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Release Notes - June 8, 2023

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Vantaca Features

Bulk Reports

Description:

Added the ability to generate Bulk Reports.

  • Reports can be generated individually or as a downloadable bulk report with the new configuration settings that were added to the Report toolbar.
    • Added a Portfolio dropdown option which will allow bulk report(s) to be run for a specific Portfolio.

      • Note: This option is only applicable when selecting All Associations.
    • The Sort dropdown determines whether the Bulk Report download will be sorted via AssocCode or AssocName.

    • Added a Report Date Selector which will allow bulk report(s) to be run for a specific date.
      • The date selector can be used for both individual or bulk reports.
      • Note: This will not queue up a Bulk Report Job for the selected date. The job will be immediately started with data pertaining to the selected Report Date. If no data is available for the selected data, the report will be blank but still generate correctly.

        • Added a Generate Bulk Reports button that will allow users to generate multiple reports for a single association or multiple reports for all associations.

      • Multiple reports can be included in the Bulk Report Job by assigning an Order Number by clicking on the Order No column of the report row you want to include in the Bulk Report.
        • The Bulk Report can be downloaded as a PDF from System > Jobs once the job has been completed.

        • Note: A new Download permission has been added to Settings > Roles > System > Jobs to control a user's ability to download jobs without having to grant them the access required to create new/edit existing jobs.

 

Impact:

Generating reports for multiple associations or portfolios was a tool that only Tech Support could wield for our clients but that's no longer the case with this new addition to Vantaca Reporting. This new Bulk Report generator tool will ensure our clients can quickly and easily generate one or multiple reports for all their associations using the convenience that the existing job runner process already offers them.

 

Global Recon

Description:

A Recon tab has been added to the Action Center which will display Bank Account periods containing unreconciled items.

  • Each item in the tab will display the following information:
    • Association Name
    • Bank Account Name
    • End Period
    • Number of Unreconciled Items

  • Clicking any of the items in the tab will redirect the user to the Accounting > Reconciliation page with the Association, Bank Account, and End Period automatically updated to the selection made from the Recon tab.
  • Bank Accounts can be excluded from appearing on the Recon tab by checking the Hide From Recon List checkbox on the Association > Bank Accounts > Edit/New Bank Account form.

  • Reconciling items manually and automatically will automatically update items and values in the Recon tab.

 

Impact:

Having all their unreconciled information in an easy-to-navigate list will not only prevent potential fraud instances but also make months end reconciliation activity much easier by having everything you need in one place and updating accordingly as you work through the list of unreconciled items.

 

Moving Bank Register Activity

Description:

Added the ability to move Lockbox Deposit and Manual Owner Deposit Bank Register activity to another bank account within an association.

  • Bank Register activity capable of being Moved will contain a Move button:
    • Clicking the Move button will open the Move Bank Register Entry form:
      • The disclaimer at the top of the form will read as:
        • Moving Register entries will only migrate register and ledger entries within Vantaca. No actual funds will be moved by completing this action.
      • Users will select a Bank Account to move the entries to via dropdown.
        • Only active Bank Accounts will be displayed as available options.
      • The form will display all Bank Register and Owner Ledger entries that will be moved during the process.
  • The following transactions will not be able to be moved and will inform the user of recommended steps to continue Moving a Bank Register item:
    • Transactions currently in a closed period.
    • Transactions that have already been reconciled.
  • A new Move permission has been added to the Settings > Roles > Association > Bank Register which will need to be enabled to use the new Move functionality.
  • An Association Activity Note will be created when a user moves Bank Register items.

 
Impact:

Moving Bank Register activity used to be a function that only our support team could offer at your request. We've now given you the ability to move your own Bank Register activity in an effort to empower you as a user and ensure that you don't have your workflow interrupted by reaching out to our support team to resolve an issue. We've also implemented the necessary protections so that you don't move anything by mistake and have to contact support to resolve the issue and make our whole effort redundant!

 

Undelete

Description:

Added the ability to View and Undelete the following data types:
  • Service Providers
    • A new checkbox has been added to the Service Provider > Service Provider List:

    • An Undelete button will display for users with the Delete permission enabled under Settings > Roles > Service Provider:

    • Undeleting a Service Provider will create a record of the action as a System Activity Note.

  • Bank Accounts
    • A new checkbox has been added to Association > Bank Accounts:

    • An Undelete button will display for users with the Delete permission enabled under Settings > Roles > Bank Accounts.

    • Undeleting a Bank Account will create a record of the action as an Association Activity Note.

  • Associations
    • A new checkbox has been added to the Association > Association List:

    • An Undelete button will display for users with the Delete permission enabled under Settings > Roles > Association:

    • Undeleting an Association will create a record of the action as a System Activity Note.

  • Homeowners
    • A new checkbox has been added to the Homeowners > Homeowner List:

    • An Undelete button will display for users with the Delete permission enabled under Settings > Roles > Homeowners:
      • Note: Users will be able to use this function to undo the deletion of both Homeowner and their property.

