TRMax Setup and Configuration

The instructions in this article relate to TRMax. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

TRMax is another part of the StrataMax suite that has been designed to recover costs and charge consulting fees. Items can be set by units or on a time basis. This area can also be configured to automatically charge for certain disbursements (printing/ emailing etc) as outline below.

If you would like StrataMax to record items automatically but not charge, please see Process Recoveries.

TRMax Video 

Set Up Invoice Codes

Before recoveries can be set to charge automatically, you will need to create 'invoice codes' in GLMax. This is done in Edit Invoice List.

Set Up Automatic Recoveries

After creating invoice codes in Edit Invoice List, you should open Disbursements to set up automatic recording of recovery items such as Certificates, Work Orders, Levy Notices, etc.

TRMax Configuration

TRMax configuration is opening in TRMax, in the File > Configuration. The configuration is a combination of User and Global settings. These are identified below:

Save Tab

• Take No Action – User
• Close Entry – User
• Create New Blank Record – User

New Tab

• Keep Selected Building – User
• Keep Recovery Code – User
• Verify Zero Amount Entry – User

Data Entry

• Chargeable Rate – User
• Simple Mode – User
• Approve Consultancies by Default – Global
• Charge Fee Period – Global
• Skip Notes – User
• Require Charge or No Charge – User

Display Tab

All & Mine (User): 

General Tab

Consultancy Recovery Code for Company (Global): This is for selecting 'Consultancy' code in the GLMax company. Select the GLMax company first from the drop-down menu, then select the more button to select the invoice code used for the consultancy recovery. If you cannot locate the invoice code, then you will need to create one in the Edit Invoice List screen in GLMax.

Import and Export Path (Global): This should already have a file path selected for the Softlog export. See TRMax Softlog Recording.

Company for Import Invoice Codes (Global): Click the more button to automatically populate this field with your GLMax company. 

Set Import Data with Local Rates (Global): 

• Do not Populate
• Populate only when zero
• Populate always

Invoice for each Recovery Record: If ticked; when recoveries are imported into GLMax an invoice will be created for every recovery record for the invoice codes tagged within the ‘Set Invoice’ button/screen. When not ticked a single invoice will be created in GLMax per invoice code.

Set Invoice: Click this button to open the screen where you select the invoice codes to print on invoices for recoveries that are processed in the Process Recoveries screen in GLMax. These will also include any details entered into the 'Notes' area in the recovery record entered in TRMax.

Warn On Exit: When ticked, a prompt will appear asking "Are you sure you want to exit? Yes or No" when the user closes TRMax.

Auto Post Owner Invoice: If ticked; recoveries marked as ‘charge owner’ will invoice the owner when the recovery is saved. Alternatively, if not ticked the invoice will be created when the recoveries are processed in GLMax.

Use Access Pins On Import: 

Consultancy Invoice Code

Ensure that you have a Company setup in 'Consultancy' and an invoice code, also ensure you have 'Process BCMax Data' ticked.

1. In the TRMax menu, click File > Configure.
2. Select the General tab.
   a. Select the GLMax company for Consultancy.
   b. Set the Invoice Code for Consultancy. Multiple can be selected; by default the first code will be selected if a user ticks the consultancy box in a new record however the invoice code can be changed to any selected in this configuration.
   c. If you are using Soft Log browse and set the path.
   d. Select the company from GLMax (If you only have one company it will be COMP1).
   e. Set Import Data with Local Rates - set 'Do not populate'.
   g. Invoice for each Recovery Record. Generally 'Sundry' is selected as the 'Recovery Record'.
   h. Warn On Exit. This will ask the question 'are you sure you want to exit'.
   i. Auto Post Owner Invoices in BCMax.
   j. Use Access Pins On Import.
   k. OK - to save settings and configurations. 

TRMax Consultancy Rates

TRMax consultancy rates are hourly, with a custom increment of required minutes and a minimum cost. This area will also allow for multiple consultancy accounts to be set where required and for examples where there may be different rates applied for specific tasks; Administration, Accounting or Strata Meeting types. Examples have been included below. 

A unique rate can be set up for:

• A single consultant, regardless of which building.
• A single building, regardless of which consultant.
• A specific consultant, in a specific building.
• A single consultancy rate per invoice code, regardless of which consultant or which building.
• A different consultancy description per invoice code.

Set Up Rates for a Single Operator

Example: a specific building has an agreed consultancy hourly rate of $150.00, charged in 15 min increments, and a minimum charge of $60.00. When that consultant creates a new TRMax record for Consultancy for 30 minutes, the cost will be $75.00, whilst any time up to 14 minutes will charge $60.00.

1. Search or select TRMax and click the Edit Consultancy Rates button on the right.
2. If the list of buildings is on the left without the list of Users on the right, click the Default button in the top right.
   
