This article provides an overview of the Homeowners Ledger screen.

To navigate to the Homeowner Ledger, go to Homeowners > 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
• 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).

• 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. 

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. Select the box next to the charge you wish to post for, and then click Post Acceleration to post a lump sum charge as of the day you post the acceleration. This also removes the owner from future generations of this charge through the same time period. 

Important: This posts the charges through the end of the current calendar year. 

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. 

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