Distinguish the community cost from the unit share
A shared-cost document may contain the full community expense, a unit’s assigned share, or both. The unit allocation percentage, sometimes called an aliquot or alícuota, determines its share of the applicable base amount.
Urbira takes these distinctions into account during document review. Compare the document’s percentage with the selected unit’s configured percentage and confirm which amounts belong on its invoice.
Choose how to handle the allocation
- Preserve printed unit amounts: keep the reviewed share already assigned to the unit. Do not apply its percentage a second time.
- Recalculate using the unit aliquot: use the available base amount and the selected unit’s configured percentage. Both must be available for this calculation.
- No allocation applies: use this for charges that do not need shared-cost allocation, such as a direct charge to the unit.
For example, a shared base cost of $1,000 with a configured unit percentage of 2% gives a $20 share. If the source already prints $20 as the unit share, preserving that amount avoids reducing it to $0.40 by applying 2% again. These are illustrative amounts.
Resolve differences before recording
If the document and unit percentages disagree, confirm the authorized allocation with the responsible person. A detected percentage is not approval to change the community’s allocation rules. Missing base amounts or an unconfigured unit percentage must be resolved before choosing recalculation.
Review quantities, prices, line amounts, and the resulting total alongside the source. A quantity of one can represent a single charge; staffing counts or installment labels in a description are not necessarily billing quantities.
Keep adjustments separate
If the source includes a prior credit or debt, it can be included as a separately confirmed document adjustment. It is not an automatic statement carry-forward. Check existing records to avoid duplicating a credit or charge. Use rounding only for a justified rounding difference, not to hide an allocation error.
Continue with the document-to-invoice guide. If the source and community currencies differ, also review optional currency conversion.