Each Action Step for a given Action Type has a number of different Additional Actions that can be selected. These actions range from creating other action items to creating reports to just acting as a flag for the system to know how a given Action Type functions. This article serves as a brief guide to what each of these Additional Actions does.
The Additional Actions available to select are determined by the category setting of the Action Type you are editing a Step for. Common Actions are available on multiple Categories, while the Category Types below have the specific Additional Actions listed for each category.
Table of Contents
- Common Actions
- Bank Reconciliation
- Closing
- Collections
- Generations
- Invoices
- Meeting
- Notifications
- Payment Alerts
- Reporting
- Service Provider Items (Not Used)
- Violation Inspections
- Violations
- Misc (Other)
Common Actions
Hold Until Follow Up Date
Available for ARC Requests, Bank Reconciliation, Collections, Generations, Invoices, Reporting, Violations, and misc categories
Keeps the action item in this step until it hits the set follow up date. Once it hits that date, it will step to, in order of priority if available, the Yes Next Step, the previous step on the action item, or the No Next Step. This additional action will advance an action item to the lowest number 'Next Step if Yes' even if there is a decision on the step.
Include Attachments in Print
Available for ARC Requests, Closings, Collections, Generations, Invoices, Meeting, Reporting, Violation Inspection, Violations, and misc categories
When printing letters from this step, it will include all attachments on the action item instead of just the attachments on that step.
Block Payments
Available for ARC Requests, Collections, and misc categories
No function. Its use has been replaced by the "Block Payments" selection option.
Category: Bank Reconciliation
Bank Recon Balanced And Reconciled
No current function.
Bank Recon UnMatched Item
No current function.
Bank Recon Month End
No current function.
Bank Recon Pending Month End
No current function.
Category: Closings
Closing Package
No current function.
Create New Owner Action Item
Used by the Ownership Transfer action item. When stepped to, creates a new action item on the owner being transferred to of the type specified in Association Settings, A/R > New Owner Action Type on Resale.
Send Documents
When stepped to, send a Closing Documents email to the Action Item's owner that includes all the attachments on the action item. Uses the email template of the Action Step if it exists.
3rd Party Document Received
Used for Homewise API: Initiates the Action Item configured with that Additional Action on the Owner's account when a document is received.
Category: Collections
Hold Permanently
Prevents automatic steps. Will no longer prevent any Fees from being applied to the owner's ledger.
Balance Settled
Stepped to by the system when it closes a collection, usually when the owner's balance is under the minimum balance set in Association Settings.
Assign To Attorney
When stepped to, if there is not a service provider already assigned to the action item, the system will assign a Collection Attorney-type service provider if one is set up with a contract on the association.
Generate 3rd Party Statements
Generates third party statements for the third party specified in Association Settings. Can be used on a single homeowner or a whole association.
Send 3rd Party Statements
When stepped to, attempts to send the attachments on the action item to the third party specified in Association Settings to be processed as statements.
Send To AppLega
If you have the AppLega integration set up, marks the action item to send its attachments to AppLega at the next overnight process.
Category: Generations
Generate Coupons
Generates coupons using the coupon settings in Association Settings. Can be used on a single homeowner or a whole association.
Generate Replacement Coupons
Same as Generate Coupons.
Generate Paper Statements
Generates Statements only for owners with a "Paper" Billing Communication Preference using the settings in Association Settings. Can be used on a single homeowner or a whole association.
Generate eStatements
Generates Statements only for owners with an "Email" Billing Communication Preference using the settings in Association Settings. Can be used on a single homeowner or a whole association.
Generate Statements
Generates statements for all owners, regardless of Billing Communication Preference.
Send Documents
For each attachment on the action item, creates a new action item of the type specified in the step on the attachment's assigned homeowner and with that attachment on it. Intended for statements, these child action items will have the description "A new Statement has been created and is ready for you to view.", so be wary of that if using this for another purpose.
Send Coupons
Sends the 3rd party coupons generated on this action item, if they exist due to a previous Generate Coupons action.
