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SOP On Billing & Collection

The document provides standard operating procedures for billing and collections. It outlines processes for billing and collecting rental fees, membership subscription fees, and monthly statements of accounts from house accounts. Key steps include updating member information in the system, generating invoices, handling payments, managing unsuccessful charges, and following up on outstanding amounts.

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Gungde Sedana
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223 views2 pages

SOP On Billing & Collection

The document provides standard operating procedures for billing and collections. It outlines processes for billing and collecting rental fees, membership subscription fees, and monthly statements of accounts from house accounts. Key steps include updating member information in the system, generating invoices, handling payments, managing unsuccessful charges, and following up on outstanding amounts.

Uploaded by

Gungde Sedana
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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1880 Pte Ltd

1st Draft

SOP on Billing & Collection

1. Bardo (Rental of Virtual Office/ Hot Desk, Permanent Desk, Private Office)
Billing

Description When Dept Concerned


1 Update Odoo for additions and deletions As and when there Membership Team
of tenants. are new tenants (Karene)
For new tenants, Refundable Deposits
are to be billed together with the first Finance AR
month/annual rent, whichever is
applicable.
Bardo contract to be provided by the Membership Team
membership team (c/o Karene) to (Karene)
finance AR as reference for billing
2 Update billing parameters in Odoo Finance AR
3 Generate the billing Every 15thof the Finance AR
month for next month
and/or annual rent

Collection

Description When Dept Concerned


1 Tenants pay via internet banking upon Finance AR/Membership
receipt of invoice and notify 1880 on the Team (Karene)
payment
2 If payment is not received after billing 5th of the month Finance AR
date, will be included in SOA charging
3

2. Members’ Subscription Fees


Billing and collection happen at the same time as collection is auto charged to the credit
cards provided by members

Description When Dept Concerned


1 Update system for newly onboarded As and when Membership Team
members by creating the account and
inform Finance AR thereafter.
(details required- full name, address,
email address and contact number,
credit card details)

2 Create invoice for the joining fee and


After membership Finance AR
subscription fee team created the
account in Odoo
3 Check members billing parameters. Before 20th of the Finance AR
Take note of new members & suspended month
accounts
1880 Pte Ltd
1st Draft

New members- set the start date to bill


the subs.
Suspended accounts- set the end date to
bill the subs.
3 Billing and charging of subs are auto 20th of the month for Finance AR
generated from Odoo system. next month subs
For those billed
annually, billing takes
place on the 20th of
the month prior to the
renewal date

For New members, charging of joining Joining date


fee and first month/annual sub will be
charged upon joining.

4 Check unsuccessful charging After 20th of the month Finance AR


For those unsuccessful charging of subs, 5th of the following Finance AR
re-charging will be done together with month
the SOA charging

3. Monthly SOA of House Accounts

Description When Dept Concerned


1 Ensure invoices from Revel tally with Odoo. 1st of the Month Finance AR
Any discrepancies to report to Ravi (3rd party
IT).
2 Perform the steps as per Annex 1 to ensure 1st of the month Finance AR
SOA to be sent out are complete. If
everything is in order, generate SOA directly
from Odoo.
(refer to the steps in Annex 1)
3 Check for payments via PayNow and/or Between SOA date Finance AR
Internet banking before SOA charging to and 5th of the
prevent double charging. month
Those under GIRO are to be prepared
separately and uploaded to DBS Ideal for
CFO’s approval.
4 Send email reminders for those 7 days after SOA Finance AR
unsuccessful charging. charging
If no replies are received, to highlight to the Finance AR/Membership
membership team/ FOH so they can assist Team/FOH
to follow up when members visit the Club.
Generate updated ageing report (from Last week of the Finance AR, Membership
Billbay) after SOA charging for discussion. month Team

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