Release Notes for Your Org's Personas
We've also included personalized release notes with the relevant features to specific roles in your organization. The Persona Release Notes can be found at the bottom of the article via downloadable file for each role.
Release Webinar
Vantaca Features
Copy Action Items
Added the ability to Copy Action Item workflows.
- A Copy button has been added to Settings > Action Type/Steps which will open the Copy Action Type form:
- A new Action Type is required to successfully Copy.
- All Action Type Settings and Steps will be copied from the original by default.
- The following Action Step Details can be included, if needed, via the accompanying checkbox:
- Instructions
- Letter
- Reports
- Documents
- A Copy permission has been added to Settings > Roles > Action Item section > Action Types.
Impact:
Being able to Copy Action Items is a huge time-saver and will make onboarding new associations much easier now that you can easily duplicate Action Item workflows as much as you need to.
Owner Refunds
Added the ability to track Owner Refunds with Homeowner Activity Notes.
- Once an Owner Refund is created, the refund will be tied to the XN/Invoice that was generated.
- The Activity Note will contain the following information:
- Date
- Amount
- XN
- A Void Type Entry will be recorded with an Other Description of "Refund Reversal".
- The Activity Note will contain the following information:
Impact:
This new Homeowner Activity Note will allow you to easily manage and assess the status of your homeowner's refunds.
CCR Delete Protection
Added Delete Protection to CCR Items.
- Attempting to Delete a CCR item that is being used by other associations will result in the user receiving the following message:
- "[CCR Description]" is currently being used by [#] association(s) including the following association(s):
[Association Name (Code)]
Do you wish to continue?
- "[CCR Description]" is currently being used by [#] association(s) including the following association(s):
Impact:
Delete Protection was added to prevent any unintentional or mistaken deletion of CCR Items that are being utilized by an association. Deleting an "in-use" CCR Item has the potential to create unforeseen issues that require a solution from Tech Support. We wanted to avoid that possibility and make your CCR List more manageable.
ACH/Transfer Approvals
The following changes have been made to the System > ACH/Transfer Approval.
- Removed the Select All checkbox from the page's header.
- Changed the default items per page to 100.
- Grouped items by Bank will now have a Select All checkbox, to select all items within a single Bank.
- Added a Total and Total Selected for each individual bank.
Impact:
These changes to the ACH/Transfer Approval screen will make approving items for multiple banks easier and more informative by providing more transparency around transfer activity.
Step Instructions
Added the ability to view Step Instructions when stepping an Action Item.
- If an Action Item has Instructions configured, a Step Instructions drill down that can be opened to view instruction details will be visible on the Change Step form.
Impact:
This on-screen help came at the request of system admins and will help keep you and your employees on track when working through unfamiliar action items.
Mailroom Message Templates
Added the Mailroom > New Message Templates page.
- Users will be able to perform the following actions on Message Templates from this page if they have the accompanying permissions under Settings > Roles > Mailroom section > New Message Template:
-
- View: Opens the View Email Template form.
- Note: Changes can be made to all fields but will not be saved if accessed via the View button.
- View: Opens the View Email Template form.
- Create: Selecting the +New Template button will open the Create Email Template form.
- Tags can be added by selecting from the Insert Tag list and clicking Go to insert into either the Subject or Body fields.
- Edit: Opens the Edit Email Template form.
- Note: The Save button must be selected in order to save any changes made to the template.
- Delete: Deletes the Email Template after a Confirmation message, "Are you sure you wish to delete this message template?"
- Note: The Default Template cannot be deleted but it can be edited.
- Added a Message Template list to the Action Item's New Message form.
- Dropdown will display templates from Mailroom > New Message Templates.
Impact:
These new Message Templates will let Managers customize and more easily maintain their personalized communications.
1099 Nelco
Added a View in Nelco button to the Service Provider > 1099 Balances > Reporting tab.
- Link will redirect the user to Nelco’s test file site.
Impact:
While the View in Nelco button isn't inherently new within Vantaca, this spot on the Reporting tab of the Service Provider's 1099 section will now house the useful button to help streamline the 1099 process.
Reports
The following changes have been made to Reports:
New Reports will need to be enabled individually under Settings > Roles > Reports > [report name].
- Added the Refundable Deposit by Unit Report.
- Report displays homeowner refundable deposits over a given date range with current and prior balances sorted by Unit.
- Added the AR Aging by Unit Report.
- Report displays a summary of owners with a balanced owed, broken out by charge as of the process date and sorted by Unit.
- Added an Invoice Date column and changed the Date column to Paid Date on the Cash Disbursement Report.
Impact:
These Report additions and changes will make your Accountants' lives easier with more informative reports and everything they need to report on with a report type for every instance.
Homeowner Additional Info
Impact:
These menu groups were uncollapsed by default, which meant you'd have to manually collapse them to free up screen space.
Time Zone Setting
Impact:
This new Association Setting will let you configure time zone settings on a per-association basis and resolve some UTC issues that were causing issues in the past.
Paid Invoice Import
Added the Paid Invoice Import to Settings > Import.
- Successful Import will create the imported invoice with accompanying details as an Invoice Action Item for the selected Action Type.
- Users will need the Append option enabled on the Invoice Import under Settings > Roles > Import section > Paid Invoices to use the import.
- The following fields can be imported:
Impact:
This new Import will let you import invoices that were paid outside of Vantaca and you'll be able to bulk import paid invoices without requiring you to manually create each one, saving you time and effort.
Vantaca Corrections
Message Template
- Fixed the issue causing messages to fail to send if the subject line was left blank.
- Fixed the issue causing new action items to be created from replies after users had removed the XN Number tag from the subject line of a message template.
- Fixed the issue with the Action Item Description to be missing from the Action Item Details For Email tag.
Bank Account Balances
- Fixed the issue causing Bank Account Balances to pull in twice, resulting in duplicate recon end periods.
Lockbox
- Fixed the issue with the Lockbox for a secondary bank ignoring its configuration and not posting to the old operating account as expected.
Check Remittance
-
(Re)added a Description field to Check Remittance information to provide more information for service providers/vendors.
1099s
- Fixed the issue with the 1099 Balance > Status tab having intermittent load times and eventually timing out.
Receivables Type Balance Report
- Fixed the issue with the Receivables Type Balance Report not displaying the correct End Date on the report.
Merge Tags
- Fixed the issue that was causing the Action Item Description Merge tag to not properly format bulleted/numbered lists.
Auto Recon
- Fixed the issue that was causing AAB's ACH transfer to not auto-reconcile as expected.
- Fixed the issue that was causing SSB items to mis-reconcile and/or fail to reconcile as expected.
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