VYROX xSERVA Campus Operations
Setting Up the Billing Cycle in VYROX xSERVA
The billing cycle in VYROX xSERVA lets you define what each property charges, how often it bills, when invoices fall due and how late payments are treated, so that recurring invoices are produced consistently month after month. It is used by management offices running HomeServa (residential and condominium), PropServa (property management), SmartServa (smart campus) and SportServa (sports clubs) to bill service charges, sinking fund, water and sewerage, memberships, parking and other fees in Ringgit Malaysia (RM).
This guide covers the one-time setup under Settings and the day-to-day utility meter billing. For creating and correcting individual invoices, see Invoices and Consolidated Invoices.
Before You Start
- You need a staff account with billing privileges. Some settings pages, such as End of Day (EOD) Cut-off Time, need an additional settings privilege; if a menu item is missing, ask your administrator.
- Sign in at the portal address your operator gives you and make sure the correct property is selected, because rates and billing rules are stored per property.
- Have your approved rates ready: service charge per share unit, sinking fund rate, water tariff, deposits and the late-payment interest rate agreed by your management body.
How the Billing Setup Fits Together
| Area | Where You Find It | What It Controls |
|---|---|---|
| Rates, Fees and Charges | Settings > Rates, Fees and Charges | Rates, deposits, due days, reminders, billing cycle and invoice notes per charge type |
| Consumption Tax Types | Settings > Consumption Tax Types | The tax codes and default tax rates (for example SST) you can pick on invoice lines |
| Automation | Settings > Automation | The list of recurring billing tasks and notification reminders running for the property |
| End of Day Cut-off | Settings > End of Day (EOD) Cut-off Time | The hour and minute at which your business day closes |
| Public Holidays | Settings > Public Holidays | The property's list of public holidays |
| Utility Billing | The Utility Billing tile | Meter reading and water and sewerage bill generation |
Configure Rates, Fees and Charges
Settings > Rates, Fees and Charges holds one set of fields for each charge type. The charge types include Service Charge, Sinking Fund, Water & Sewerage, Facility Booking, Clamp Release, Contractor Service Permit, Amenity, Concierge Service, Access Card, Parking, Membership, Rental, Account Opening Deposits, Indah Water Konsortium (IWK), Account Opening Charge, EV Charging Parking Lot, POSERVA and Tickets.
- Go to Settings > Rates, Fees and Charges.
- Choose the charge type you want to configure, for example Service Charge.
- Enter the rate and deposit fields for that type (see the table below).
- Fill in the common billing fields: Late Payment Interest Rate, Invoice Due Days, Due Date Reminder, Overdue Reminder and Invoice Note.
- Press Save Changes.
- Repeat for each charge type your property uses.
Service Charge Fields
| Field | What It Means | Example |
|---|---|---|
| Service Charge Rate | Amount charged per share unit | RM 0.35 per share unit |
| Service Charge Deposit | Either a 1-month service charge deposit or a fixed amount | 1-month Service Charge as deposit |
| Late Payment Interest Rate | Interest applied to overdue amounts, as a percentage per annum | 10 % per annum |
| Invoice Due Days | Number of days from issue until the invoice is due | 14 |
| Invoice Email Schedule | How many days before the invoice issuance date the invoice email is scheduled | 3 days before invoice issuance date |
| Due Date Reminder and Overdue Reminder | Number of days, counted from the due date, at which each reminder is sent | 7 |
| Rounding Precision | How totals are rounded, or No Rounding | No Rounding |
| Billing Cycle | How often service charge is billed: Monthly, Quaterly, Half-Yearly or Yearly | Monthly |
| Invoice Issuance Day | Day of the month (1st to 31st) on which the invoice is issued | 1st |
| Invoice Note | Free text printed on the invoice | Payment details and office hours |
The Service Charge section also lists each unit with its Property No., Share Unit, Rate and Amount, so you can check the calculated charge per unit before billing runs.
Other Charge Types
- Sinking Fund has Sinking Fund Rate and Sinking Fund Deposit, plus the same interest, due-day, reminder and note fields.
- Water & Sewerage has a rate and a Water & Sewerage Minimum Charge, so a unit with very low usage still pays the minimum.
- Facility Booking rates are set on the Facilities page itself; this section holds the interest, due days, reminders, an Apply SST percentage and the invoice note.
