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The instructions in this article relate to Certificates. The icon may be located on your StrataMax Desktop or found using the StrataMax Search. |
Certificates will automatically be set to the correct certificate based on the State, Type and Module set in the Building Information menu.
Certificates will soon be available in Report Distribution (preview) with improvements for document inclusion. If you are experiencing file size issues with the current version, please contact our Support Team (support@stratamax.com) to schedule an update to version v5.6.136. See below for some options to assist in the interim.
BCCM Form 33 and Form 34 (two lot schemes)
Summary of Form 33. This certificate contains important information about the lot and community titles scheme names in the certificate, including:
- Becoming an owner and contacting the body corporate.
- Details of the property and community titles scheme.
- By-laws and exclusive use areas.
- Lot entitlements and financial information.
- Owner contributions and amounts owing.
- Common property and assets.
- Insurance.
- Contracts and authorisations.
This certificate does not include information about:
- Physical defects in the common property or buildings in the scheme.
- Body corporate expenses and liabilities for which the body corporate has not fixed contributions.
- Current, past or planned body corporate disputes or court actions.
- Orders made against the body corporate by an adjudicator, tribunal, or court.
- Matters raised at recent committee meetings or body corporate meetings; or
- The lawful use of lots, including whether a lot can be used for short-term letting.
Field Population
The information below explains where the field data is merged from when outputting on a certificate. When using the Info Editor, any Text (this building only) will override the Text (global default for this certificate).
Body Corporate Manager
Information is merged from the Body Corp. Manager contact, from the Office Bearer area, and the Account Manager field in Building Information.
Accessing Records
By default, the Body Corporate manager named above will be ticked - an Info Editor field is available to insert the information if this is for someone else.
Lot and plan details
Information is merged from the Roll records. Lots may have differing Plan Numbers and formats, which are set up in the Lot Editor.
Regulation Module
Information is merged from the Regulatory Module field in Building Information.
Layered arrangements of community title schemes
For any layered arrangements that may affect the Body Corporate, a field is available in Info Editor from Certificates that can be populated globally or for a specific building and only applies to Form 33.
Building management statement
If a Building Management Statement applies to the Body Corporate, it can be set in the Info Editor under Certificates, which can be populated globally or for a specific building and only applies to Form 33.
General by-laws
If there are General by-laws, this information can be set from Info Editor in Certificates, which can be populated globally or for a specific building.
Exclusive use areas
Information from the Common Property Register will be used. There are categories to distinguish between Lot Owner Common Property Improvements, which the lot owner is responsible for, and which require the Lot A/c Affected and Lot Number Affected fields to be populated. The register can be set to be included from the Report Settings Tab.
Records in the Common Property Register with the category 'Lot Owner-Exclusive Use' will be reported here.
Mandatory Fields: Reference Name, Category, Date of Resolution, Type of Resolution, Authority Given to.
Other Field info available for merging - Description of Area authorised for use (any character), Conditions 1-3 (30 characters each), Lot A/c Affected (selectable list), Lot Number Affected (5-digit number).
Example: Lot Owner- Exclusive Use
Field output on all certificates:
Example: Lot Owner -CP Improvement
Field output on lot affected certificate:
Lot entitlements
The lot entitlement information is merged from the Roll records.
Statement of accounts
The old year's financial statements will be attached automatically. Refer to the Report Settings tab for further information on financial statements.
Owner contributions and amounts owing
Levy Management and Levy Invoice Code Setup are the areas that will be populated. The field Certificate (Balance) field in Levy Invoice Code Setup determines where balances appear.
Sinking fund forecast and balance
The Inspections Register relating to the Sinking Fund Report Default Inspection type will merge the last sinking fund report date into the Certificate and only applies to the Form 33. This requires the inspection type to be set as shown below within the register item.
The current sinking fund balance will be updated from the financial information at the time the certificate is produced.
An alternative Info Editor field is available (v5.6.135)
Improvements to common property that the lot owner is responsible for
Information from the Common Property Register will be used to distinguish between Lot Owner Common Property Improvements, which the lot owner is responsible for and merges for all certificates, and Lot Owner Exclusive Use, which will be merged for the selected lot account on a certificate. The additional register is no longer required or included using the selection from the Report Settings Tab.
Records in the Common Property Register with the category 'Lot Owner-CP Improvement' will be reported here.
Mandatory Fields: Reference Name, Category, Date of Resolution, Type of Resolution, Authority Given to.
Other Field info available for merging - Description of Area authorised for use (any character), Conditions 1-3 (30 characters each), Lot A/c Affected (selection list), Lot Number Affected (5-digit number).
Body corporate assets
The Asset Register information required to report any assets over $1000.00 can be set to merge with this register and the Certificates / File / Configure.
Body corporate insurance policies
The information is merged from the Insurance policies.
Alternative insurance
If there is alternative insurance, using Info Editor from Certificates will allow for this to be set with a Yes or No field, which can be populated globally or for a specific building.
Caretaking service contractors and letting agents
The Contracts Register will merge information into the relevant area on the certificate for Caretaker, Letting Agents and the combination type.
The caretaker and letting agents will only be identified if the Contract is current; if it is not appearing and you expect it should be check the Expiry Date field and ensure this is not in the past. In the date field, click the calendar icon and ensure the two digit year has not been entered so the date reflects 19... rather than 20.. Refer here for further information.
In the Certificates menu, ensure no limits have been set on Contract information that is used for Certificates in Goto / Edit Contracts Limits.
