Settle an invoice via reserve capital

Use this workflow when a supplier invoice should be paid from the building’s reserve capital instead of being charged to owners on their cost settlements. You create a reserve capital withdrawal, then link it to the invoice in Cost distribution. Costs settled this way are deducted from the reserve capital balance and do not appear on owners’ cost settlements.

Prerequisites

Requirement	Where to configure
Enough available reserve capital for the building	Financial → building → Requests / reserve capital
Invoice booked and visible in Cost distribution	Financial → Invoices → Cost distribution
A suitable distribution key for the withdrawal	Patrimony → building → distribution keys

TIP

If the available reserve capital is too low, create an advance request first (see Create advance requests — request type Reserve fund).

Workflow summary

Step	What happens
1	Open the invoice in Cost distribution and choose Settle via reserve capital
2	Add a new reserve capital withdrawal (if none is open yet)
3	Set amount, date, description, and ledger account
4	Distribute the withdrawal among owners
5	Review and confirm the withdrawal
6	Link the open withdrawal to the invoice and settle
7	Verify the link on the invoice and under Requests

Video — Full flow: settle via reserve capital

Open cost distribution

1. Go to Financial → Invoices → Cost distribution
2. Select the building
3. Find the invoice to settle (for example under Distribute later)
4. Open the distribution menu on that invoice row
5. Click Settle via reserve capital...

Menu option	Meaning
Equal parts	Split equally
Distribute later	Keep for later allocation
Private cost...	Charge as a private cost
Settle via reserve capital...	Settle against reserve capital ← select this
Distribute by meter reading...	Allocate by meter reading

Add a new withdrawal

The Settle via reserve capital modal opens and shows the invoice amount (incl. VAT).

If no open withdrawals exist, you see: No outstanding reserve capital withdrawals available for this building.

1. Click + Add new withdrawal
2. Subtext: Set up a new withdrawal from the reserve capital

TIP

Costs settled from reserve capital do not appear on owners’ cost settlements — they are settled against the reserve capital balance.

Set up the withdrawal

The wizard opens on New reserve capital withdrawal → step Set up withdrawal.

Field	Description	Required
Withdrawal amount	Amount to withdraw; usually matches the invoice	Yes
Withdrawal date	Date of the withdrawal	Yes
Description	Multilingual description (NL / FR). Use Translate if needed	Yes
General ledger account	Destination / reserve ledger account	Yes

1. Check the blue banner for the available balance. If more is needed, create an advance request of type Reserve fund first — optional: View capital
2. Review the summary FROM · RESERVE CAPITAL: balance after withdrawal (Available after this withdrawal)
3. Click Next step →

Distribute among owners

Wizard step Distribute among owners — calculate and check each owner’s share.

Confirm that Total withdrawal amount and Distributed match.

Field	Description	Required
Distribution method	How shares are calculated (e.g. Distribution key)	Yes
Distribution key	Specific key (e.g. Basisakte)	Yes
Include all lots	Toggle to include all units	—

Column	Meaning
Owner	Co-owner
Lot	Unit
Current reserve capital balance	Balance before withdrawal
Share in the withdrawal	Amount deducted (negative)
Balance after withdrawal	Resulting balance

WARNING

A yellow warning may appear if an owner would get a negative reserve capital balance. Check the marked rows, or go back and create an additional advance request of type Reserve fund first. The summary can show Owners with negative balance.

Click Next step when the distribution looks correct.

Review and confirm the withdrawal

Wizard step Check and confirm.

Review Withdrawal details:

Field	Description
Request name	Description of the withdrawal
Reserve capital withdrawal	Reference / identifier
Amount	Withdrawal amount
Withdrawal date	Date of the withdrawal
Distribution key	Key used for the split
General ledger accounts	Linked ledger account(s)

1. Re-check owner balances and any negative-balance warning
2. Click Confirm to create the withdrawal — or Close to exit without confirming

Link the withdrawal to the invoice

After confirming, you return to Settle via reserve capital.

1. Select the open withdrawal (status Open, available amount shown)
2. Optionally use + Add new withdrawal for another withdrawal
3. Click Settle via reserve capital to finalize — or Cancel

Verify on the invoice

1. Go to Financial → Invoices → Cost distribution
2. The invoice list shows a Reserve capital badge on the invoice
3. Open the invoice detail

Under Linked reserve capital withdrawals you see:

Element	Meaning
Withdrawal name	Linked withdrawal
Amount	Settled amount
Fully allocated	Status when nothing remains available
View withdrawal / Unlink withdrawal	Open or remove the link

Cost distribution still shows the owner split and cost category.

Verify under Requests

1. Go to Financial → [Building] → Requests
2. Under RESERVE CAPITAL, find the withdrawal entry
3. Type badge: Withdraw
4. Open the detail: status Spent, amount negative

Owner lines show each share. Section Cost allocation usage lists the linked invoice (date, number, amount). You can unlink via the trash icon if needed.

Result

Location	After settlement
Cost distribution list	Invoice shows Reserve capital badge
Invoice detail	Linked withdrawal; status Fully allocated
Requests → RESERVE CAPITAL	New Withdraw entry; status Spent when fully used
Owner cost settlements	These costs do not appear; they reduce the reserve capital balance
Reserve capital balance	Reduced by the withdrawal amount

Good to know

• Enough balance first — if reserve capital is insufficient, create an advance request of type Reserve fund before confirming the withdrawal.
• Negative owner balances — the wizard warns if an owner would go negative. Prefer fixing via an extra advance request of type Reserve fund before you confirm.
• Do not charge owners twice — settling via reserve capital deliberately keeps the cost off owner cost settlements.
• Unlink if needed — use Unlink withdrawal on the invoice, or remove the link under Cost allocation usage on the withdrawal.
• Amount match — the available amount on the withdrawal should cover the invoice before you click settle.
• Finish the last click — creating the withdrawal alone is not enough; you still need to select it and click Settle via reserve capital.

Related articles

• Create advance requests
• Pay purchase invoices
• Cost settlement
• Create a distribution key

Need help?

Contact our team at info@sndq.be or use the Get Help option in the SNDQ application.