columns:

• Payment ID: Unique transaction number
• House: House number and owner name
• Payment Method: How payment was made (Cash, Transfer, etc.)
• Months Paid: List of months covered
• Total Amount: Total payment received
• Payment Date: When payment was received
• Recorded By: Admin who recorded the payment
• Actions: View details, Edit, Delete

Action Buttons

• Create Payment: Opens form to record new payment
• Export: Download payment records as Excel/PDF
• Filter: Filter by date range, payment method, or house

Step-by-Step: Recording a Payment

Step 1: Open Payment Form

1. Click Create Payment button (top right)
2. A modal or new page opens with the payment form

Step 2: Select House/Resident

1. Click the House dropdown
2. Type to search by house number or owner name
3. Select the correct house
4. System may auto-load outstanding months

Step 3: Select Payment Method

1. Click Payment Method dropdown
2. Choose from available methods:
   • Cash
   • Bank Transfer
   • E-Wallet (GoPay, OVO, etc.)
   • Check
3. If admin fee applies, it will be calculated automatically

Step 4: Select Months Being Paid

1. You'll see a list of months with checkboxes
2. Check all months being paid in this transaction
3. System shows:
   • Fee amount per month
   • Total for selected months
   • Any admin fees
   • Grand total

Example:

• January 2024: Rp 500,000 ✓
• February 2024: Rp 500,000 ✓
• March 2024: Rp 500,000 ✓
• Subtotal: Rp 1,500,000
• Admin Fee (2%): Rp 30,000
• Grand Total: Rp 1,530,000

Step 5: Enter Payment Details

1. Amount Received: Enter the actual amount received
   • Should match the grand total
   • System may warn if amount doesn't match
2. Payment Date: Select the date payment was received
   • Defaults to today
   • Can be backdated if needed
3. Notes (optional): Add any relevant notes
   • Example: "Paid via transfer, ref #123456"
   • Example: "Partial payment, balance to follow"

Step 6: Upload Proof (Optional)

1. Click Upload Proof button
2. Select image/PDF of payment proof
   • Bank transfer screenshot
   • Receipt photo
   • Check image
3. File uploads and shows preview

Step 7: Submit Payment

1. Review all details
2. Click Submit button
3. Confirmation dialog may appear
4. Click Confirm

Expected Result:

• Success message appears
• Modal closes
• New payment appears in the table
• House payment status updates

Step-by-Step: Viewing Payment Details

1. Locate the payment in the table
2. Click the View icon (eye icon) in Actions column
3. A detail modal opens showing:
   • Full payment information
   • List of months paid
   • Payment proof (if uploaded)
   • Audit trail (who recorded, when)

Step-by-Step: Editing a Payment

Note: Only recent payments (within 7 days) can be edited, depending on system settings.

1. Locate the payment in the table
2. Click the Edit icon (pencil icon)
3. Payment form opens with existing data
4. Modify necessary fields
5. Click Update button
6. Confirm the changes

Step-by-Step: Deleting a Payment

Warning: This action may be restricted or require special permission.

1. Locate the payment in the table
2. Click the Delete icon (trash icon)
3. Confirmation dialog appears
4. Type confirmation text if required
5. Click Delete to confirm

Expected Result:

• Payment is removed from the table
• House payment status reverts
• Audit log records the deletion

Common Scenarios

Scenario 1: Resident Pays Multiple Months

• Select all months being paid
• System calculates total automatically
• Record as single transaction

Scenario 2: Partial Payment

• Record only the months being paid
• Add note indicating partial payment
• Remaining months stay unpaid

Scenario 3: Advance Payment

• Select future months
• System allows payment for upcoming months
• Useful for residents paying in advance

Scenario 4: Payment Correction

• Edit the original payment (if within edit window)
• Or delete and re-record
• Always add notes explaining the correction

Troubleshooting

Problem: Cannot find a house in the dropdown

• Solution: Ensure the house is active and has an owner assigned

Problem: Months are grayed out and cannot be selected

• Solution: Those months may already be paid. Check payment history.

Problem: Total amount doesn't match expected

• Solution: Check if admin fees are being applied. Review payment method settings.

Problem: Cannot upload proof

• Solution: Check file size (max 2MB usually) and format (JPG, PNG, PDF)

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3. Block Expenses

Overview

Record and track operational expenses for each block, such as security salaries, cleaning services, maintenance, utilities, etc.

