The Admin Billing Report provides comprehensive statistics and billing activity data across all associations in your database. You can run this report for any time range starting from your go-live date. The report displays detailed information about various billing categories, including payment processing, collections, violations, and administrative fees by association.

Important: The Admin Billing Report pulls data based on your System Settings > Reports configuration. The report matches the name of the system setting for each charge to the corresponding assessment on the Association > Assessments screen. If these names do not match exactly, the report will not display the expected data.

If you are setting up the Admin Billing Report for the first time, ensure you have configured the required system settings outlined in the Setup section below.

Contents

• Report Categories
• Setup
  • Configuration Examples
• Troubleshooting

Report Categories

The Admin Billing Report includes the following categories organized by association code:

Example:

Payment Processing

• Owner Drafts: Number of homeowners who had payments drafted from their accounts through eCheck, credit card, or ACH.
• AP Checks: Number of checks issued from Vantaca for each association.
• AP ACH: Total number of ACH drafts from each association.
• AP Drafts: Total number of electronic payments drafted from each association.

Collection Activities

• Collection Fees: Number of collection fees charged to owners within each association.
• Collection Fee Amt: Total dollar amount of collection fees charged per association.
• Collection Fee Paid: Total dollar amount of collection fees paid by owners per association.
• Collection Letter Count: Total number of collection letters sent to owners per association.
• Collection Void Count: Total number of collection fees voided from owner accounts per association.

Processing Fees

• Processing Fees: Total number of processing fees charged per association.
• Processing Fee Amt: Total dollar amount of processing fees charged on owner accounts per association.
• Processing Fee Paid: Total dollar amount of processing fees paid by owners per association.

Violation Management

• Violation Fees: Total number of violation fees charged to owners per association.
• Violation Fee Amt: Total dollar amount of violation fees charged to owners per association.
• Violation Fee Paid: Total dollar amount of violation fees paid by owners per association.
• Violation Letter Count: Total number of violation letters sent to owners per association.
• Violation Void Count: Total number of violation fees voided from owner accounts per association.

Payment Plans

• Pay Plan Fees: Total number of payment plan fees charged to owner accounts per association.
• Pay Plan Fee Amt: Total dollar amount of payment plan fees charged to owners per association.
• Pay Plan Fee Paid: Total dollar amount of payment plan fees paid by owners per association.

Bank Returns

• Return Pay Fees: Total number of bank return fees charged to owner accounts per association.
• Return Pay Fee Amt: Total dollar amount of bank return fees charged to owners per association.
• Return Pay Fee Paid: Total dollar amount of bank return fees paid by owners per association.

Foreclosure Activities

• Foreclosure Cert Fees: Total number of foreclosure fees charged to owner accounts per association.
• Foreclosure Cert Fee Amt: Total dollar amount of foreclosure fees charged to owners per association.
• Foreclosure Cert Fee Paid: Total dollar amount of foreclosure fees paid by owners per association.

Setup

To ensure the Admin Billing Report displays accurate data, you must configure your system settings to match your assessment descriptions:

1. Navigate to System > System Settings.
2. Click the Reports tab. 
3. Update each charge setting to match the exact description used in Association > Assessments.
4. Click Update to save your changes.

Note: When a System Setting is left blank, Vantaca automatically looks for an assessment with the description "NSF" and pulls the details. If your assessment description differs, you must manually configure the system setting.

Configuration Examples

Example 1: Correct Configuration

System Setting: NSF Fee (System Settings > Reports > Return Payment Charge)
Assessment Description: NSF Fee (Association > Assessments)
Result: Report displays return payment data correctly.

Example 2: Mismatched Configuration

System Setting: NSF (System Settings > Reports > Return Payment Charge)
Assessment Description: Bank Return Fee (Association > Assessments)
Result: No data appears in the report for return payment fees.

Example 3: Fixed Configuration

Original System Setting: Blank
Updated System Setting: Bank Return (to match assessment description)
Assessment Description: Bank Return (Association > Assessments)
Result: Missing data now appears correctly in the report.

Troubleshooting

Q: Why is my report missing data?

A: If certain categories show no data or incomplete information, go to the Setup section and follow the procedure to make sure that each association has matching assessment descriptions in the charge settings for both System > System Settings > Reports and Association > Assessments.