    • Undeleting a Homeowner will create a record of the action as a System Activity Note.

 

Impact:

Undeleting these vital data types will ensure that you can easily rectify any unintentional deletions or if you wish to make things inactive, like a Bank Account, to prevent the field from being used due to the potential for additional errors to occur. This undoing process used to require a support ticket and possibly lengthy waits depending on the repercussions that the mistaken deletion caused. Now, we've given you the ability to rectify these mistakes yourselves with the added protections to ensure that you don't undo a delete that will create more headaches when you bring the data back into your system.

 

Reverse Imports

Description:

Added the ability to Reverse the following committed imports:

  • Note: The Import cannot be reversed if the initial import has been posted for 7 or more days.
    • Property and Homeowner
    • Charge Balance Without History
    • Charge Balance
    • Homeowner Charge Tags
    • Homeowner Transaction History
  • Each import type has a new Reverse permission under Settings > Roles > Imports > [import type]
  • Reverse Import protection was added which will alert the user that the import they're attempting to Reverse has activity posted in a Closed Fiscal Period and prevent the import from being reversed until the fiscal period has been
    re-opened.
    • Alert will display as, "Unable to undo the activity in this import due to activity being in a closed fiscal period. Please re-open fiscal period to undo the changes."
  • The Credit Distribution process will automatically be run once a Post Charge/Post Utility Charge has been successfully reversed in order to correct any necessary ledger activity due to the reversal.
 

 

Impact:

Importing data has a high potential for things to go wrong, whether that's the unintentional overwrite of fields or miscategorized fields in the import file. Another tool that was previously wielded only by our Tech Support team is now in your hands but we've made sure that you don't end up reversing an import that creates dire consequences by adding certain permissions. We've also included the instructions needed for you to get around these protections safely to mitigate your risk of error and keep you out of our support queue and not waiting for us to assist you with something that's now just a few clicks away.

 

Association List Option

Description:

Added a 250 option to the Association > Association List's items per page dropdown.

 

Impact:

This addition to the Association List's item per page dropdown will benefit those management companies with more than 250 associations by allowing them to easily select the max amount of associations allowed for bulk action items, which also happens to be 250! Before, you'd have to select separate 100-count instances since that was the highest viable option on the dropdown.

Vantaca Corrections

Recurring Payments

  • Fixed the issue that was causing Paylease transactions to come into Vantaca without the full transaction type.

Action Items

  • Fixed an issue with incorrect tags being displayed when creating a new action item in instances where the user viewed a different owner's tags beforehand.

AP Aging by Fund

  • Fixed the issue causing Vantaca to reclass the payment portion on the reclass date before the actual payment date has occurred, resulting in the payment hitting the Bank GL before it has been paid.

Service Providers

  • Fixed the issue that was causing unintentional redirects back to the Service Providers > Invoices screen when attempting to change Service Providers via a sub-menu.

Age of Balance Threshold

  • Fixed the issue with voided payments not being accounted for inside the age of balance threshold when calculating collections balances.

Annual Budget Comparison Report

  • Fixed the issue causing GL Accounts to be excluded from the Proposed Budget section of the Annual Budget Comparison and Annual Budget Comparison with Percent Report.

Action Item Notes

  • Fixed the issue causing the Generate Coupon Action Item Note to not display information about ACH homeowners being excluded.

Homeowner Ledger

  • Fixed the issue with Violation Action Item Step Fees being charged to the homeowner ledger before the violation has actually been approved in an
    inspection.

Imports

  • Fixed the issue that unintentionally set Charge tags to Inactive instead of deleting as expected.

Homeowner Invoices

  • Fixed the issue with Homeowner Invoices that were generated from an action item to not display the date of the transactions and grouping transactions in a way that makes it difficult for the homeowner to assess what each Charge is for.

Auto Reconciliation Adjustments

  • Fixed an issue that could cause some transactions from Avid to be auto-reconciled
    inappropriately.
  • Fixed an issue that could cause some transactions from Pacific Western Bank to be auto-reconciled
    inappropriately.

 

Vantaca IQ Features

My Dashboard

Added My Dashboard to the navigation bar which will serve as each user's new default landing page upon logging in to Vantaca IQ.

  • Users will be able to select from a list of available Performance Tools to add to My Dashboard to create a custom dashboard screen.
    • Important: Users will only be able to select dashboards that they have been given View Access to via Settings > Roles > Vantaca IQ:

    • The Add Performance Tool form will contain the following tabs
      • All
      • Business
      • Employee
      • Association

 

    • Each entry will contain a Performance Tool summary along with the following information:
      • Screenshot of the Performance Tool's format
      • Performance Tool Title
      • Tooltip Description
      • Dashboard origination info: The dashboard that the tool appears on natively. Note: Some performance tools can be found on multiple dashboards.
    • Selecting an employee or association specific Performance Tool will require the user to specify the employee or association via a dropdown menu once they've clicked Add Performance Tool on the desired tool.
      • Note: They will not be able to add Performance Tools for Associations or Employees that they do not have access to either through their portfolio settings or via IQ's Employee Permissions. 
      • Employees and Associations can be filtered via the provided Search field.
    • The same Performance Tool can be added multiple times as long as it is for different associations or employees than a currently applied one.

