Searching for an Owner Payment (Payment Search)

Objective: Search for a Homeowner's payment for research purposes or to enter bank returns. 

Note: Payments can also be found on the Credit Card Payments screen.

The main reasons to search for an owner's payment are to research and locate a payment that may have been mistakenly applied to an incorrect account, or to process a bank return. This article will go over searching for that payment, but for further instructions on processing bank returns specifically, see Processing Bank Returns - NO Bank Return Notification. 

The first step in locating a payment is to go to Homeowners > Payment Search when logged into Vantaca.

Once on the Payment Search screen, you have a variety of different options for search criteria. The first row of information that includes the Payment Date Range, Check No, and Amount are required to start the search as shown below. Not all fields are required, but you must enter search criteria in at least one field (date range, check no, or amount) to begin searching for payments. Once a piece of that information is entered, press the Search button to display the results. 

You can then enter the Association name, Bank Account number (if known), Date, Type of payment (i.e. check, ACH), Description, and/or Amount to further refine your results as shown below. If a check has already been voided/returned, you will notice that the item will show the Void Description in bold.

Once you see the payment that you are searching for, you can drill into the item to see the owner's account number it is applied to, the owner's name, address, and amount. You can then drill further into the owner and see the charge balances on their account as seen below. You can press the Select button on that item to go to the owner's account and view the payment. 

Note: The amount is showing as $0.00 when drilling into the item because it has been voided on the owner's account, which we can see in the main description of the payment search. The system creates separate book entries for the original payment and return to ensure proper accounting reconciliation. If the payment is not yet returned, it will show as the full amount there as well.