Features & tools
How to enter property units in condominium software
Property units are the registry backbone of a condominium in the software: apartments, garages, cellars, shops and other appurtenances, each with its own thousandths (millesimi) and its own owner. Entering them well at go live determines the accuracy of every allocation, every meeting notice and every quorum count. A forgotten unit or thousandths assigned to the wrong unit generate chain errors that are hard to spot later. This guide explains how to record units from the correct documentation, how to handle appurtenances and land registry data, how to link units to owners and tables, and which checks to run before issuing the first statement, with reference to Articles 1117 and 1118 of the Italian Civil Code.
Which documents to start from when recording units
Reliable recording starts from certain documentary sources, not from memory: the condominium rules with the attached thousandths tables, land registry records and deeds of provenance where available. The thousandths tables usually list all units with their respective thousandths; cross checking them with land registry data confirms nothing is missing and identifiers are correct.
For each unit you need at least the intended use (dwelling, garage, cellar, shop), the stair or building it belongs to in complex condominiums, and the thousandths on the various tables. This data is not bureaucracy: it determines who pays what and how votes are counted at the meeting under Article 1136 of the Italian Civil Code.
Appurtenances and land registry data: what to link
Garages, cellars and parking spaces are often appurtenances of an apartment, but they can also have different owners. In the software it is best to represent each unit with its own thousandths and use, linking the appurtenance to the main unit only when ownership coincides. Treating an appurtenance as an undifferentiated part of the apartment can distort the allocation of expenses that fall only on certain categories.
Land registry data (sheet, parcel, subordinate, category) is not used in allocation calculations, but it is valuable for uniquely identifying the unit, for official communications and for tax and insurance matters. Entering it at go live avoids having to retrieve it in a rush when needed, for example in a filing to the Revenue Agency.
Linking units, owners and tenants
Each unit must be linked to the owner, with name, tax code and contact details for the mandatory communications under Article 66 of the implementing provisions. When the unit is rented, it is best to record the tenant too, because some ordinary management expenses fall by law on the tenant and not the owner: setting the distinction at the start avoids redoing calculations later.
In cases of joint ownership or usufruct, a unit may have several linked parties with different roles. The software must be able to represent these situations because they affect instalments, voting rights and communications. A unit with fractional ownership entered as a single owner leads to reminders and notices addressed to the wrong party.
Final checks before the first statement
After entry, run some key checks: the sum of thousandths for each table must equal the total set by the rules, usually one thousand; every unit must have a linked owner; every unit must have thousandths on all tables that concern it. A discrepancy in the thousandths sum signals a missing unit or a mistyped value, and it is far cheaper to fix now than after the statement is approved.
With AmministraPro you can enter property units with use, land registry data and thousandths, link them to owners and tenants, and verify table consistency before issuing the first allocation: registry and unit management features are described on the features page (/funzioni), while plans for condominiums of different sizes are on the pricing page (/prezzi).
Frequently asked questions
Which documents do I start from to enter property units?
The reliable sources are the condominium rules with the attached thousandths tables, land registry records and, where available, deeds of provenance. The thousandths tables usually list all units with their respective thousandths; cross checking them with land registry data confirms that no unit is missing and that identifiers are correct. Starting from memory or informal lists is the first step toward errors that are hard to spot later.
How do I handle garages and cellars: separate units or appurtenances?
It depends on ownership. If a garage or cellar belongs to the same owner as the apartment, they can be linked as appurtenances while keeping their thousandths distinct. If they have a different owner, they must be represented as autonomous units with their own holder. Treating an appurtenance as an undifferentiated part of the apartment risks distorting the allocation of expenses that fall only on certain categories of unit.
Is land registry data needed for the accounting to work?
Land registry data (sheet, parcel, subordinate, category) does not enter allocation calculations, which are based on thousandths, but it is useful for uniquely identifying the unit and essential for many official communications and tax and insurance matters. Entering it at go live is convenient: it avoids last minute retrieval when needed, for example in a filing to the Revenue Agency about deductible works.
How do I handle a jointly owned unit or one with usufruct?
A unit may have several linked parties with different roles, such as joint owners or a bare owner and a usufructuary. The software must be able to represent these situations because they affect instalments, voting rights and the communications under Article 66 of the implementing provisions. Entering a jointly owned unit as a single owner leads to reminders and notices addressed to the wrong party.
Which checks do I run after entering all the units?
Three key checks: the sum of thousandths for each table must equal the total in the rules, usually one thousand; every unit must have a linked owner; every unit must have thousandths on all tables that concern it. A discrepancy in the sum signals a missing unit or a wrong value. Fixing it now, before issuing the first statement, is far simpler than after the meeting's approval.
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