How to set up thousandth tables in the software

General table versus special tables: the difference that matters

The general table, set out in Article 1123 of the Italian Civil Code, allocates ordinary building maintenance costs, such as cleaning, administration, and upkeep of parts common to everyone, in proportion to the value of each unit. It is the default table the software applies unless another one is specified.

Special tables, on the other hand, cover assets or services used by only some of the co-owners, as provided by the second and third paragraphs of Article 1123 and by Article 1124 for stairwells and lifts. In the software they must be created as separate tables: one for the lift, usually with a mixed criterion combining value and floor level based on actual use, one for centralized heating when it is not metered individually, and one for stairwells if the building has more than one staircase.

A frequent mistake is using the general table for the lift simply because it is the only one already loaded. The software cannot detect on its own that a special table is missing: it must be created explicitly before recording the first expense of that type.

How to enter tables into the software

In the building's registry section, the thousandth table management area lets you create a new table by specifying its name, type (general or special) and beneficiaries, meaning which units participate in that particular table. For a special table covering the lift, for example, ground floor units are excluded if they do not benefit from it, according to what the condominium regulation or the appointment deed establishes.

• Clear table name (e.g. Table A general, Table B lift, Table C heating)
• Thousandths for each unit, with two decimal places
• Units excluded from the table stated explicitly, not left at zero without reason
• Effective date of the table, useful when it has been revised after works or subdivisions

Linking tables to expense categories

Once the tables are created, the decisive step is linking them to expense categories: in the software, each category, such as cleaning, lift, heating, insurance or extraordinary maintenance, must point to the correct table so that every invoice recorded under that category is automatically allocated using the right thousandths.

Extraordinary maintenance affecting the whole building uses the general table; work on a specific system, such as rebuilding a lift shaft, uses that system's special table. Checking this link once it is set up avoids the single most costly mistake: a lift expense mistakenly allocated to every co-owner using the general table, which generates an adjustment to correct and often a dispute at the assembly.

Verifying that the sum equals 1000

Every thousandth table must sum to exactly 1000, by definition: that is how thousandths represent a proportional share of the whole building's value. Any deviation, even a small one, points to a transcription error or a rounding mistake that propagates into every future allocation.

AmministraPro performs this check automatically every time a table is saved or edited, flagging any deviation from 1000 before the table is used to calculate an allocation. It is still worth checking by hand on first entry, comparing the thousandths against the table attached to the condominium regulation or the last table approved at the assembly, because the authoritative source always remains the original paper or notarial document.

Updating tables after changes or works

Thousandth tables need to be revised when the value of the units changes appreciably, for instance after a subdivision, a merger of units, or an added floor, following the criteria set out in Article 69 of the implementing provisions of the Civil Code. In the software this translates into creating a new version of the table with its own effective date, without deleting the previous one: this keeps the history of allocations already issued under the old table consistent.

Frequently asked questions