Annual site statement

Annual Site Statement

When the owner mandates Climkit to manage billing and collections from the consumers of their site, Climkit prepares an annual statement for the entire site.

This FAQ helps to quickly understand how it works. Here is a glossary of the main terms used:

• Site : Building or group of buildings for which Climkit provides energy metering and statement services.
• Owner : Person responsible for the site who mandates Climkit to manage the metering and billing of energy for their site. Sometimes, the owner is represented by a property management company.
• Consumers : Tenants or co-owners residing on the site who consume energy.
• Supplier : Distribution system operator (DSO) or other external provider supplying electricity or services to the site.

What is Climkit's mandate?

The owner mandates Climkit to manage metering, billing, and collections on their behalf from the site's consumers.

Climkit also pays the electricity supplier invoices for the site (DSO and photovoltaic contractors).

How is the annual site statement prepared?

Climkit prepares an annual statement for the previous year for the entire site.

The annual statement calculates the difference between the total collections received from consumers and the disbursements made to suppliers.

In the case of a self-consumption grouping (RCP), the difference is generally in favor of the owner and corresponds to the sale of self-consumed solar electricity to consumers as well as the surplus fed back into the grid and repurchased by the distributor.

When is the annual statement prepared?

Between April and June of the following year, in order to await the collection of consumer invoices sent in January for the last months of the year.

How is the owner compensated?

The owner has 15 days after receipt to dispute the statement. Without a dispute, the amount in their favor is paid into the Bank account communicated to Climkit within 30 days of sending the statement.

In the case of a balance in favor of Climkit, the owner has 30 days to pay the amount due using the invoice attached to the statement.

What does the statement look like?

The annual statement indicates the difference between the total collections received and the total disbursements made for the site during the statement period indicated. It is divided into four sections:

1. Collections details : Amounts received from consumers, supplier credit notes, and any positive balance from the previous year's statement.
2. Disbursements details : Invoices paid to suppliers, including those from the distribution system operator (DSO) and Climkit for management fees, and any negative balance from the previous year's statement.
3. Open amounts : Consumer invoices still unpaid as of today for this statement period.
4. Written-off amounts : Consumer invoices unpaid from years prior to this statement period whose amount is considered lost. You are free, as the owner, to undertake recovery procedures directly with the consumers.

Only the first two sections are taken into account in the balance calculation.

What makes up the collections?

1. All invoice payments by consumers, such as their electricity consumption or their use of charging stations.
2. Supplier credit notes in cases where suppliers pay an amount in favor of the site. For example, DSOs who compensate for the feeding back of photovoltaic surplus into the grid.
3. Any positive balance in favor of the owner carried over from the previous year's statement.

What makes up the disbursements?

1. Invoices paid to suppliers, including those from the distribution system operator (DSO) for electricity drawn from the grid or from any third-party contractor for photovoltaic production.
2. Climkit's invoices for all management fees (metering, billing, mailing costs, internet connection, etc.).
3. Any negative balance owed by the owner carried over in the previous year's statement.

Where can the invoices and documents referenced in the statement be found?

All corresponding invoices and documents are available on the Climkit online portal under the Site's Financial Tab.

What about unpaid invoices?

All invoices sent to consumers that have not yet been paid are listed in the Open amounts section of the statement for informational purposes.

When these invoices are settled, the annual statement will be updated to reflect these new collections, and the positive balance in favor of the owner will be carried over to the following year's statement. All consumer invoices and their payment status are accessible on the Climkit online portal.

Example: The statement for the year 2022 shows a balance of CHF 2500.- in favor of the owner. However, there is still an unpaid consumer invoice for CHF 180.-. Climkit pays CHF 2500.- to the owner on May 25, 2023. On July 17, 2023, the consumer finally pays their CHF 180.- invoice. The 2022 statement is updated and shows a balance of CHF 180.- in favor of the owner. This amount will be carried over to the 2023 statement.

When is an invoice considered written off?

Any consumer invoice that remains unpaid despite the three payment reminders sent to the consumer and is more than one year old from the issuance of the annual statement is considered written off.

The written-off invoice is mentioned in the Written-off amounts section of the annual statement. It is now up to the owner to undertake any recovery procedures directly with the consumer concerned to obtain the due payment.

Example: When preparing the 2022 annual statement, a consumer invoice of CHF 62.- for the period October to December 2021 is still unpaid. This invoice is now considered lost by Climkit, which indicates it with a written-off status. The owner is then free to take action directly with the consumer to recover this amount due.

Why might the annual statement result in a balance in favor of Climkit?

1. When the paid DSO invoices do not correspond to the annual statement period. For example, if a DSO invoices for the period April 2021 to March 2022, this invoice is charged to the 2022 statement even though it partially corresponds to 2021. This generally occurs during the first year of RCP operation or when the DSO invoices periodic advances and not actual consumption. In any case, this balances out in subsequent years.
2. When the open and written-off amounts are very significant.
3. When the building input meter installed by the DSO does not correctly measure the electricity drawn and the related invoices are erroneous. In this case, it is necessary to request a verification from the DSO.