How to link an expense to its allocation in the software

The expense category carries the allocation criterion

In the software every expense is recorded under a category, that is an item of the condominium chart of accounts: stair cleaning, common-area electricity, lift maintenance, administrative costs and so on. Each category is normally associated with a default allocation criterion and the corresponding thousandths table. This is the mechanism that automatically links the expense to the allocation: by choosing the right category you implicitly choose how the expense will be distributed.

That is why the initial configuration of the chart of accounts is decisive: if a category is tied to the wrong table, every expense recorded on it will inherit the error. It is worth checking, before the financial year, that each expense item points to the correct table, so that during the year recording only requires choosing the category, without having to think each time about the criterion.

Choosing the correct criterion under the Civil Code

Article 1123 of the Italian Civil Code sets the principles: expenses for the preservation and enjoyment of common parts are allocated in proportion to ownership thousandths, unless otherwise agreed; expenses for services from which owners benefit to different degrees are allocated in proportion to use; expenses for parts serving only a group of owners fall on them alone. Article 1124 governs stairs and lifts (half by thousandths and half by floor height), Article 1126 the roof terrace in exclusive use.

In the software these principles translate into the choice of table: general, stairs, lift, heating, water, and the special tables for parts in partial use. Linking the expense to the table that reflects the legal criterion, rather than simply to the general table out of habit, is what makes the allocation defensible in the event of a challenge.

From the link to generating the shares

Once the expense is linked to the correct table, the software calculates each owner's share by applying their thousandths on the relevant table. This step, which by hand would require a multiplication for every unit and every item, becomes automatic: the expense turns into as many shares as there are units involved, each proportionate to the chosen criterion.

The shares thus generated feed the budget or the final statement, depending on the moment, and from there the instalment plans owners pay. It is important that the allocation is linked to the expense and not copied by hand: if the expense changes amount, the link allows the shares to be regenerated consistently, whereas an unlinked allocation would stay stuck on an outdated value.

Partial-use expenses and special allocations

The most delicate cases are expenses that do not fall on everyone. A lift serving only some stairwells, a heating system from which a unit has detached, a roof terrace in exclusive use: in these cases the link cannot be to the general table, but to the special table identifying only the owners required to contribute and their respective shares.

The software must allow these special tables to be managed and the relevant expenses linked to them. An allocation that charges everyone for a partial-use expense is among the most disputed errors at meetings, because it makes owners pay who draw no benefit from the asset or service: always verify, before confirming, that the partial-use expense is linked to the table of those entitled only.

Checking consistency with the report and instalments

Before closing, it is worth checking the reconciliation: the sum of the generated shares must correspond to the amount of the recorded expense, without gaps beyond normal rounding. A discrepancy signals an incomplete link, a table whose thousandths do not add up to a thousand, or an expense only partly allocated. This check catches problems before they reach owners as instalments.

AmministraPro links every expense to the category with its criterion and table, automatically generates per-unit shares, feeds the budget, final statement and instalment plans, and keeps consistency if the expense is modified. Anyone who wants to understand how the link between expense and allocation integrates with the report and with the collection of instalments can review the features on the /funzioni page and the plans on the /prezzi page.

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