Accessing Block Expenses

1. Navigate to Fee Management > Block Expenses

Interface Components

Main Table

• Date: When expense occurred
• Block: Which block the expense is for
• Category: Type of expense
• Description: Details of the expense
• Amount: Expense amount
• Proof: Attachment icon if proof uploaded
• Recorded By: Admin who recorded
• Actions: View, Edit, Delete

Action Buttons

• Add Expense: Record new expense
• Export: Download expense report
• Filter: Filter by date, block, category

Step-by-Step: Recording an Expense

Step 1: Open Expense Form

1. Click Add Expense button
2. Form modal opens

Step 2: Fill Basic Information

1. Block: Select which block this expense is for
2. Category: Choose from dropdown:
   • Security
   • Cleaning
   • Maintenance
   • Utilities (Water, Electricity)
   • Landscaping
   • Administration
   • Other
3. Date: Select expense date (defaults to today)

Step 3: Enter Expense Details

1. Description: Enter clear description
   • Example: "Security guard salary for January 2024"
   • Example: "Repair of main gate lock"
   • Example: "Monthly water bill"
2. Amount: Enter expense amount (numbers only)
3. Vendor/Payee (optional): Who was paid
4. Notes (optional): Additional information

Step 4: Upload Proof

1. Click Upload Proof button
2. Select receipt, invoice, or bill image/PDF
3. File uploads and shows preview
4. Can upload multiple files if needed

Step 5: Submit

1. Review all information
2. Click Save button
3. Confirmation appears

Expected Result:

• Success message
• New expense appears in table
• Block expense total updates

Common Scenarios

Scenario 1: Monthly Recurring Expense

• Record same expense each month
• Use consistent description for easy tracking
• Example: "Security - Guard A salary"

Scenario 2: One-Time Maintenance

• Select "Maintenance" category
• Provide detailed description
• Upload before/after photos if available

Scenario 3: Shared Expense Across Blocks

• Record separate entries for each block
• Split the amount proportionally
• Note in description that it's a shared expense

Troubleshooting

Problem: Cannot select a block

• Solution: Ensure blocks are active in Data Master

Problem: Category not available

• Solution: Select "Other" and specify in description

Problem: Upload fails

• Solution: Check file size and format. Try compressing image.

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4. Payment Methods

Overview

Configure available payment methods for residents and set admin fees if applicable.

Accessing Payment Methods

1. Navigate to Fee Management > Payment Methods

Interface Components

Main Table

• Method Name: Name of payment method
• Type: Cash, Bank Transfer, E-Wallet, etc.
• Admin Fee: Fee charged (if any)
• Fee Type: Fixed amount or Percentage
• Status: Active/Inactive
• Actions: Edit, Toggle Status, Delete

Step-by-Step: Adding a Payment Method

Step 1: Open Form

1. Click Add Payment Method button

Step 2: Enter Method Details

1. Name: Enter method name
   • Example: "Bank BCA Transfer"
   • Example: "Cash"
   • Example: "GoPay"
2. Type: Select type from dropdown
3. Description (optional): Additional info
   • Example: "Transfer to account 1234567890"

Step 3: Configure Admin Fee (Optional)

1. Enable Admin Fee: Toggle ON if you want to charge a fee
2. Fee Type: Select:
   • Fixed: Flat amount (e.g., Rp 5,000)
   • Percentage: Percentage of payment (e.g., 2%)
3. Fee Amount: Enter the fee value

Step 4: Set Status

1. Active: Toggle ON to make available to residents
2. Click Save

Step-by-Step: Editing a Payment Method

1. Click Edit icon for the method
2. Modify details
3. Click Update

Step-by-Step: Deactivating a Method

1. Click the Status toggle
2. Method becomes inactive (grayed out)
3. No longer available for new payments
4. Existing payments using this method are not affected

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Tips & Best Practices

For Block Fee Settings

• Set fees for the entire year at the beginning
• Always provide clear notes when changing fees
• Review historical data before making changes
• Communicate fee changes to residents in advance

For Fee Payments

• Record payments on the same day they're received
• Always upload payment proof for bank transfers
• Double-check month selection before submitting
• Use consistent naming in notes for easy searching

For Block Expenses

• Record expenses promptly (don't wait until month-end)
• Keep all receipts and upload them
• Use consistent categories for better reporting
• Review expenses monthly for budget tracking

For Payment Methods

• Keep admin fees reasonable and transparent
• Clearly communicate fees to residents
• Regularly review which methods are most used
• Consider adding popular e-wallet options

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Keyboard Shortcuts

• Ctrl/Cmd + K: Quick search
• Esc: Close modal
• Enter: Submit form (when in text field)
• Tab: Navigate between fields

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Need Help?

If you encounter issues not covered in this guide:

1. Check system notifications for error messages
2. Contact your system administrator
3. Check the audit log for recent changes
4. Refer to the technical documentation