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Release Notes - August 29, 2023

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Gavin Mackenzie
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Vantaca Features

Credit Memos

Description:

The following changes have been implemented for Credit Memo functionality:

  • Credit Memo Balances will now be included in 1099 Balances.
    • Upon adding a Credit Memo, the Credit Balance will be recorded in the 1099:
    • Type - Credit Memo
    • Invoice No. - [Memo Number]
    • Invoice Date - [Credit Date]
    • Amount - [Available Balance]

  • Check Memos will now provide a list of invoices and applied credit memo activity for the payment amount.
    • Note: A Credit Memo that has reduced the Payment Amount to $0.00 will still allow the user to print the $0.00 check via the Print Queue.
    • Updated the formatting of the check stub section to accommodate additional Credit Memo information:

creditmemo check stub before and after.png

  • An Available Credit column has been added to the Accounting > Pay Invoices > Pay Now, Warning, and Future tabs.
    • Column will display the total Credit Balance available for use for the specified Service Provider and Association.
    • Column will be blank if the user doesn't apply a credit.
    • Column will be enabled by default.
  • Credit Memo IDs will now be displayed on the Service Provider > Invoices > Audit tab.

  • Credit Memo history will now be viewable in the Invoice Detail History under Service Provider > Invoices > View History.
    • Accrual and Cash Accounting GL History will each display any Credit Memos that have been applied to the Invoice.

  • The Accounting > Pay Invoices > Pay Now, Warning, and Future > Pay Details tab will now display Applied Credit Memo Amounts.
    • The following information will be displayed in the Pay Details tab:
      • Applied Amount
      • Credit Memo Number

  • The Applied Credit Column has been added to the Accounting > Pay Invoices > Pay Now, Warning, and Future tabs.
    • Column will be blank if the user doesn't apply a credit.
    • Column will be enabled by default.

  • An Association Activity Note will be created when any of the following actions are performed on Service Provider > Credit Memo:
    • Created
    • Edited
    • Deleted
  • Updated the Void Invoice behavior throughout the system to ensure GL Activity is reversed as expected.
    • The Void Invoice Additional Action Item will now include Credit Memo Type GL Activity when reversing a payment or voiding payment when voiding the entire invoice that has a Credit Memo applied.
    • The Accounting > GL Research will display any Reversal Activity and include the Credit Memo ID when a credit memo has been reversed.
  • Credit Memo ID has been added as a default column on the Accounting > GL Research grid.
    • Standard filtering has been applied to the new column.
  • GL for Credit Memos has been added as an Accounting Setting under Association > Settings.
    • Users will be able to select from available GL Accounts via dropdown.

  • Credit Memo has been added to the Service Providers menu.
    • The Credit Memo grid will contain the following default columns:
      • Credit ID
      • Memo Number
      • Credit Date
      • Description
      • Credit Amount
      • Balance
      • GL Account
    • Clicking the +New Credit Memo button will create a new Credit Memo.
      • The Credit Date cannot be in the past.
      • The Credit Amount must be a positive non-zero number.
      • The Description and Credit Memo Number fields are required.

    • Added the ability to manually add a Credit Memo to an Invoice. 
      • The Credit Memo tab has been added to the Accounting > Pay Invoices > Pay Now, Warning, and Future tabs.
        • Note: Users will need the View Credit Memo Permission in order to view and the tab will only display when the Invoice status is Ready for Payment.

        • The tab will display all Credit Memos for the selected Association and Service Provider along with the following columns:
          • Credit Memo Number
          • Credit Date
          • Description
          • Credit Amount
          • Credit Available Balance
        • Note: Credit Memos will not display if they have an Available Balance of $0.00.
        • Clicking the Apply button will open the Apply Credit Memo Form.
          • Users will be able to input the Credit Memo Available Balance in the Allocation field.
          • This will default to $0.00 and accept an input up to the total amount of the Available Credit Balance.
            • The inputted amount will not be able to exceed the Available Credit Balance.
          • Once applied, a message will be added to the Action Item with the following information:
            • Author
            • Credit Memo Number
            • Amount Applied
            • GL
        • Any applied Credit Memo will not be displayed on related Reports until the Invoice has been paid.
        • Added the functionality and logic to ensure users can pay an Invoice that has a Credit Memo applied to it.
          • If an invoice has the total balance covered by a Credit Memo, the payment from the Bank Account will not be a record.
  • GL entries that are tied to a Credit Memo will automatically be deleted when the Credit Memo it is tied to is deleted.
    • Attempting to delete a GL Entry that is tied to a Credit Memo and has been applied will prompt the following message:
      • "Cannot delete GL Entry that is tied to a Credit Memo that has been used to pay an invoice."
  • Added the ability for users to enter a negative GL amount when entering GL details for an invoice and have the negative GL amounts automatically converted into a Credit Memo.
Impact:

Credit Memos will allow you to update existing invoices in a more industry-accepted standard now that you don't have to execute cumbersome workarounds to perform an action that's now native to Vantaca.

