Features & tools
How to simulate an allocation before issuing instalments
Allocation simulation is the trial calculation the software produces before officially issuing instalments to owners. It shows how an expense or a whole budget is distributed across units, checking amounts, tables and registry while errors can still be corrected without cancelling documents already sent. A wrong instalment once issued generates disputes, reversals and late balancing charges, whereas a well-read simulation prevents them. This guide explains what to check in the preview, which inconsistencies to catch and how to turn the validated simulation into final instalments.
What simulation is for
Issuing an instalment means creating a document with accounting effects: it records a claim against the owner, feeds the due-date schedule and becomes the basis for reminders. Correcting it after sending requires reversals and new communications, with a loss of time and credibility with owners.
Simulation shows the same calculation without producing the final document. It is the right moment to verify that the expense is linked to the correct table, that the amounts add up and that each unit is tied to the right owner, before the allocation becomes official and binding.
What to check in the preview
The first check is balancing: the sum of the shares must match the expense or the allocated budget down to the cent. Even a tiny gap indicates an unhandled rounding or a unit mistakenly excluded from the table.
The second check concerns the consistency of the criteria. It is worth scrolling through the items and verifying that each expense follows the expected table, that exclusions are the intended ones and that no unit shows a zero share without reason. A shop excluded from the lift is fine, an apartment with a zero share on general expenses almost certainly is not.
- The sum of shares matches the expense to allocate
- Each expense is linked to the correct table
- Excluded units are only the intended ones
- The names match the current owners
Catching typical errors
The most frequent errors arise upstream of the calculation: an invoice recorded in the wrong category, a property transfer not updated, a table whose thousandths sum differs from one thousand. Simulation makes them visible because it shows the final result on the list of units.
A delicate case is a change of owner during the year. If the registry is not updated, the instalment may be charged to the former owner. Simulation lets you verify the names before issuing and, where needed, handle the split between seller and buyer.
From simulation to final instalments
Once validated, the simulation turns into final instalments with a step that fixes amounts, due dates and payment plan. From that point the allocation is official and feeds the schedule, reminders and payment status. It is worth keeping the approved allocation statement too, so a record of what was resolved remains.
With AmministraPro you can simulate the allocation of a single expense or the whole budget, check balancing and criteria, then issue the instalments when the figures are correct. The allocation and instalment features are described on the /funzioni page, while the plans suited to your firm are on the /prezzi page.
Frequently asked questions
Does the simulation create official documents to owners?
No. The simulation is a trial calculation showing how the expense is distributed across units, without generating instalments, claims or communications. Only confirmation turns the calculation into final instalments with accounting effects. This lets you check and correct before the allocation becomes binding.
What should I check first in the simulation?
Balancing: the sum of shares must match the expense or allocated budget down to the cent. Then the consistency of the criteria, meaning each expense follows the right table and exclusions are the intended ones. Finally the names, to ensure instalments go to the current owners.
Can I simulate a whole budget and not just one expense?
Yes. The simulation can cover a single expense or the entire yearly budget, showing the overall share for each unit. Simulating the budget is useful before the meeting to present owners with realistic amounts and check the impact across the different expense categories.
How do I handle a change of owner found in the simulation?
You update the registry by recording the transfer, so future instalments hit the new owner. For expenses straddling the transfer, the split between seller and buyer applies according to the agreements or accrual criteria. The simulation should be rerun after the update to confirm the new amounts.
Try AmministraPro
Accounting, thousandths-based cost splitting, meetings, communications and artificial intelligence in a single Italian software, compliant with UNI 10801 and GDPR.