Admin: Preview, Approve & Issue a Billing Cycle

Admin: preview, approve & issue a billing cycle

Use this controlled flow when you want a second committee member to sign off before maintenance bills reach residents. You need admin access, at least one active charge head, and a billing cycle in open status.

Steps

1. Open Admin → Billing.
2. Find the cycle and tap Review & approve this opens the cycle workflow page.
3. Preview run Plinth computes every flat's invoice without issuing. Review the table: subtotal, GST, arrears, and total per flat.
4. Resolve flags each flagged row shows why: No resident, Duplicate flat, Unusual amount, or No carpet area. Fix the roster or charge head, or set a per-flat override (amount + reason) for a legitimate exemption, then Re-run preview.
5. Submit for approval when the preview is correct, tap Submit for approval. The cycle moves to Awaiting approval.
6. Approve a different admin opens the cycle, reviews, adds an optional note, and taps Approve cycle. (Plinth blocks the submitter from approving their own cycle.)
7. Issue invoices once approved, tap Issue invoices. Bills go to residents under My dues and post to the accounting ledger.
8. Close cycle after collection, tap Close cycle to lock the period.

Requesting changes

If the approver spots a problem, they enter a reason and tap Request changes. The cycle returns to draft so the treasurer can adjust the roster, charge heads, or overrides and re-submit.

Troubleshooting

"The approver must be different from the person who submitted" maker-checker is enforced; ask another admin to approve.

"Approve the cycle before issuing" the cycle still needs approval; complete the approve step first.

Preview shows warnings I can't clear Duplicate flat and No resident are roster issues; fix them in Members. Unusual amount is a heads-up, not a block confirm the figure or set an override.

I just want the old one-step flow use Quick preview / Quick issue on the cycle card in Admin → Billing; the approval gate is optional per cycle.

FAQ

Who can approve? Any society admin other than the one who submitted the cycle.

Can I exempt one flat? Yes set an amount override with a reason during preview, then re-run the preview.

Is the approval recorded? Yes submit, approve, and reject actions are stored with actor and timestamp in the cycle's approval history and the audit log.