Manage your properties online. You can deliver shipments without printing or mailing.

Remote Management

The DOMUS facility management software represents a comprehensive solution for managing residential and non-residential premises and heat production. Its benefits are used by administrators in managing more than 750 thousand premises in Slovakia and the Czech Republic. DOMUS offers the ideal solution for working with electronic mail. This guarantees that the building administrator will not end up in the wrong hands, because he has a clear record of managed mail under his thumb.

Communication with the owners of the managed units is tailored to their wishes. In addition to electronic mail, it is possible to set up a system for informing customers by physical printing at home, or if they insist on the delivery of physical paper documents, the system can also clearly manage postal delivery of mail.

Saves Space And Nature

A building management system can also save on document archiving costs. The building administrator, as well as the property owner, does not have to store a large number of confirmations or other documents in physical form. The solution of electronic management of attachments and archiving of electronic versions of sent documents, scans, or other documents is environmentally and space-saving.

Delivery In The Domus Information Software Using The “shipment” Function

Practical Examples Of Using Online Management In Domus

Today, owners themselves require “paperless” administrative tasks. It is much easier for them to work with documents in electronic form. The Shipment functionality, which is integrated in the DOMUS information software, solves just such delivery and subsequent recording. Thanks to this functionality, it is always clear when, to whom and in what form an invoice, advance payment or statement was sent.

Delivery is most often done:

• By printing - owners receive printed documents either via hybrid mail, by printing on their own printers and subsequent submission at the post office, or by distribution via representatives or their own employees. It does not matter whether we have an email address for the owner or not.
• By printing and additionally by email - owners receive printed documents and duplicates by email.
• According to the addressee settings - owners receive documents either in printed form or by mail or email, depending on how they requested the administrator.

Delivery According To The Addressee Settings - By Email

This form of delivery is the most progressive and convenient form of delivery. Preparation for delivery by email consists of three steps in the DOMUS information system.

Step 1 – Identifying Owners

The identification of owners who request delivery by email is done directly on the user. It is necessary to fill in the email and indicate that such an email can be used for delivery.

Step 2 – Preparing Outputs

Multiple attachments can be delivered within one shipment. Usually, only one document is sent for a prescription. In contrast, other outputs are attached to the invoice, such as a report on the administrator's activities, a repair fund or attachments from external suppliers. This step can be imagined as putting letters in an envelope.

The first is the output that has an addressee. This means an annual invoice or prescription. Here, the Annual invoice report is selected:

After loading, select the "Create shipments" command either in the left panel or in the Record tab. Both options will display the following window:

The top line displays the billing for 46 users, and five of them can be delivered by email. This means that the system will generate 5 emails and send 41 shipments to the hybrid mail.

Hybrid mail is a service where the system sends the created PDF to the hybrid operator, who will envelope them and submit them to the post office.

This step can be repeated any number of times:

• Another output that has an addressee - for example, a bill for another house. In this case, the number of shipments in the batch will increase. If an addressee already exists in the prepared batch, a new shipment (envelope) is not created, but is added to the existing one. Typically, when someone has an apartment and a garage or has multiple apartments.
• Attachments to the first output. Outputs can be printed for a user or the entire house. The system automatically assigns them to the shipment (envelope) according to the variable symbol or the house in which the addressee is located.

Step 3 – External Attachments And Sending The Shipment

In the last step, you can attach any external attachments and send the batch. This is what the Shipments window looks like in the System tab:

External attachments can be attached:

• By variable symbol, building number or entrance number – Typically, billing from an external heat biller. In this case, each file is attached only to the variable symbol, which must be in the file name. In the case of assignment by building number or entrance, the attachment is attached to all recipients in the building or entrance.
• External attachments to all recipients in the batch – for example, a company magazine.

The batch is then simply sent, within which the following is performed:

• Sending emails
• Printing or sending to hybrid mail:

Hybrid mail – the system sends the created PDF to the hybrid operator, who envelopes them and submits them to the post office.

Print – the system will send the created PDF to the default printer in the system. The system will send the shipments in the order set in the batch, with the documents for one variable symbol (one envelope) always printed one after the other.

Archiving – sent shipments are archived to the variable symbol as saved documents. You always know what was sent and how.