Imports are a great way to get data into your Vantaca database quickly. You can import budget information, create new homeowners, prepare your 1099s, and get data into many other areas of your database. This article outlines the different types of imports and provides templates to make your importing process as smooth as possible.
Tips for imports:
- The order of the columns in the import do not matter, as the Vantaca system reads the column header to determine what kind of column it is reading. You can rearrange the columns if it is easier for you.
- Make sure that you do not have more than one column with the same header name, as it will cause your import to fail.
- To ensure monetary values are read correctly, we recommend that you use a cell format of General or Number with negative values preceded by a minus (-) sign.
Contents
How to Perform an Import
To perform an import:
-
Navigate to Settings > Import.
The Imports screen opens. - Click the Imports tab.
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Click New Import.
- Provide the information needed in the New Import screen. Note that when selecting specific import types, additional fields may display.
- In the Import File field, click Select files and upload your completed import template.
- Review the imported information displayed on the screen.
- Click Save.
Available Templates
1098 Mortgage Records | 1098 Shares | 1099 Balances | Account EIN/SSN | Admin Billing Charges by Amount | Admin Billing Charges by Quantity | Association CCR | Admin Billing Charges by Quantity | Association Tax ID | Bank Account Beginning Balances | Bank Import | Bank Outstanding Items | Budget | Budget (New Association Only) | Charge Balances | Charge Balances without History | Create Invoices | GL Entry | Global CCR | Global GL Accounts | Homeowner Charge Percentage | Homeowner Charge Tags | Homeowner Credits (Recurring) | Homeowner Offsite Addresses | Homeowner Payments | Homeowner Rental Charge | Homeowner Specified Values | Homeowner Tags | Homeowner Transaction History | Misc Deposit Import | Mgmt Fee Billing | Multi-Owner Property and Homeowner | New Associations | Pacific Western Bank Validation File | Payment Allocation via Lockbox | Payment Allocation via Post Deposit | Post Charges | Post Utility Charges | Property and Homeowner | Service Providers | Tenant |
1098 Mortgage Records
Add 1098 Mortgage Records in bulk across multiple associations. Import annual mortgage balance information for multiple associations to create Form 1098 mortgage records. This import creates new mortgage records for the selected tax year with per-share amounts for mortgage interest, real estate taxes, and optional fields.
Notes:
- This import creates mortgage records only. It does not update homeowner shares or EIN/SSN information.
- Associations must have Send 1098 enabled and Total # of Shares populated before importing.
- Properties must have both # of Shares and EIN/SSN to be included in Form 1098 processing.
- When you select this import type, a Tax Year dropdown displays (current year and previous 5 years).
- Import Mode is automatically set to Append.
For more information, see the "1098 Mortgage Interest Reporting" article.
Template: 1098_Mortgage_Balance_Import
1098 Shares
Bulk add "# of 1098 Shares" to Homeowner Records.
For more information, see the "1098 Mortgage Interest Reporting" article.
Template: 1098 Number of Shares Template
1099 Balances
Add 1099 data from previous software into Vantaca for 1099 reporting.
For more information, see the "1099 Beginning Balance Imports" article.
Template: 1099 import
Account EIN/SSN
Bulk add EIN/SSN tax info to Homeowner Accounts.
For more information, see the "1098 Mortgage Interest Reporting" article.
Template: Account EIN-SSN Template
Admin Billing Charges by Amount
Add external admin billing charges that have a variable rate per item to Management Center or Revenue Manager.
For more information, see the "Revenue Manager: Billing" article.
Template: Admin Billing Charge by Amount Template
Admin Billing Charges by Quantity
Add external admin billing charges that are charges at a set rate per item to Management Center or Revenue Manager.
For more information, see the "Revenue Manager: Billing" article.
Template: Admin Billing charge by Quantity Template
Association CCR
Not currently in use.
Association Tax ID
Import association's state and federal tax IDs.
For more information, see the "How to Create a New Association" article.
Template: Association Tax ID Import Template
Bank Account Beginning Balances
Import homeowner beginning dates and balances to existing bank accounts.
For more information, see the "How to Import Homeowner Beginning Balances (One Import)" article.
Template: bank begin import
Bank Import
Import new bank accounts.
For more information, see the "Bank Accounts" article.
Template: bank_import
Bank Outstanding Items
Import items into the bank register for existing bank accounts (intended for adding items from previous software).
Template: bank_outstanding_import
Budget
Add a budget to a single association.
For more information, see the "Importing Budgets: How to import an Association Budget" article.
Template: Budget Import
Budget (New Association Only)
Add a budget to a single association as well as create the GL accounts to go with that budget.
For more information, see the "Importing Budgets: How to import an Association Budget" article.