ACC | CCR

Description:

The following changes have been made to ACC/CCR items throughout Vantaca:

  • Reworked the Settings > Roles > Security > ACC/CCR Items - Association Override permission:
    • Add/Update has been broken out into two separate permissions.
      • Update: Controls the ability to edit and save association CCR Details. Also allows the ability to mark a CCR Item as Used or Not Used.
      • Add: Controls the ability to use the +New CCR Items on the Association > CCR Items and ARC Types.
      • Default: Controls the ability to set CCR and ARC Type as default items.
  • Added Association-specific Action Items.
    • The ARC Model has been added to the new ARC section under Association > Settings.

 

      • ARC Requests submitted in the Homeowner Portal will automatically create the ARC Action Item type with the setting configured with the ARC Model setting.
      • Users will need the ARC permission under Settings > Roles > Security > Association Settings to change this field.

  • Added a new Default permission for the ACC/CCR Items - Master List that will control the user’s ability to set new CCR Items and ARC Types as default Items.

  • The Settings > Roles > Security > CCR > Detail Descriptions permission has been broken out into the following separate settings:
    • Detail Description - Association Override: Permissions will control the user's ability to perform the following action on Association > CCR Items > Details.
      • View, Update, Add, and Default
    • Detail Description - Master List: Permissions will control the user's ability to perform the following actions on Settings > CCR Items > Details.
      • View, Update, Add, Default, and Delete.

    • The new Default permission on each of the two Detail Description permissions control will the user's ability to use the Default? checkbox on the CCR Item's Details form.

Impact:

The numerous changes we made to ACC and CCR permissions will provide an extra layer of peace of mind now that you have more refined control over the level of access your employees have to vital system areas.

 

Insurance

Description:

Added the Association Insurance Renewal Additional Action Item which will create an alert when the Association's Insurance policy is up for renewal.

  • Will be tied to an Association and Insurance policy.
  • The Association Insurance Renewal Alert will contain the following information:
    • Policy Number
    • Renewal Date
    • Coverage
    • Carrier
    • Agent
      • Note: Fields without data will be displayed as N/A.
  • Added the All Associations Insurance Export to the Association > Insurance screen.
    • Will export a csv of all associations and their insurance information, whether they have it or not.
Impact:

These insurance updates were implemented to give you greater clarity about your association's insurance status and the new export will allow you to easily consolidate your association's active and non-active insurance.

 

Collection Action Items

Description:

A note has been added to Collections Action Items with balance criteria information:

  • "Minimum balance of __ has not been met. Homeowner collectible balance is _____"
  • "Minimum balance of __ has been met. Homeowner collectible balance is _____"
Impact:

This note was added to the Collections Action Item process after identifying the helpfulness that this additional information would provide to our users who are involved with this type of action item on a day-to-day basis.

 

GL Accounts

Description:

Association GL Accounts will now be copied over from the Model Association when creating a new association and selecting the Copy From Model function.

  • Used and Not Used GL Accounts will be copied.
Impact:

Being able to copy Association GL Accounts from the Model Association will drastically improve the onboarding process and ensure that financials are able to be produced in a more efficient manner.

 

Print Queue Performance

Description:

Implemented various performance improvements for the Mailroom > Print Queue.

Impact:

Vantaca will continue to identify system areas that may not be as optimized as they need to be and the Print Queue is the latest one to have its performance issues addressed.

 

Letter Templates

Description:

The following changes have been made to Letter Templates:

  • Added the ability to Search and Copy Merge Tags.
    • The Merge Tags button has been added to Settings > Letter Templates.
      • Clicking the button will open the Merge Tag Search form where you can filter and search through all Merge Tags.
      • Clicking Copy will copy the Merge tag with a format of <<Merge Tag>>

  • Added the ability to Edit and Upload Letter Templates within Vantaca.
    • An Edit button has been added to the Settings > Letter Templates grid.

  • Uploading a new letter template will overwrite the existing letter template and any subsequent action items being generated will generate with the updated letter template.
  • Attempting to overwrite the file will alert the user with the following confirmation message:
    • "Current letter template will be updated and replaced with the attached file. Do you wish to continue?"
  • Added an Association Override to Settings > Letter Templates.
    • The +Add Override button will create an Association Override on an existing Letter type.

    • Multiple overrides cannot be applied and attempting to will result in the following alert:
      • "Override already exists. By continuing, the current override letter will be replaced. Do you wish to continue?"
Impact:

These changes will bring all the ease and convenience of the Letter Template management to our Non-Word/Non-Office users. The Merge Tag Search will be helpful for all users and the Copy Merge Tag function is aimed to alleviate the struggles that our non-Word users were facing. Now, they can easily copy Merge Tags into a different editor like Google Docs.

Vantaca Corrections

Association Calendar

  • Fixed the issue with user created calendar events setting the start time to an hour after the displayed start time in instances where the user doesn't select a Start Time.

HOA Mailers

  • Fixed the issues that were affecting various statement generation and processing for HOA Mailers.

Vantaca IQ Features

Added Custom Date Range functionality.

    • Each dashboard will now have a new Custom Date Range selector:

 

      • The Custom Date range will default to the last 7 days.
      • Selecting the dropdown arrow will provide the following options:
        • Last 7 Days
        • Last 30 Days
        • Last 60 Days
        • Last 90 Days
        • Last 12 Months
        • Last 24 Months
        • Custom Dates
          • A Start and End Date must both be provided to use a custom range.

Vantaca IQ Corrections

Vantaca IQ

  • Fixed the issue that was preventing data from loading intermittently each morning due to a failure with the nightly refresh.

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