This article explains how to add a new category to Resident and then how to make it available on a specific block.
Categories can be configured on multiple levels:
- Global (found in 'Settings' > 'Categories')- Categories added here can be enabled or disabled for every block by selecting 'More Actions' > 'Sync categories for all blocks'.
- Block (found in 'Block' > 'Block Config' > 'Categories')- changes can only apply to block you are on.
Below we will describe the procedure you have to follow when creating or amending categories. We will be adding a category at the global level as we can synchronise this across all blocks to begin.
1. Go to 'Settings' > 'Categories' on your left-hand side menu. This will take you to list of all your parent categories. Your sub-categories are kept inside these.
2. Select one of the parent categories or create a new one. To create a new parent category simply click 'Create new parent category' at the very top and fill out the form:
You will have the choice of the following types.
Insurance - This will be visible in 'Block' > 'Insurance'
Utility - This will be visible in 'Block' > 'Utility'
Accounting - This will be visible in schedules
Arrears - This will be visible in schedules
Company Information - This will be visible in the company details.
Revenue - This will be visible when invoicing Leaseholders.
General - This will be visible in schedules
Expense and Revenue - This will be visible in schedules
If you are not sure where you would like your parent category to show please use 'General'.
You will also have the choice of which arrears type it will carry and the nominal code.
Once you have completed this you can now find your parent category and make sure it is active by checking that there is a tick in the 'Active' column. You can change this by clicking the tick/cross button).
Note: Please remember if you deactivate a parent category this will deactivate all sub-categories on that group. To re-activate them you will have to do it separately for each sub-category.
You can now open your parent category and navigate to sub-categories.
3. After accessing a parent category and selecting the 'Subcategories' tab you can add a new Subcategory or select an existing one if you want to just modify it. To add a new category simply click 'Add Sub-Category'.
Here you need to name your sub-category and you can add to it nominal code if you would like. Type indicates the use for this sub-category and dictates where the category is available for use. A list of types and explanations are below:
- Expense – Can be used for schedules/budget and suppliers’ invoices
- Revenue – Can be used for revenue invoices
- ExpenseAndRevenue – Can be used for both of above
- Documentation – We can only store documents under this category and it is available under the 'Company info' section inside a company
- Report – Is listed in the 'Block' . 'Maintenance' > 'Assessments' section
- ExpenseAndReport – Can be used in Assessment and Accounts
- ExpenseAndDocumentation – Is visible in Company Info and in Accounts
Once this is done stay we must stay in the parent category and find the sub-category we have just created. We must make sure it is active by making sure it has the tick. We must now open the sub-category and choose which blocks it is available for by navigating to the 'Properties' tab and selecting the properties we want.
Once this is done we can now synchronise this across all blocks if we are keeping all blocks the same.
WARNING: Synchronising blocks this way WILL overwrite any individual changes made to any blocks. Do not do this if you have made these changes to blocks on an individual basis.
To synchronise all category settings across all blocks simply navigate back to 'Parent Categories' ('Settings' > 'Categories') and select 'More Actions' > 'Sync categories for all blocks'.
This option is only available in the global categories page.
To create and change categories for each block all instructions remain the same as global with the exception of synchronising.