Void Coupons
When stepped to, destroys the internal coupon data associated with the action item. Will not delete any attachments.
Generate Homeowner Documents
Generates the document(s) attached to the step for all owners associated with the action item. Can be used on a single owner, an association, or a tag.
Generate Homeowner Invoice
Generates invoices for owners. Can be used on a single homeowner or a whole association.
Send to Homeowners
Creates a new action item for the specified action type for all owners associated with the action item.
Send to Tenants
Creates a new action item for the specified action type for all tenants associated with the action item.
Send to Homeowners and Tenants
Creates a new action item for the specified action type for all owners and tenants associated with the action item.
Generate 3rd Party Statements
Generates third party statements for the third party specified in Association Settings. Can be used on a single homeowner or a whole association.
Send 3rd Party Statements
When stepped to, attempts to send the attachments on the action item to the third party specified in Association Settings to be processed as statements.
Generate Homeowner Logins
Generates homeowner logins for all owners' email addresses associated with the action item, excluding those emails which already have logins created.
Generate 1099 Export Data
Used for 1099 Reporting. Not usable for custom action items.
Generate 1099 Report
Used for 1099 Reporting. Not usable for custom action items.
Send 3rd Party 1099
Used for 1099 Reporting. Not usable for custom action items.
Send to Third Party Queue
This additional action, when used in an action step, will send the 3rd party print job (CSV file statements and coupons only) Third Party Orders page of the Mailroom > Print Queue.
Category: Invoices
Check for Completed Entry
When stepped to, checks if the invoice is ready to pay. If so, it steps to the Yes Next Step with the note "Completed data entry.". If not, steps to the No Next Step. This also denotes the beginning step for an auto-posting contract invoice.
Check for Duplicate Invoice
When stepped to, performs the invoice duplicate check. If there are no duplicates found, it checks if the invoice is ready to pay and steps to the Yes Next Step if so and the No Next Step if not, with the note "This item has been checked for duplicates" either way. If there are potential duplicates found, steps to the next step in order with the note "This item has been identified as a possible duplicate".
Check for Signature Approval
When stepped to, checks if the invoice requires signature approval based on the Association Settings and the contract settings if available. If the invoice needs signature approval, it steps to the next step sequentially with the note "This item has been identified as needing manual review before paying". If the invoice does not need signature approval, it steps to the Yes Next Step with the note "This item is ready to be paid".
Invoice Approval Step
Invoices in this step will be shown on the "Ready to Approve" tab of the Approve Invoices screen to be approved. When stepped to, checks if the invoice is ready to pay and if it has a contract. If so, it checks if the contract should be auto-approved and auto-approves it if it should be. Denotes the step an invoice starts in when posting an Owner Refund invoice or posting invoices using a Mgmt Fee Billing import.
Manager Completed Entry
Invoices in this step will be shown on the "Complete Data Entry" tab of the Approve Invoices screen to be approved. When updating from this step, it will check if the invoice is ready to pay and, if so, step it to the next step sequentially.
OCR Invoice Data
Processes the invoice for OCR data. If this processing puts the invoice in a state where it is ready to pay, steps to the Yes Next Step, with the next step sequentially as a fall back. If the invoice is not ready to pay, steps to the No Next Step, with the next step sequentially as a fall back. Either way, this adds the note "Invoice data has been processed by the system."
Payment Completed
Not currently in use.
Potential Duplicate Invoice
Marks the invoice as a duplicate in the mobile app.
PrePaid (Expense or Auto Draft)
The closing step for a PrePaid invoice. When an invoice is expensed or paid and set it is to the Auto-Draft pay type it will step to this step with the message "This invoice is Prepaid (Expense or AutoDraft).".
Ready for Payment Step
Invoices in this step will be shown on the Pay Invoices screen. Stepping into this step will expense the invoice, and approving from this step will pay the invoice. Items imported via the Mgmt Fee Billing import will auto-approve to this step.