Association Bank Balances

Added an Association Bank Balances pop-out that will display a breakout of all accounts that are contributing towards the total balance.

  • Note: Not-Live Associations and Inactive/Deleted Accounts will be excluded.

  • The pop-out table will contain the following columns:

    • Bank Accounts Name

    • Bank Account Number (Last 4 Digits)

    • Account Type

    • Balance

  • Pop-out tooltip will display the following information:

    • A list of accounts and balances that make up the total per bank.

Violations Performance Tools

The following Violations performance tools have been added:

  • Violations for Business IQ
    • The donut graph will contain the following information:
      • Violation Completion Percentage
      • Violations Created
      • Violations Completed
      • Violations Open (All Time)
    • The table section will contain the following columns:
      • Association
      • Total Received
      • Total Completed
      • Total Open (All Time): Clicking the hyperlinked number will open the Open Violations table in a pop-out window.
      • Completed %
    • Violations tooltip will display the following information:
      • The number of violations created, the number of violations completed, and the percent of violation completion in the selected date range across all associations. Open Items are not dependent on date range. Click the count of Total Open for an association to see a list of those open violations.
  • Open Violations for Association IQ
    • The table will contain the following columns:
      • XN
      • Action Item Type
      • Step
      • Last Activity
      • Days Open
    • Open Violations tooltip will display the following information:
      • A list of all open Violations. This includes all Action Types within the Violation category. Click an XN to see more details in Vantaca.
  • Violation Overview for Association IQ
    • The donut graph will contain the following information:
      • Violation Completion Percentage
      • Violations Created
      • Violations Completed
      • Violations Open (All Time)
    • Violation Overview tooltip will display the following information:
      • The number of violations created, the number of open violations, the number of violations completed, and the percent of violation completion in the selected date range for this association.

Security and Permissions

The following changes and enhancements have been made to Vantaca IQ's permissions and security functionality:

  • Added a Settings screen to the navigation menu which will open Permission Settings. Will only display for users with IQ Admin access.
    • The Employee Permission Listing will display the following information:
      • Employee
      • Portfolios
      • Roles
    • Selecting an employee will open the Employee Permissions screen which will be used to configure which employee(s) information each employee will have access to within IQ.
  • Employees will no longer be able to access Employee or Association information that they have not been given access to via the hyperlinks within each performance tool.
    • Unless given access to other employee information via Employee Permission by an IQ Admin, employees will only see themselves on the Employee Listing.
  • Only IQ Admins will be able to see all employees on the Employee Listing by default.
  • Users will only have access to the Associations configured in their portfolio for their individual My Dashboard options.
  • Added a new View Security permission to the Vantaca under Settings > Roles > Vantaca IQ > Business Dashboard.

iq

IQ Performance

The following performance enhancements were implemented for Vantaca IQ:

  • Improved the loading time performance of each Dashboard
  • Improved the load times when filtering via the different date ranges on highly utilized performance tools.
  • Moved various IQ functions from local storage to database storage to improve functionality and allow Save Grid settings to apply across a user's multiple devices.

Custom Dashboards

Added Dashboard Controls and the ability to drag and drop performance tools to create custom layouts on the Association and Employee IQ Dashboards.
assocation


Unread Messages

  • Added an Unread Message column to the Employee Listing.
    • Will pull data from Action Items > My Messages.

 

Bank Balances

Added the Bank Balances performance tool as an option on the Association IQ dashboard which will display all bank accounts within an association.

  • Tool will show the following columns grouped by Bank:
    • Bank Account Name
    • Bank Account Number (Last 4 digits)
    • Account Type
    • Balance
  • Bank Balances tooltip will display the following information:
    • Bank account balances for this association, grouped by bank. Click the drill in beside the Bank Name to view information for each individual account.

 

Vantaca IQ Corrections

Two-Factor Redirect

  • Fixed the issue that was allowing users to navigate around Vantaca IQ during the timeframe when the browser was redirecting them to the 2FA error screen.

Donut Chart Size

  • Fixed the UI issue with the donut chart's legend to exceed the expected boundaries of the tool.

Action Item Tracking

  • Fixed the issue that was causing Action Item steps that had been previously configured as a closing step to be tracked as a closing step on the Employee IQ Dashboard's Open My Items List, even  though the Action Item was now configured as open.

Error Handling

  • Fixed various redundancies in the IQ navigation that was resulting in vague and uninformative errors for the user.

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