VYROX xSERVA Campus Operations · HomeServa, PropServa, SmartServa and SportServa: Campus Operations Manual
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.
| 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 |
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.
| 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.
Consumption tax types are the tax codes you select on invoice lines, for example Sales and Service Tax (SST) at the prevailing rate.
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 turns meter readings into water and sewerage bills.
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.
xSERVA generates recurring invoices automatically from the rates and cycles you set. Scheduled tasks produce, among others:
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).
The Reminder tab on Settings > Automation lists notification tasks with their Created, Task, Frequency and Effective details. Tasks you may see include:
The number of days for due-date and overdue reminders comes from the fields on Settings > Rates, Fees and Charges.
Keep this list current each year, including state holidays that apply to your property.
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.
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.
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.
No. New rates apply only to invoices generated after you save. To correct an issued invoice, see Credit Notes and Refunds.