   
3. Select the required user and click the Edit Rate button on the right.
4. Under the Options section in the bottom right, ensure the All radio button and the Rate for User tick box are selected.
5. In the Custom Rates section in the bottom, fill in the fields are required:
   • Rt $: Enter the hourly rate to charge.
   • @: Enter the incremental charge time. For example '14' for 14 minutes.
   • Min.: Enter the minimum amount to be charged.
   • Cost (optional): Enter the cost of the consultant for your office.
6. Click Save Rate.

Set up Rates for a Single Building

Example: a specific building has an agreed consultancy hourly rate of $220.00, charged in 15 min increments, and a minimum charge of $80.00. When that consultant creates a new TRMax record for Consultancy for 30 minutes, the cost will be $120.00, whilst any time up to 14 minutes will charge $80.00.

1. Open the TRMax menu and click the Edit Consultancy Rates button on the right.
2. If the building list does not appear, click the Default above in the top left to make the building list appear.
3. Select the required building and click the Edit Rate button on the right.
4. Under the Options section in the bottom right, ensure the All radio button and the Rate for Building tick box are selected.
5. In the Custom Rates section in the bottom, fill in the fields are required:
   • Rt $: Enter the hourly rate to charge.
   • @: Enter the incremental charge time. For example '14' for 14 minutes.
   • Min.: Enter the minimum amount to be charged.
   • Cost (optional): Enter the cost of the consultant for your office.
6. Click Save Rate.

Setup Rates for a Default User for Default Building

Example: all buildings and all users have an agreed consultancy hourly rate of $180.00, charged in 15 min increments, and a minimum charge of $75.00. When that consultant creates a new TRMax record for Consultancy for 30 minutes, the cost will be $90.00, whilst any time up to 14 minutes will charge $75.00.

1. Search or select TRMax and click Edit Consultancy Rates.
2. If the building list does not appear, click 'Default' above the building area.
3. If the user list appears, click 'Default' above the list so it is no longer showing.
4. Click 'Edit Rate'.
5. In the Custom Rates section in the bottom, fill in the fields are required:
   • Rt $: Enter the hourly rate to charge.
   • @: Enter the incremental charge time. For example '14' for 14 minutes.
   • Min.: Enter the minimum amount to be charged.
   • Cost (optional): Enter the cost of the consultant for your office.
6. Click Save.
   
   

TRMax Custom Rates

Standard recovery records have each unit price configured for each. The default list created via GLMax / Edit Invoice List will be the standard list for selection and the below details how to make custom rates applied to specific buildings and invoice codes.

1. Search or select TRMax and click Edit Invoice Rates.
2. Select the building for the custom rate to be applied to from the Buildings table.
3. Select the invoice code from the Rate Information table.
4. Click Edit Rate.
5. Amend the rate, using the (orange) Rate $ field. Cost $ can be completed if desired and refers to the actual cost to the company.
6. Click Save Rate.  

TRMax Custom - Delete Rates

When deleting a custom rate, the default rate will then be used to create TRMax charges. The below process includes how to delete a custom rate.

1. Search or select TRMax and click Edit Invoice Rates.
2. Select the building for the custom rate to be applied to from the Buildings table.
3. Select the invoice code from the Rate Information table.
4. Click Delete Rate.
5. Click Yes to message: Are you sure you wish to delete the following custom rate.

TRMax Custom - View Existing Rates

To view any custom rates that have been set for one or all buildings, use this area to report this information.

1.  Search or select TRMax and click Edit Invoice Rates.
2. Click View Existing Rates.
3. From the Option (bottom right) select for All or This Building.
4. Click Rates Report. 

Note this report will confirm basic information.

TRMax Custom - Copy Rates

To copy a custom rate from one building's invoice code including the rate and cost, complete the below process. 

1. Search or select TRMax and click Edit Invoice Rates.
2. Select the building that has the custom rate applied from the Buildings table.
3. Select the invoice code from the Rate Information table.
4. Click Copy Rates and tag the buildings required. Click OK.
5. Click Yes to message: Are you sure you wish to Paste custom rates to selected Buildings.
6. Click OK to message: Rates have been pasted OK.

TRMax Custom - Report

Reporting on any custom rates that have been applied to a single plan or multiple buildings can be done from this area using the default application of Excel. The information included will be the building number, invoice code, description, default rate, custom rate, income account, cost, expense account and the rate used as shown below.

1. Search or select TRMax and click Edit Invoice Rates.
2. Click Report.
3. Select from Rates report for Current Building or Rates Report for Multiple Buildings (select buildings from list if this was the option)

TRMax Custom - Auto Increase Custom Rates

Using this function will auto increase a custom rate that already exists for the building. After the auto increase application, any further entries will use the increased % custom rate for any new TRMax charges and will not retrospectively update any unprocessed entries.

1. Search or select TRMax from the required building and click Edit Invoice Rates.
2. Click View Existing Rates.
3. From the list of buildings, select the building that the auto increase is to apply to. 
4. Change the Options (bottom right corner) from All to This Building.
5. Select the custom rate from the list and click Edit Rates.
   
   
6. Select Auto Increase Custom Rates.
7. Enter the percentage increase for the custom rate and click OK.
8. Click Yes to message: Auto Increase ALL custom rates for Building X by X%.