- Deposit types include Rental Security Deposit, Utility Deposit, Electricity Deposit, Indah Water Konsortium (IWK) Deposit, Restoration Deposit, Debris Removal Deposit, Renovation Deposit and Refundable Deposit. Collecting deposits is covered in Deposits and Payments.
- Disbursement Fee and Stamp Duty Fee are available for tenancy-related charges.
Set Up Consumption Tax Types
Consumption tax types are the tax codes you select on invoice lines, for example Sales and Service Tax (SST) at the prevailing rate.
- Go to Settings > Consumption Tax Types.
- Press New Consumption Tax Type.
- Enter the Code, Description and Default Consumption Tax Rate (%).
- Set the Display Status to Active so staff can pick it.
- Press Add.
To change a tax type, open it with Edit, adjust the fields in Edit Consumption Tax Type and press Update. The list shows Code, Description, Default Tax Rate (%) and Display Status, and you can search by code or description.
Utility Billing (Water Meter Readings)
Utility Billing turns meter readings into water and sewerage bills.
- Open the Utility Billing tile.
- Use the filter to show units at or beyond the property's billing interval (Days Since Last Bill), or units billed more recently.
- Review the columns Last Bill, Unit, Invoice No., Day Since Last Bill, Last Reading and Amount.
- Press Bill on a unit.
- In the Enter Reading window, type the current meter reading.
- Press Generate Invoice.
The invoice shows the previous and current readings, usage, rate and amount, including the minimum charge where it applies. If a reading was keyed in wrongly, use Wrong Reading on that unit to correct it, and View Usage to check the usage history. Where a meter photo was captured, View Evidence shows it.
Automated Recurring Billing
xSERVA generates recurring invoices automatically from the rates and cycles you set. Scheduled tasks produce, among others:
- Service charge and sinking fund invoices on the billing cycle you chose, including quarterly cycles.
- Membership fee renewal invoices for active memberships that are not opted out, for the next period (monthly, quarterly, yearly or the membership's own validity period) until the membership end date.
- Interest advice for overdue invoices, calculated per overdue item from the number of days overdue and the Late Payment Interest Rate of that charge type.
To see what is scheduled for your property, go to Settings > Automation. The Auto Billing tab lists each task with Created, Task (for example Service Charge Invoice, Sinking Fund Invoice or Interest Advice for Overdue Invoices), Receipient, Frequency and Rate (for example a rate per share unit, per m3 with minimum charge, or % per annum).
Reminders and Notifications
The Reminder tab on Settings > Automation lists notification tasks with their Created, Task, Frequency and Effective details. Tasks you may see include:
- Notify Owner with Email Upon New Invoice Issued, optionally with Attach PDF Invoice to The Notification Email.
- Notify Owner with Email Upon New Receipt Issued, optionally with Attach PDF Receipt to The Notification Email.
- Remind Owners to Pay for The Outstanding Invoices.
- Issue First Reminder Letter, Issue Second Reminder Letter and Issue Third Reminder Letter, with Attach PDF Reminder Letter to the Notification Email and Notify Owner Upon Reminder Letter Issued.
- Notify Users Who Parking Card Expiring Soon.
The number of days for due-date and overdue reminders comes from the fields on Settings > Rates, Fees and Charges.
End of Day Cut-off Time
- Go to Settings > End of Day (EOD) Cut-off Time.
- Choose the Hour and Minute at which your business day closes.
- Press Save Changes.
Public Holidays
- Go to Settings > Public Holidays.
- Press New Public Holiday, enter the Date and Public Holiday Name, and press Add.
- Use Edit and Update to change an entry, or Delete to remove it.
Keep this list current each year, including state holidays that apply to your property.
Frequently Asked Questions
Can I Bill Service Charge Quarterly Instead of Monthly?
Yes. In Settings > Rates, Fees and Charges, open Service Charge, set Billing Cycle to Quaterly, and press Save Changes. Half-yearly and yearly cycles are also available.
How Is Late-Payment Interest Calculated?
xSERVA calculates interest on each overdue item from the number of days it has been overdue and the Late Payment Interest Rate (% per annum) of that charge type, then issues an interest advice for overdue invoices.
Where Do I Set SST?
Create the tax code under Settings > Consumption Tax Types, then select it as the Tax Type on invoice lines. Facility bookings also have an Apply SST percentage in Settings > Rates, Fees and Charges.
Does Changing a Rate Update Old Invoices?
No. New rates apply only to invoices generated after you save. To correct an issued invoice, see Credit Notes and Refunds.