Reading the Scheduled tab
Back to index Accounting, then Expenses, then the Scheduled tab. This is the control panel for every recurring contract on the property. The header Scheduled , with a Manage templates link on the...
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Accounting, then Expenses, then the Scheduled tab. This is the control panel for every recurring contract on the property.
The header
Scheduled, with a Manage templates link on the right. That link takes you straight to Property Settings, Accounting, Expense Templates, without you navigating there by hand. (It only appears when you have a specific property selected, since templates live on a property.)
What a row shows you
Each row carries, in order:
Line 1: the template name, then the cadence, the generation mode, and the next run:
Elevator MaintenanceMonthly on the 1st · Auto-post · Next run Aug 1, 2026
The generation mode reads Auto-post or Draft.
The last part changes with the contract's state. It is never a lie:
| It reads | Meaning |
|---|---|
Next run Aug 1, 2026 |
It will actually post on that date. |
Generation paused |
It will not post. Something needs your attention. |
Next run held for approval |
A re-approval is in flight. It will resume when the approval lands. |
The amount, on the right. A VARIABLE contract's amount is prefixed with ~ to signal it is not a committed number.
The badge. See the table below. This is the single most important thing on the row.
Line 2, the contract facts strip:
- The FIXED or VARIABLE chip.
- The term: "Thru Jun 30, 2027", or "Open-ended · last approved Jul 1, 2026 · renews Jul 2027", or "No fixed term · annual re-approval".
- The amendment delta, if one is pending:
$2,350.00 → $2,630.00 +11.9%. - A Board bypass on warning badge, if the VARIABLE contract has the board-voting bypass enabled. This is deliberately visible, because a contract with the board guardrail off should never be a quiet fact.
Every badge, and what to do about it
| Badge | Colour | What it means | Your action |
|---|---|---|---|
| Active | Green | Running normally. | Nothing. |
| Approved · covers recurring | Green | The contract's approval cleared. Future same-amount occurrences post automatically without re-entering the chain. | Nothing. |
| Paused · N failed runs | Amber, with a dot | Generation failed N times in a row (3 or more) and the system auto-deactivated it to stop the failures piling up silently. The approval underneath is still perfectly valid. | Find and fix the underlying problem, then press Resume. |
| Approval expired | Red | The approval lapsed. Either the term ended, or an open-ended contract passed its 12-month window. Generation is stopped. | Extend term (dated) or Re-submit (open-ended). See Renewing an expired contract. |
| Renewal rejected | Red | You re-submitted an expired contract and the renewal was voted down. It does not fall back to "expired". | Revise the amount, cadence, or term, then re-submit. |
| Approval rejected | Red | A different kind of re-approval was voted down: an amendment (a price change) or a contract-type change. Not a renewal. | Revise, then re-submit. |
| Re-approval required | Pending | A re-approval is in flight right now. The chain is running. | Nothing. Wait. |
| Re-approval required · Amendment | Pending | Same, and specifically because somebody changed the price. | Nothing, unless you are the approver. |
| Re-approval required · Contract change | Pending | Same, and specifically because the contract type was flipped. | Nothing, unless you are the approver. |
| Re-approval required · Renewal | Pending | Same, and specifically because an expired contract was re-submitted. | Nothing, unless you are the approver. |
Paused vs Approval expired: the distinction that matters most
These are the two states people confuse, and the consequences of confusing them are real. The system deliberately draws them differently.
| Paused · N failed runs | Approval expired | |
|---|---|---|
| Colour | Amber, with a status dot | Red |
| What broke | The generation kept failing | The approval lapsed |
| Is the approval still good? | Yes | No |
| Does Resume fix it? | Yes | No. Resume is not even offered. |
| The fix | Fix the cause, press Resume | Get a fresh approval |
If you have contracts that were auto-paused after failures, a notice appears at the bottom of the list explaining exactly this:
Schedule auto-paused. After 3 consecutive failed generation attempts, URBI automatically deactivates the schedule to stop repeated failures from piling up silently. Review the underlying issue, then Resume to re-arm it: the next run is recomputed forward from today, not backfilled. A paused schedule's approval is still valid: this is not the same as an expired approval, which only a fresh approval can reactivate.
Note "not backfilled". Resume does not go back and create the occurrences you missed while it was broken. It starts from today. If you need the missed months, enter them as one-off expenses.
Expanding an expired row
An Approval expired badge is a button. Click it and the row expands in place to a full explanation: what died, when, why generation stopped, and the one action that revives it, plus a facts grid (Frequency, Term, Contract type).
While it is expanded, the row's primary button becomes Collapse, because the real action now lives inside the notice itself: Extend term or Re-submit for approval.
This is deliberate. You should never have to leave the Scheduled tab to find out why a contract stopped.
The row actions
| Button | When it shows | What it does |
|---|---|---|
| Resume | On an auto-paused row | Re-activates the contract and clears the failure streak, so the very next failure does not instantly re-trip the auto-pause. Next run is computed forward from today. |
| Pause | On a healthy row | Manually stops generation. Does not touch the approval or the failure count. |
| Extend term / Re-submit / Revise | On an expired or rejected row | Opens the contract editor to renew it. |
| Edit | Always | Opens the contract editor. |
| Delete (trash icon) | Always, with permission | Soft-deletes the contract. See below. |
Only staff with permission to manage expenses see Resume, Pause, and Delete. Board members can open the editor and look, but they see a Read-only banner: "Board members can view recurring schedules but cannot create or edit them."
Deleting a contract
Delete recurring schedule?
This deactivates the schedule (soft delete). Previously generated expenses keep their history and are unaffected.
This is a deactivation, not a destruction. Every expense the contract already posted stays in the books with its history intact. Nothing is unwound. What stops is the future.
The row drops out of the Scheduled list once it is deleted.
The empty state
No recurring schedules yet
Schedule an expense template to generate recurring expenses automatically. Open Expense Templates and choose "Schedule this template" to get started.
Coming in from an expiry email
The expiry email's button lands you here, on the right property, scrolled to and highlighting the exact contract it is about. For an open-ended contract, it also opens the renewal editor for you, so you go from inbox to submitted-for-approval in two clicks.
If the contract cannot be found (because somebody deleted it in the meantime), you are told so plainly rather than being dropped onto a list with nothing highlighted:
That schedule is no longer active, so it is not listed here.
or
That schedule could not be found for this property. It may have been removed.
What the system records
Every state transition on this screen is recorded: pausing, resuming, deleting, expiring, re-arming (with the reason), approving, and rejecting. The badges you are reading are derived from that same record, which is why they can tell a rejected renewal apart from a rejected amendment: the system is reading what actually happened, not guessing from the current state.