Manual -
To post a manual (one-time) charge to an owner's account, you will first want to select the homeowner's ledger by going to Homeowners > Ledger or clicking on the owner's balance if already on their account.
Then click the "New Charge" button on the far left of that screen and a pop-up window should appear. The "Transaction" field is a drop-down list populated by the Association > Assessments charges. You will first choose which one you need to charge the owner for (i.e. Key Fob). The next field "Transaction Date" is the date the charge will be posted on the owner's account, which you can change by typing a new date or selecting by clicking on the calendar icon. The "Amount" field is the amount you need to charge the owner and the "Description" is any description needed past the default charge description (i.e. Key Fob for Tenant). A description is not needed. Once all fields are filled out, click Update and the charge will be posted.
Import -
The first step is to create the actual charge tied to the correct GL on each Association’s Assessments page. The Charge column on the import is the charge/assessment listed on the Association > Assessments screen that you need to charge the owners for. You can list multiple charges on this spreadsheet, as long as they are on separate rows. The "Charge" needs to match exactly what it is in Vantaca (i.e spelling, upper/lower case letters) for that charge, or it will not post correctly.
The Post Charges import can be used to post charges for multiple owners within an association at the same time. You will need to fill out the attached template with the needed information to post the charges.
For the Post Charges import, you will use the following columns:
- Account
- Charge (Need to set translation to assessment/charge setup)
- Amount
- Date
- Description (The Description column is any added description past the initial charge description. (i.e. Misc. Charge - 1/1-6/1)
NOTES:
1. The Charge column is the charge/assessment listed on the Association > Assessments screen that you need to charge the owners for. You can list multiple charges on this spreadsheet, as long as they are on separate rows. The "Charge" needs to match exactly what it is in Vantaca (i.e spelling, upper/lower case letters) for that charge, or it will not post correctly.
2. The Date column is the date you wish to post the charges on.
3. The Description column is any added description past the initial charge description. (i.e. Misc. Charge - 1/1-6/1)
4. This can only be done for one association at a time.
5. If you want to import a credit to an owner's account, you can use negative numbers on the import as well. These can be entered using the dash (-) symbol.
When the import is completed and ready to be imported to the system, go to Settings > Import and create a new import for "Post Charges". You will then need to choose the correct association and your excel file, which you can then review and commit.
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