This article provides an overview of the Homeowners > Homeowner Profile > Ledger tab.

To navigate to the Homeowner Ledger, go to Homeowners > Homeowner Profile > Ledger. To select a different owner, click the owners name or account number at the top of the page.  From here, you can select other associations and search for specific homeowners. 

Contents

• Summary

  • Adjustments

• Transactions

• Deposits

• Utilities

• Rent

• Credits

• All Properties

• Accelerate

• Bankruptcy

• Audit

Summary

The Summary tab displays all transaction types on the account and any balance associated with them. Click the caret to drill down into each type individually to see the history of all charges and payments to that transaction type. 

Adjustments

You can make adjustments to the owners ledger on the Summary tab using the menu items and generate a homeowner Transaction History report to view or download. 

• New Charge: Add a New Charge to a homeowner's account.
• New Payment: Add a New Payment to a homeowner's account.
• Charge Adjustment: Homeowner Charge Adjustments - How to Waive a Charge.
• Payment Adjustment: Reallocate payments (payment adjustment), perform Move Payments between owner accounts, and Process a Homeowner Refund.
• Edit Balance History: Add a new history item, save, or cancel charges. New history items created from here are not included in the Homeowner's Transaction tab. 

Transactions

The Transactions tab provides a list of all historical transactions for a homeowners history. This information is also what homeowner's see on their Portal, as well as what appears on Statements and merge tags (Such as Collections Breakdown).

• Subledger Selector: Select a specific subledger or all.
• Edit History: Create a visible homeowner transaction record. This record will not impact the homeowner's balance.
• Transaction History Report: Run and download a Homeowner Transaction History report for the owner.

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Deposits

The Deposits tab allows refundable deposits to live on the Homeowner's account without affecting their overall ledger. Balances and transactions in this tab to not appear on statements, AR/Prepaid reports, or transaction histories. 

• New Deposit: Add a new deposit payment to the deposit tab (similar to creating a new payment on the Summary tab). 
• Deposit Adjustment: Adjust refundable deposits in the following ways:
  • Refund: Remove funds from the deposit and create an invoice action item to be paid through your normal payable process.  
  • Reallocate: Move funds between different deposit types (similar to a Payment Adjustment > Reallocate). 
  • Move to Ledger: Move funds from the Deposit tab to the regular Homeowner ledger. Can be used for deposit chargebacks that need to appear on statements. 
• Edit Deposit History: House deposit balances prior to Vantaca. Similar to other ledger history items, these have no GL Impact. 

For more details about Refundable Deposits, see the "Refundable Deposits" article.

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Utilities

Vantaca has the ability to bill Utility charges such as water or electric. The Utilities tab shows the charges, rates, and meter readings from any utility billing that exists for this homeowner. 

Click New Utilities Charge to manually add utility charges. The transaction you select must exist on the Association > Assessment page. For information on setting up, importing, and generating statements for Utility Billing, see the "Utility Billing - Assessment Setup, Imports, & Statements" article.

Rent

The Rent tab lets you add new rent charges and see the list of rent history. For information about how to do so, see the "How to Set Up Credit and Rent Charges" article.

Credits

The Credits tab allows for monthly recurring credits. Choose a Start Date and End Date, amount, and which charge to be credited. Also allows for a GL override if needed. Credits here will apply on the same day of the month as the Start Date and run every month until the End date. 

Example: If the credit runs 01/15/2024 - 03/31/2024, then the same credit will be applied on 01/15, 02/15, & 03/15 and then stop. 

Before you can begin creating Credits, you'll need to enable the following permissions under Settings > Roles > Homeowner > Homeowner Credit:

• View: Controls the ability to access the Credits subtab tab via Homeowners > Homeowner Profile > Ledger. If this is left unchecked, users with Add/Update and Delete enabled will still not have access to the Credits tab.
• Add/Update: Controls the ability to create new Credits and edit existing ones on the Credits tab.
• Delete: Controls the ability to Delete Credits on the Credits tab.
  
  For more details about recurring credits, see the "Monthly Recurring Credits" article.

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All Properties

The All Properties tab provides a summary of charge types for all properties owned by a homeowner.  This is useful when homeowners own multiple properties within an association, or in multiple different associations.

Click the caret (1) to expand or collapse a property view.  Quickly navigate to another property owned by the same owner by clicking Select next to other properties. 

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Accelerate 

Use the Accelerate tab to accelerate an owners scheduled assessments and prepost a specific charge for a homeowner for the year.

Note: Only assessments with start dates in the current month or earlier can be accelerated. For example, an assessment with a December start date cannot be accelerated in October. Move the start date to October 1st or earlier to enable acceleration.

