Setting up the first financial year of the new mandate

Define the management period

The first step is to clearly establish the year's period. It often coincides with the calendar year or the condominium's management year, but at handover you may have to manage a partial year, if the change happens mid-year. In that case coordination with the closure of the previous management is needed to avoid overlaps or gaps.

Precisely defining the start and end dates of the year is the premise for everything else: on them depend the accrual of transactions, the attribution of costs and the scope of the future year-end statement. A poorly defined period generates ambiguity about which movements belong to which management.

Carry over verified opening balances

Opening balances must not be entered blindly, but only after verifying the accounts received: reconciled cash and bank balances, individual owner balances consistent with the last approved statement, consistency of reserves, verified receivables and payables. Carrying over unchecked data means building the entire year on uncertain foundations.

Every opening balance must be documented by indicating its source: the last statement, the bank statement, the review of receivables and payables. This traceability is valuable if an owner later disputes the starting position or if differences emerge from the predecessor's data.

Configure the chart of accounts and tables

The chart of accounts organizes cost items into categories consistent with the condominium's life: maintenance, utilities, cleaning, insurance, manager's fee. A well-structured chart makes the future statement readable and eases the allocation of costs by the correct criteria.

The thousandths tables must be loaded and linked to the units. A condominium may have several tables: the general ownership one and specific tables for stairs, lift or heating, under Articles 1123 and 1124 of the Italian Civil Code. Setting up this map well ensures accurate allocations, consistent between instalments and statement throughout the year.

Prepare budget and instalment plans

On the opened year you build the management budget, which estimates the year's ordinary costs and must be submitted to the owners' meeting for approval. From the approved budget derive the owners' instalment plans, allocated by the tables and structured into sustainable deadlines.

It is important that instalments and the future statement rest on the same allocation base, so as to ensure consistency between what is asked of owners and what will be reported at year end. A mismatch between the instalment base and the statement base generates incomprehensible adjustments and disputes.

Verify the balancing and start

Before considering the year open, a balancing check is advisable: the initial financial position must add up, the individual balances must sum to the total, the reserves must have cover. A final check avoids dragging for months an error introduced at opening.

Management software makes this whole path orderly: it imports verified balances, configures the chart of accounts and tables, generates the budget and instalment plans and checks the balancing automatically. With AmministraPro the new manager opens the first year on solid, consistent ground, ready for traceable management. The features are described on the /funzioni page and the plans on the /prezzi page.

Frequently asked questions