For the Caretaking Services Contractor, the category of the Contract Register record must be Caretaker.
For the Letting Agent, the category of the Contract Register record must be Letting.
If a contract is for both Caretaking and Letting, the category of Caretaker/Letting must be used.
Embedded network electricity supply
The Embedded Network category will distinguish between records that require reporting on certificates and those that do not.
Body Corporate Authority
The Office Bearer Body Corporate Manager's name will be used; however, Info Editor includes an override field to report a different company or personal name if required. This can be set for this building only or as a global default.
Copies of documents given with this certificate
By-laws for the scheme in consolidated form (if applicable) - add via Document Inclusion.
Details of exclusive use by-laws or other allocations of common property (if applicable) - Information is merged from the Common Property Register. The register can be set to be included from the Report Settings Tab.
The old year's financial statements will be included. If there is no old year, use the Report Settings tab to include the current year if needed.
Details of amounts payable to the body corporate for another reason (if applicable) - Information is merged from the lot ledger. Any additional information can be attached via Document Inclusion or as an extra attachment if required.
Details of improvements the owner is responsible for (if applicable) - Information is merged from the Common Property Register.
The register of assets (if applicable) - Information is merged from the Asset Register report.
Insurance policy details - Information is merged from the Insurance area.
Version v5.6.135 - Info Editor: Additional fields available
From version v5.6.135, there will be some additional fields to allow overrides:
BUGTA Form 18
Body Corporate Manager
Information is merged from the Body Corp. Manager contact, from the Office Bearer area, and the Account Manager field in Building Information.
Secretary of the body corporate
Information is merged from the Secretary contact from the Office Bearer area.
Accessing Records
By default, the Body Corporate manager named above will be ticked - an Info Editor field is available to insert the information if this is for someone else.
Lot and plan details
Information is merged from the Roll records. Lots may have differing Plan Numbers and formats, which are set up in the Lot Editor.
By-Laws and Exclusive use areas
By-Laws may be added via Document Inclusion. There is a statement regarding the by-laws in this section.
Information from the Common Property Register will be used. There are categories to distinguish between Lot Owner Common Property Improvements, which the lot owner is responsible for, and which require the Lot A/c Affected and Lot Number Affected fields to be populated. The register can be set to be included from the Report Settings Tab.
Records in the Common Property Register with the category 'Lot Owner-Exclusive Use' will be reported here.
Mandatory Fields: Reference Name, Category, Date of Resolution, Type of Resolution, Authority Given to.
Other Field info available for merging - Description of Area authorised for use (any character), Conditions 1-3 (30 characters each), Lot A/c Affected (selectable list), Lot Number Affected (5-digit number).
Example: Lot Owner- Exclusive Use
Field output on all certificates:
Example: Lot Owner -CP Improvement
Field output on lot affected certificate:
Lot entitlements
The lot entitlement information is merged from the Roll records.
Statement of accounts
The old year's financial statements will be attached automatically. Refer to the Report Settings tab for further information on financial statements.
Owner contributions and amounts owing
Levy Management and Levy Invoice Code Setup are the areas that will be populated. The field Certificate (Balance) field in Levy Invoice Code Setup determines where balances appear.
Sinking fund forecast and balance
The Inspections Register relating to the Sinking Fund Report Default Inspection type will merge the last sinking fund report date into the Certificate and only applies to the Form 33. This requires the inspection type to be set as shown below within the register item.
The current sinking fund balance will be updated from the financial information at the time the certificate is produced.
An alternative Info Editor field is available (v5.6.135)
Improvements to common property that the lot owner is responsible for
Information from the Common Property Register will be used to distinguish between Lot Owner Common Property Improvements, which the lot owner is responsible for and merges for all certificates, and Lot Owner Exclusive Use, which will be merged for the selected lot account on a certificate. The additional register is no longer required or included using the selection from the Report Settings Tab.
Records in the Common Property Register with the category 'Lot Owner-CP Improvement' will be reported here.
Mandatory Fields: Reference Name, Category, Date of Resolution, Type of Resolution, Authority Given to.
Other Field info available for merging - Description of Area authorised for use (any character), Conditions 1-3 (30 characters each), Lot A/c Affected (selectable list), Lot Number Affected (5-digit number).
Body corporate assets
The Asset Register information be included in this section.
Body corporate insurance policies
The information is merged from the Insurance policies.
Caretaking service contractors and letting agents
The Contracts Register will merge information into the relevant area on the certificate for Caretaker, Letting Agents and the combination type.
The caretaker and letting agents will only be identified if the Contract is current; if it is not appearing and you expect it should be check the Expiry Date field and ensure this is not in the past. In the date field, click the calendar icon and ensure the two digit year has not been entered so the date reflects 19... rather than 20.. Refer here for further information.
In the Certificates menu; ensure no limits have been set on Contract information that is used for Certificates in Goto / Edit Contracts Limits.
For the Caretaking Services Contractor, the category of the Contract Register record must be Caretaker.
For the Letting Agent, the category of the Contract Register record must be Letting.
If a contract is for both Caretaking and Letting, the category of Caretaker/Letting must be used.
Embedded network electricity supply
The Embedded Network category will distinguish between records that require reporting on certificates and those that do not.
Body Corporate Authority
The Office Bearer Body Corporate Manager's name will be used; however, Info Editor includes an override field to report a different company or personal name if required. This can be set for this building only or as a global default.
