Follow the steps in this article to offboard an association that is leaving your management company. The steps may differ based on the needs of each management company and association.

Contents

• Documents
• Homeowner Information
• Association Information
• Reports
• Invoices

Documents

You must download the documents that you need to provide to the next management company. You can do this individually or as one export.

To download documents individually:

1. Navigate to Association > Documents.
2. Select the correct Association.
3. From this screen, download bank statements, invoices, images, financials, etc.  

To export all association documents at once:

1. Navigate to System > Export.
   The Exports screen opens.
2. Click New Export.
   The New Export screen opens.
3. Provide the following information:
   
   
   
   
   • Export Type: Select Association Documents.
   • Association: Select the Association for which you want to perform the export.
   • Scheduled Time: Select the time you want the export to run.
4. Click Update.
5. After the scheduled time, click Download beside the export.

Homeowner Information

You can export homeowner information, such as:

• Homeowner List
• Homeowner Additional Info
• Homeowner Communication

To download homeowner information:

1. Navigate to Homeowners > Homeowner List.
   The Homeowner List page opens.
2. Add additional columns and information (if needed) and click Export to Excel.
3. Navigate to Homeowners > Additional Info.
   The Additional Info page opens.
4. From Choose a Group, select the group for which you want to export information.
5. Click Export All Owners to Excel.
   This creates an Excel spreadsheet of all the homeowners in the association and the data in the selected group's Additional Info fields.
6. Repeat steps 4 and 5 for each information group that you want to export.
7. Perform a Homeowner Communication Export to export all documents and photos for an association or a specific homeowner. See the "Homeowner Communication Export" article for instructions.

Association Information

You can export association information, such as:

• Association Additional Information
• Association GL Accounts

You can also export Association Additional Info and the Used GL Accounts for an association:

1. Navigate to Association > Additional Info and click Export This Association to Excel.
   The system exports all groups within the Additional Info tab so multiple exports are not needed for Association additional info.
2. To provide a list of active GL accounts for the association, navigate to Association > GL Accounts and click Export to Excel.

Reports

You can run and download reports by going to the Reports tab within Vantaca.

Invoices

Export all active and closed information for an association:

1. Navigate to Service Providers > Invoices.
2. Filter for the specific association and select All Providers.
3. (Optional) Select Include Closed? for a complete list.
4. After the invoices load, click Export to Excel to export the invoices for this association.

If you need anything that is not provided in this article that does not have an Export to Excel option, reach out to the Vantaca Support team to request that information, and we will try to help.

After you export all the information you need, see the "Association Status" article to learn more about marking an association not live. After your association is no longer live, the ACH stops running, and the management company must notify the bank not to accept checks from that association.