Send Payment
Invoices in this step are approved for payment in Vantaca but have yet to be sent out via ACH or check. When stepping out of this step, the invoice will step back to the Invoice Approval Step if the invoice was only partially paid and still has a balance.
Signature Approval Step
Invoices in this step show on the Signature Approval screen to be digitally signed.
Reset Invoice
When stepped to, voids out all payments and GL for the invoice and steps it back to the Check for Completed Entry step.
Pending 3rd Party Invoice
Used by third party invoices to mark them as pending.
Approved 3rd Party Invoice
Used by third party invoices to mark them as approved.
Paid 3rd Party Invoice
Used by third party invoices to mark them as paid.
Voided 3rd Party Invoice
Used by third party invoices to mark them as voided.
Void Invoice
When stepped to, voids out all payments and GL for the invoice. The invoice will step here if you void it from the Bank Register screen.
Category: Meeting
Hearing Agenda
Used to denote a scheduled hearing for Violations action items.
Category: Notifications
Auto-Waive Fees
When the system auto-waives a fee, it creates an action item in this step to mark the action on the owner's action items. Stepping to this action step on its own will not waive any fees.
Category: Payment Alerts
Lockbox Payment Alert
Whenever a payment through a Lockbox is created, Vantaca will create a new Action Item at the Step that contains this Action.
ACH Draft Payment Alert
Whenever a Homeowner ACH payment is initiated, Vantaca will create a new Action Item at the Step that contains this Action.
ACH Plan Payment Alert
Whenever a Homeowner ACH Plan payment is initiated, Vantaca will create a new Action Item at the Step that contains this Action. See more about Owner ACH Payment Plans.
Recurring eCheck Payment Alert
Whenever a Recurring eCheck payment is initiated, Vantaca will create a new Action Item at the Step that contains this Action.
Payment Processed Successfully
When a payment initiated by one of the Payment Alert Additional Actions is completed successfully, the Action Item will move to the Step with this Additional Action.
Payment Processing Error
When a payment initiated by one of the Payment Alert Additional Actions is NOT completed successfully, the Action Item will move to the Step with this Additional Action.
Retry ACH
When an ACH file in the ACH Log encounters an error, Vantaca will try to reprocess that ACH File again. Homeowner ACH Payments tied to that ACH File will move to the step containing this Additional Action when attempting to reprocess that file.
Category: Reporting
Generate Invoice Image Report
Generates an Invoice Image Report on the action item based on the start and end dates passed in. If no start date is passed in, defaults to the beginning of the month. If no end date is passed in, defaults to the end of the month.
Close Fiscal Period
Sets the association's Last Fiscal Period setting to the date passed into the action item, or last month's last day. This will also generate an Invoice Image Report for that month in Association Documents.
Category: Service Provider Items
This Category is not currently used.
Category: Violation Inspection
Inspection
Denotes that the Violation Inspection is ongoing.
Send Inspection Letters to Homeowners
When stepped to, marks the inspection as reviewed, which allows the associated Violations to show up on the owners' Action Item pages as well as for them to send their associated documents.
Remove All Violations
When stepped to, deletes any Violations created or Violation steps done by this Violation Inspection.
Category: Violations
Add to Next Hearing Agenda
When stepped to, looks for the next "Hearing Agenda" calendar event and, if one exists, assigns the Violation to it and steps to the next step by order.
Miscellaneous Categories
Portal Login Request
Denotes the action step to be created if a homeowner requests a login via the Sign-Up screen on the Portal.
Deny Portal Login Request
Denotes the action step to be created if a homeowner requests a login via the Sign-Up screen on the Portal, but there already exists a login with the requested email address.
Portal Password Reset
Denotes the action step created if a homeowner uses the Forgot Password screen on the Portal. Sends them an email with a new temporary password.
Portal Password Reset No Login
Denotes the action step created if a homeowner uses the Forgot Password screen on the Portal, but they enter an email that is not associated with a login.
Auto Approve Payment Plan
Not currently in use.
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