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Association Status

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Shelley Labrecque
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This article details the processes that will and won't work depending on the Association Status. 

Note: The Status dropdown replaces the Live checkbox, allowing you to assign more options.

 

Contents

 

Set Association Status

To set the association status:

  1. Navigate to Association > Association List.
    The Associations screen opens.
  2. Click Edit next to the association for which you want to change the status or click New Association to create a new association and assign a status. 
    The Edit Association or New Association screen opens.
  3. Select the appropriate Status (1) for the association.

    2025-01-15_16-32-15.png
    • Onboarding: Recently created associations that are not live yet.
    • Live: Fully functioning and actively managed association. This status turns your association on and activates all automated processes, such as sending emails, processing transactions, bank reconciliations, etc. We advise that you select this status only at the beginning of the association contract date.
    • Not Managed: No longer managing the association.
  4. Click Update.

Please Note: The date an association goes Live starts the timer for the New Association Grace Period setting found in Association > Settings > Collections.

 

Status Functionality

Processes and functions work differently depending on the selected status.

 

All Statuses

The following processes and functions work no matter what the status:

  • Manually generating and deleting charges
  • Manually stepping action items
  • The Lockbox commits and posts anything sent from the bank - non-live association items continue to be in the lockbox file until the bank stops sending them
  • Paylease payments post
  • Invoice remittance emails send
  • Blocked payment flags only show
  • You can generate logins (but they won't send and the homeowners can't use them to log in)
  • Bulk step action items 
  • Geolocation for the mobile app
  • Columbia Bank new bank request

 

Onboarding or Not Managed Status

The association's status (Onboarding, Live, Not Managed, or Deleted) affects various system functions
including portal login generation. Portal logins can only be generated for associations with Onboarding or
Live status, ensuring communications are sent only to actively managed properties.

The following services and functions do not work if the status is Onboarding or Not Managed (Live will work):

  • Services:
    • Automated Clearing House (ACH)
    • Money Movement
    • Vantaca does not look for the bank's final statement
    • Outbound communication does not send: print queues, emails, and texts
    • Charge generation (the process does not happen but you can do it manually)
    • Nightly generations and processes, such as collections
    • Action items set to automatically advance
    • Paying invoices
  • Vantaca will not check for: balances, check images, and statements. 
  • Recurring transfers and journal entries stop posting
  • Owner ACH, payment plans, and recurring eChecks stop
  • Auto-posted contracts stop
  • Action items that send emails (emails will show as processed but will get lost)
  • Auto Fee waiver
  • ACH-Positive pay - if you cut a check, it will not show in the bank register
  • No access to the Service Providers > 1099 Balances screen
  • Homeowner portal access is unavailable

 

Vantaca Migration Decisioning

Vantaca uses a migration script to update the status of existing associations (Live or not Live) to one of the new statuses according to the following criteria:

  •  Onboarding: Indicates that the association is not live. This is the default for new associations (assigned manually or through import). Vantaca sets this status for associations that:
    • Were created in the last two months and are not live.
    • Have a conversion date that is in the future (you can find this date by Navigating to System > System Settings > Conversion). Vantaca also looks for associations with no conversion date and then decides which status to assign. 
  • Live: All associations that currently have the Live checkbox enabled on the New or Edit Association screen will be converted to this equivalent status.
  • Not Managed: All non-live associations, that do not meet the previous criteria for onboarding or live, will be converted to this status. 

If an association is transitioning out of the management company, the status is not mapped. For information about offboarding an association, visit the "Offboarding an Association" article.

 

Troubleshooting

Q: How do I complete the final bank reconciliations and financial reports after setting an association to Not Managed?

A: When you set an association to Not Managed, Vantaca stops automatically checking for balances, check images, and statements. However, you can still complete your final bank reconciliations and financial reports by manually uploading bank statements.

To complete your final reconciliation and reports:

  1. Navigate to the Bank Reconciliation screen for the association (Accounting > Reconciliation).
  2. Manually upload the final bank statement.
  3. Complete the reconciliation process using the uploaded statement.
  4. Generate your final financial reports.

Notes:

  • The Not Managed status stops automatic bank data feeds but you retain full access to all accounting functions, including reconciliation, general ledger entries, and reporting.
  • You must provide bank statements manually instead of relying on the integration.

This allows you to properly close out the association's books and produce accurate final financial deliverables after the automatic integrations cease.

 
 
 

 

 

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