Template: Budget_newAssoc_import
Charge Balances
Add historical charge history to your homeowner accounts. This action requires two imports.
For more information, see the "How To Import Homeowner Beginning Balances with Full History (Two Imports)" article.
Templates:
Charge Balances without History
Add charges to your homeowner accounts.
For more information, see the "How to Import Homeowner Beginning Balances (One Import)" article.
Template: Charge Balance Import Template
Create Invoices
Create a large amount of unique Invoice action items at the same time.
For more information, see the "Entering Invoices in Vantaca" article.
Template: Create Invoices Import
GL Entry
Add GL Entries to an association (formerly known as GL Beginning Balance).
For more information, see the "GL Import"and "How to Setup GL Beginning Balances" articles.
Template: GL_entry_import
Global CCR
Only for use during onboarding with the help of your Vantaca Client Enablement Specialist.
Global GL Accounts
Add GL accounts to your database, which can be used by all associations.
For more information, see the "Global GL Accounts" articles.
Template: GlobalGL_import
Homeowner Charge Percentage
Add charge percentages to set up a Percentage-type assessment.
For more information, see the "How to Set Up Percentage of Ownership Assessment Billing" article.
Template: Homeowner Charge Percentages
Homeowner Charge Tags
Add tags to specify different charge rates for different owners in the same assessment.
For more information, see the "Importing Homeowner Charge Tags + Troubleshooting Tips" article.
Template: Charge Tag Import
Homeowner Credits (Recurring)
Import homeowner's existing monthly recurring credits.
For more information, see the "Monthly Recurring Credits" articles.
Template: HOCreditsImport_Template
Homeowner Offsite Addresses
Import additional non-property addresses for homeowners.
For more information, see the "Homeowner Offsite/Mailing Addresses" articles.
Template: Offsite_addresses_import
Homeowner Payments
Import homeowner payments in Vantaca after they have been scanned to the bank.
For more information, see the "How To Import Homeowner Payments" articles.
Template: Homeowner Payment Import
Homeowner Rental Charge
Import homeowner rental charges.
For more information, see the "How to Set Up Credit and Rent Charges" articles.
This is only available for Solstice clients.
Homeowner Specified Values
Add specified values to set up a Specified Value-type assessment.
For more information, see the "Homeowner Specified Value Import" article.
Template: specified_import
Homeowner Tags
Imports tag for homeowners which can be used for sorting or bulk mailing.
For more information, see the "Importing Homeowner Tags to an Association" article.
Template: Full article on this import
Homeowner Transaction History
Add historical charge history to your homeowner accounts. This action requires two imports.
For more information, see the "How To Import Homeowner Beginning Balances with Full History (Two Imports)" article.
Templates:
Mgmt Fee Billing
Internal import only.
Misc Deposit
Upload bulk miscellaneous deposits to quickly post payments and reconcile accounts.
For more information, see the "Misc Deposit Import" article.
Template: Misc Deposit Import
Multi-Owner Property and Homeowner
Add or update homeowners in your associations.
Note: This ONLY works with the Multi-Owner feature enabled.
For more information, see the "Property and Homeowner Import" article.
Template: Multi-Owner Property and HO
New Associations
Add new associations.
Used during onboarding with the help of your Vantaca Client Enablement Specialist.
Template: New_associations_import
Paid Invoices
Import invoices paid outside of Vantaca, but still create an action item for each imported invoice.
For more information, see the "Paid Invoices Import" article.
Template: Paid Invoice Import Format
Payment Allocation via Lockbox
Set up a specialized payment allocation for a Misc Deposit in a lockbox import.
For more information, see the "Payment Allocation Imports" article.
Template: payment_alloc_import
Payment Allocation via Post Deposit
Set up a specialized payment allocation for a Post Deposit from the Reconciliation screen.
For more information, see the "Payment Allocation Imports" article.
Template: payment_alloc_import_postDeposit
Post Charges
Post one-time charges to homeowner accounts.
For more information, see the "Post Charges (Import & Manual)" article.
Template: charge_import
Post Utility Charges
Post one-time charges to homeowner accounts on the Utility tab of the Ledger.
For more information, see the "Utility Billing - Assessment Setup, Imports, & Statements" article.
Template: Utility Import Template
Property and Homeowner
Add or update homeowners in your associations. The template also includes Tenant columns, which will import tenant data the same as the standalone Tenant import.
For more information, see the "Property and Homeowner Import" article.
Template: Property and Homeowner Import Template
Service Providers
Add service providers to your database.
Only for use during onboarding with the help of your Vantaca Client Enablement Specialist.
Template: Service_provider_import
Tenant
Add tenant accounts to your homeowners.
For more information, see the "How to Import Tenant Records" article.
Template: Tenant Import Template
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