Features & tools
How to enter prior arrears when starting the software
When you import an already running condominium, there are almost always unpaid instalments from previous years: these are prior arrears, that is receivables the condominium holds against individual owners. Entering them correctly at go live is delicate because those receivables are part of the condominium's equity, must stay linked to the owner and the correct financial year, and must not be mixed with the new year's instalments. A mistake here makes bank reconciliation impossible and undermines debt recovery. This guide explains how to collect the data from the outgoing manager, how to record open items by year, and how to keep them separate from new issues, in line with Articles 63 and 1129 of the Italian Civil Code.
Collecting and verifying the arrears list
The starting point is the arrears list handed over by the outgoing manager at the handover, together with the last approved statement. Article 1129 of the Italian Civil Code requires the delivery of accounting documentation: from it you must derive, owner by owner, the amount due, the year it belongs to and the status of any recovery action already started.
Before entering, verify that the sum of all arrears matches the receivables shown in the last approved statement. If it does not match, investigate the difference: there may be late recorded collections, credit notes or instalments already subject to a payment order. Entering a total that does not reconcile with the statement means carrying an error from day one.
Recording receivables by year, not as new instalments
Prior arrears are not instalments of the new year: they are open items arising from already closed years. They must therefore be entered as opening receivables against the individual owner, keeping the reference to the year and the original reason (ordinary instalment, extraordinary expense, balancing charge). Confusing them with current issues would inflate the new year's budget and distort quota calculations.
Correct attribution by year also matters for recovery: Article 63 of the implementing provisions allows the manager to obtain an immediately enforceable payment order for amounts due, and it distinguishes the liability of seller and buyer when a unit is transferred. Knowing which year a receivable belongs to is therefore decisive for acting against the correct party.
Keeping arrears separate from new issues
After go live, the software will issue the new year's instalments. It is essential that prior arrears remain visible as a separate position, so that each owner's situation clearly shows how much is owed for the old and how much for the new. An owner may be up to date with current instalments but still in debt for a balancing charge from two years earlier: mixing the two makes reminders and correct accounting impossible.
When a payment arrives, it must be allocated transparently: if the owner settles an old arrear, that opening receivable is closed; if they pay a current instalment, the new year's exposure is reduced. A good tool lets you choose the allocation and track the history of each position, useful also in possible litigation.
Final checks and continuity of recovery
Before considering the entry complete, reconcile open receivables with declared equity: cash plus receivables from owners must equal payables to suppliers plus funds and surpluses. If the picture balances, the starting point is reliable and every future reminder will rest on correct figures.
For positions already in recovery, also record the status of the action (reminder, formal notice, payment order) so procedural continuity is not lost when the manager changes. With AmministraPro you can enter prior arrears by owner and year, keep them separate from new instalments and follow recovery: receivables and reminder features are described on the features page (/funzioni), while plans suited to portfolios of different sizes are on the pricing page (/prezzi).
Frequently asked questions
Should prior arrears be entered as instalments of the new year?
No. Prior arrears arise from already closed years and must be entered as opening receivables against the individual owner, with the reference to the year and the original reason. Treating them as new year instalments would inflate the budget and distort quota calculations. Keeping them separate also lets you send reminders and allocate payments correctly when they arrive.
What if the arrears total does not match the last statement?
The difference must be investigated before proceeding. There may be late recorded collections, credit notes or instalments already subject to legal action. The last approved statement and the arrears list handed over under Article 1129 of the Italian Civil Code are the references: cross checking the two documents reconstructs the discrepancy. Entering an unreconciled total means carrying an error that will complicate every later reconciliation.
Why is it important to record the year a receivable belongs to?
Because it affects recovery and the debtor's liability. Article 63 of the implementing provisions of the Italian Civil Code distinguishes the position of seller and buyer when a unit is transferred: generally both are liable for the expenses of the current and previous year. Knowing which year the arrear belongs to lets you act against the correct party and base any payment order on solid grounds.
How do I allocate a payment between an old arrear and a current instalment?
The payment must be allocated transparently based on what the owner settles: if it covers an old arrear, the corresponding opening receivable is closed; if it covers a current instalment, the new year's exposure is reduced. It is best to track each allocation and keep its history, because in litigation clarity on what was paid and on what basis is decisive.
Should I also bring recovery actions already started into the software?
Yes, it is advisable to record the status of every ongoing procedure, from a simple reminder to a formal notice up to a payment order. When the manager changes, procedural continuity avoids losing time and rights already accrued. Recording the recovery status alongside the receivable lets you resume action from the right point and document the work done before the owners' meeting.
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