xSERVA Property Setup, Customers and Customer Accounts

Property setup in VYROX xSERVA lets you describe the physical estate your management body runs: its towers or blocks, levels, units, common areas, parking zones, parking lots and parking lot types. Once the estate is described, you link people to it through Customers and Customer Accounts. The same screens are used in HomeServa (residential and condominium), PropServa (property management), SmartServa (smart campus) and SportServa (sports clubs), so the steps below apply to every xSERVA product.

Before You Start

• You sign in to the management portal at the portal address your operator gives you. See Login if you have not signed in before.
• Your employee account needs the right permissions. The Settings menu and the Customer Accounts list need the settings permission, Settings > Properties also needs the properties permission, and Customers needs the customers permission. If a menu is missing, ask your administrator to review your permissions in the Roles, Staff and Approvals guide.
• Choose the correct project first. All property records belong to the project you are working in. See Projects.

Create Company and e-Invoice Setup

Before you can build a property, xSERVA needs the business or person that runs it. On a new account that has no company yet, the top of the portal shows Create Company instead of a project name. Pressing it opens the Management Bodies screen, where you add that entity with New Management Body. The same details are what xSERVA uses as the supplier on LHDN MyInvois e-Invoices.

1. Press Create Company at the top of the portal, then press New Management Body.
2. Under Entity, choose Business for a company, JMB, MC or Sub-MC, or Individual for a private owner.
3. For a business, enter the Full Legal Business Name, Business Registration Number (BRN), Tax Identification No. (TIN), Sales & Service Tax Number (SST No.) if registered, Business Contact Number, Business Email Address, the business address and the Malaysia Standard Industrial Classification Codes (MSIC). You can also upload a Business Logo.
4. For an individual, enter the Name, NRIC/Passport No., Mobile Phone No., Email Address and upload the NRIC/Passport (Front) and NRIC/Passport (Back).
5. Under LHDN e-Invoice API Credentials, enter the ERP Name, Client ID and client secrets issued to you in the MyInvois portal.
6. Upload the Memorandum & Articles of Association/Constitution where it applies, then press Add.

To register with MyInvois and obtain the credentials, see How to Register for the LHDN MyInvois Portal and E-Invoicing (LHDN MyInvois). To manage the entity afterwards (Suspend, Unsuspend, Delete), see Roles, Staff and Approvals.

The Properties Screen

Go to Settings > Properties. The page opens on Units and shows a row of tabs across the top:

Every tab has a Search box, Prev and Next paging, and a Deleted view that lists records you have removed.

Add Towers or Blocks

1. Go to Settings > Properties and open the Towers/Blocks tab.
2. Press New Block.
3. Enter the Block Name, for example "Tower A".
4. Press Add.

The list shows the Name, Number of Units and Status of each block. To rename one, press Edit, change the name in Edit Block and press Update.

Add Levels

1. Open the Levels tab and press New Level.
2. Choose the Block the level belongs to, or Not Applicable for a low-rise estate with no blocks.
3. Enter the Level Name, for example "Level 12" or "Ground".
4. Press Add.

Add Units

1. Open the Units tab and press New Unit.
2. Choose the owner Type: Personal for an individual, or Company for a business owner. For a company, fill in Company Name and Company Registration No.
3. Under Property Parameters, choose the Block and Level, then enter the Property No.
4. Fill in Share Unit, Build-up Area (sq ft), Number of Bathrooms and the Bedrooms list.
5. Assign any Parking Lot that belongs to the unit.
6. Under Owners (or Company Representative for a company), add the owner's details. The first owner is Owner 1 (Primary Contact).
7. Optionally attach the Sales and Purchase Agreement (SPA) and the Land Title (Geran), and record the Utility and Tax Account Numbers.
8. Press Add.

The unit form can also carry default access settings for main and sub user accounts, and the Visitor Type(s) Available for Selection During New Visitor Registration For This Property, when these modules are enabled for your project.

The units list shows Property No., Build-up Area (sq ft), Share Unit, Reserved Parking Lots, Non-Reserved Parking Lots, Number of Bedrooms and Number of Bathrooms.

Transfer Ownership

When a unit is sold, open the unit and press Transfer Ownership. Enter the new owner as Personal or Company, with their contact details, NRIC/Passport, and optionally the new Sales and Purchase Agreement (SPA) and Land Title (Geran). This keeps the unit's history while moving it to the new owner.

Add Common Areas

1. Open the Common Areas tab and press New Area.
2. Enter the Area Name.
3. Press Add.

Set Up Parking

Parking Lot Types

1. Open the Parking Lot Types tab and press New Parking Lot Type.
2. Enter the Name, choose the Category, and tick EV Charging if bays of this type have a charger.
3. Press Add.

Parking Zones

1. Open the Parking Zones tab and press New Zone.
2. Enter the Zone Name and press Add.

The list shows the Number of Parkings in each zone.

Parking Lots

1. Open the Parking Lots tab and press New Parking Lot.
2. Choose the Parking Lot Type.
3. Choose the Block, Level and Zone. Use Not Applicable for any that do not apply.
4. Enter the Lot No.
5. Tick For Rent or For Sale if the bay is available.
6. Press Add.

The parking lot list shows Type, Lot Number / Label, Block, Level, Zone, Unit and User. Use the filters above the list to show one type or category, or All.

Customers

Customers are the people linked to your estate: owners, tenants and members. Go to Customers in the side menu. The tabs are:

The list shows Customer ID, Customer Account ID, Full Legal Name, Nickname, App Username, Mobile Phone No., Gender, Age and Status. A status of Pending First-Time Login means the customer has been registered but has not signed in to the app yet. Call, SMS and WhatsApp links let you contact the customer directly.

Information Changes

When a customer updates their details in the app, the change waits for your review if approval is required (see the Roles, Staff and Approvals guide).

1. Go to Customers and open Information Change Requests.
2. Find the customer by Customer Name or Customer ID. The Number of Changes column shows how many fields changed.
3. Press View to open Changes Detail and compare the old and new values.
4. Press Approve to accept the change, or Reject to keep the existing record.

Customer Accounts

A customer account is the billing and service record for a unit, parking lot or membership. Go to Customer Accounts in the side menu. The tabs include Active, Suspended, Deactivated, Pending Approval, Pending First-Time Login and Deleted; sports club projects also show membership views.

The list shows Customer Account ID, Property No. or Parking Lot No., Primary Contact, Subscribed Membership Plan where relevant, Outstanding and Overdue. Use Search by Customer Information to find an account.

To add one, press New Customer Account. For full steps on opening, editing, suspending and deactivating accounts, see Customer Accounts.

Frequently Asked Questions

Why Can I Not See Settings > Properties?

The Properties screen needs both the settings permission and the properties permission on your employee account. Ask your administrator to tick them in your employee record.

Do I Need Blocks and Levels for a Landed Estate?

No. When you add a parking lot you can choose Not Applicable for block, level or zone. Set up the structure that matches your estate.

Can I Recover a Deleted Block or Unit?

Deleted records move to the Deleted view of each tab so you can still see them. Check with your operator before relying on a deleted record, and avoid deleting records that already have accounts or billing history.

What Does Pending First-Time Login Mean?

The customer or account has been created, but the person has not yet signed in to the resident or member app for the first time.

Who Approves Information Changes?

Any employee with the customers permission can approve or reject them under Customers > Information Change Requests, when Property Information Changes approval is switched on.

Related Guides

• E-Invoicing (LHDN MyInvois)
• xSERVA Overview
• Properties
• Customer Accounts
• Projects
• xSERVA Troubleshooting and FAQ