1. Select the box next to the charge you wish to post.
2. Click Post Acceleration  
   The Post Acceleration screen displays.
   
   
    
3. Select one on the options:
   • Accelerate to the end of the fiscal year (default): Use this option for standard year-end posting. 
   • Accelerate to the assessment end date: Use this option when you want complete acceleration through the entire assessment period, even if it ends beyond the current fiscal year.
4. Click Post Charges.
   The system posts a lump sum charge as of the day you post the acceleration. It also removes the owner from future generations of this charge through the selected time period.

Any payments made to this lump sum charge will be counted as income for the period in which the money is received. For instance, if you accelerate a recurring Special Assessment and the owner pays immediately, your Income Statement will display the lump sum as income in this period, not as recurring monthly income. 

To undo an Acceleration, select the charge type that has already been accelerated and click Reverse Acceleration. This will delete the previously accelerated charges and reinstate the owner into future charge generations. 

Bankruptcy

The Bankruptcy tab is used to view open bankruptcy action items for that owner. To enter a bankruptcy for an owner, see the "How to Enter a Bankruptcy" article.

Audit

The Audit tab is used to audit all charges, payments, or adjustments that occur on an owners ledger. You can edit or delete the items from this screen.

Note: Only users with the required permissions will have access to the Audit tab. Talk to your system administrator if you believe you should have these permissions. 

FAQ

Why do the Summary and Transactions tabs show different amounts for a homeowner's account?

This discrepancy occurs when a history transaction or transactions appear on one tab but not the other. Check both the Summary tab (via the Edit Balance History button) and Transactions tab (via the Edit History button) to identify the missing transaction(s), then add to the appropriate tab (or remove if not applicable) to balance the account.
 

A charge has disappeared from all owners' accounts in an association - how did this happen?

This occurs when a user has deleted an assessment's generation through the Association > Assessments > Generations tab by clicking "Delete". You can verify this by navigating to the Audit tab of an owner's account, locating the missing charge, scrolling all the way to the right, and checking the "Deleted" and "Deleted By" columns for confirmation.

Why does an owner not show an upcoming charge within Next Assessment?

One reason this can occur is when the charge uses charge tags but the owner does not have the required tag assigned to their account. To resolve this:

1. Locate the owner's account via Homeowners > Homeowner List and click Select
2. Once on the owner's account, go to Homeowners > Homeowner Profile > Tags
3. Select the appropriate charge tag
4. Click Update

Once the correct tag is assigned, the owner will receive the intended charge. For more information on charge tags, review our Importing Homeowner Charge Tags + Troubleshooting Tips article. Another reason for this occurring might be due to recent changes made to the Rules of the charge on Association > Assessments that may need to be reviewed. For more info on Rules, review our How to Set Up Assessment Rules article. An additional reason for this occurring could be when adding new properties after the upcoming assessment has already been generated. To rectify this, go to the assessment in question on Association > Assessments, click the caret to the left of the charge name to view the Generations tab. Locate the upcoming charge and click Generate, this will then regenerate the upcoming charge and include the newly added accounts.

Why does a transaction appear on the Audit tab of an owner's account but not on their Transactions tab?

This occurs when a XN has been entered in the BK XN# field of the transaction on the Preview Financial Edit screen accessed by clicking Edit on the item on the Audit tab.

How the BK XN# field affects visibility:

• If the owner has a bankruptcy action item and its XN is in the BK XN# field, the transaction appears on the Bankruptcy tab
• If the owner does not have a bankruptcy action item but an XN is in the BK XN# field, the transaction appears only on the Audit tab

If the owner does not have a bankruptcy action item on the account and the transaction needs to appear on the Transactions tab:

1. Locate the transaction on the Audit tab
2. Click Edit on the transaction
3. Remove the XN from the BK XN# field
4. Click Update
5. Refresh the account by clicking the Balance in the top right corner

The transaction will now appear on the Transactions tab.

For more information on using the BK XN# field to move items to and from the Bankruptcy ledger, review our Moving Payments To and From the Bankruptcy Ledger article.
 

How do I get the Edit and Delete buttons to appear for a transaction on the Audit tab?

The Edit and Delete buttons on the Audit tab require specific role permissions. To grant access:

1. Navigate to Settings > Roles
2. Locate the role assigned to the user who needs access
3. Click the caret (▶) to the left of the role name to view the Security tab
4. Scroll down to the Vantaca Admin section
5. Find Homeowner Ledger Audit and click Edit
6. Select the following permissions:
   • Update – Enables the Edit button
   • Delete – Enables the Delete button
7. Click Save changes

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