To use the Billing page:

• Select All (1): When no filters are applied, selects all associations across all pages. When filters are applied, selects only filtered associations across all pages.
• Month and Year (2): Select the month and year for which you want to see generated/posted charges or view historical information. This selection filters based on the invoice date.
• Generate Charges (3): See the appropriate section to generate admin or management charges later in this article.
• Post Invoices (4): See the appropriate section to post admin or management charges later in this article.
• Export (5): You can export the information from all associations in the list (not just the current page) into an Excel file. If you applied filters, only the displayed, filtered information exports. 
  • Management Billing screen: Click Export.
  • Admin Billing screen: The Export button changes to a menu where you can select an option:
    • Grid Summary: Exports complete association data, including:
      • All association details visible through manual drill-down actions and all posted charges and invoice details regardless of posting frequency.
      • Both master rows (parent) and detail rows (drilldown/child).
      • Child rows display Posted Amount, Invoice Detail, and Posted Date information in the proper columns.
      • Detail rows display Association Code, Association Name, Generation Method, and Provider Name from the master row.
    • Details of Posted Charges: Downloads an Excel spreadsheet that contains detailed information about all of the posted charges and credits across all associations within the month/year selected. Credits are included with their associated invoice numbers, ledger dates, and credit application details. The file name will include the export date for tracking.
    • Details of Pending Charges: Downloads an Excel spreadsheet that contains detailed information about all of the pending charges and credits across all associations within the month/year selected. Credits are included with their associated invoice numbers, ledger dates, and credit application details. The file name will include the export date for tracking.
• Pending Amount (6): Click the pending amount (in blue) to open the Pending Charges Detail screen. If no pending amount exists, click External Charge to open the Pending Charges modal and add external charges directly without importing a file. See the Managing Pending Charges section for more information about viewing detailed charge information as well as adding, editing, and removing external charges from this screen.
• Posting History (7): A Carat icon appears beside items with previous postings (only available on admin charges that have been generated and posted multiple times). Click the caret to open and view all postings.
• Invoice Documents (8): Click the PDF or Excel icons in the Invoice Detail column to open and/or download the corresponding documents. The expanded state remains after opening documents.
   

Admin Billing

Use the Admin Billing page to manually generate charges, view automatically generated charges (either through auto-generation or the import of external charges), post charges, and view the resulting posted amounts and invoices.

This page does not automate administrative fees billing processes. Review the "Revenue Manager: Contracts" article for more information about fees, automation, and how to set them up in your contracts.

Admin billing timing can vary, but typically occurs at the end of the month. For example, for the month of April, the admin billing process occurs on or around April 25th (to wait for end of month charges).

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Admin Billing External Charges

You can add external admin billing charges using two methods:

• Manual Entry: Add external charges directly from the Admin > Billing screen without creating an import file.
• Import: Upload external charges in bulk using the Admin Billing Charges by Amount or Admin Billing Charges by Quantity import templates.

Both methods allow you to bill for items tracked outside of Vantaca, such as office copies, postage, maintenance billable hours, etc.

Adding External Charges Manually

You can add external charges directly from the Admin > Billing screen without creating an import file.

To add an external charge manually:

1. Navigate to Revenue Manager > Admin > Billing.
2. Locate the association in the billing table.
3. In the Pending Amount column, click External Charge.
   
   
    
4. Follow the instructions in the Add External Charges section. 
   The external charges appear in the Pending Amount column and can be posted with the next invoice generation.

Note: If an association already has a pending amount, click the blue pending amount to open the Pending Charges modal where you can add external charges alongside existing pending charges.

Importing External Charges

You can import external charges in bulk when you need to add charges for multiple associations or have external charge data in spreadsheet format. Imported charges appear as generated charges in the pending amount for the association.

Use the import method when you have external charge data for multiple associations in spreadsheet format or when you prefer to prepare charges outside of Vantaca before uploading them.

Imported charges will appear with any manually added charges in the Pending Charges Detail screen.

Admin Billing Charges by Amount 

Use the Admin Billing Charges by Amount template to include items that do not have a set rate per item, such as large item postage.

Click to download: Admin Billing Charges by Amount Template

This import uses the following fields to add charges to the Admin Fees grid:

• AssocCode: The Association Code for the particular association.
• Charge: The charge type as listed in the your Admin Fee contract. Entries in this field are added on the line item of the Admin Billing Invoice. For more information, see the Admin Billing Invoice section.
• Note: Add notes if needed.
• Amount: The total amount for this charge.

In the following example, a charge of 58.33 will be added under the Mailing charge.

Admin Billing Charges by Quantity 

Use the Admin Billing Charges by Quantity template to include items that are charged at a set rate per item, such as copies.

Click to download: Admin Billing Charges by Quantity Template

This import uses the following fields to add charges to the Admin Fees grid:

• AssocCode: The Association Code for the particular association.
• Charge: The charge as listed in your Admin Fee contract. Entries in this field are added on the line item of the Admin Billing Invoice. For more information, see the Admin Billing Invoice section.
• Note: Add notes if needed.
• Qty: The quantity of the charges. This quantity will be multiplied by the Rate as determined in the Admin Fee contract for the association.

In the following example, a charge of $37.50 (375 copies x $.10) will be added under the Copies - BW charge.

Importing

You can import external charges multiple times per month and all of these charges go directly into the pending amount. 
Note: Vantaca only generates charges if there is a matching association billable charge and charge type for the association indicated in the import.

After you add all of your external charge information into the template you can perform the import:

1. In CMP, navigate to Settings > Import.
2. Click the Imports tab.
3. Click New Import. 
   The New Import screen opens.
   
   
   
   
4. Provide the following information:
   • Import Type: Select Admin Billing Charges By Amount or Admin Billing Charges by Qty depending on which one you want to use.
   • Import Mode: Select Append.
   • Posted Date: Select the date you want the external charge to post.
   • Import File: Click Select files and upload your template. 
     The imported information show as line items on the screen.
5. Click Save.

Generate Management Charges

You can generate and post management charges for each association only once per month.

Note: If you are running your very first charge generation during initial setup, start by generating and posting charges through the end of January only. After the initial generation completes, proceed with your regular billing schedule as desired. Typical implementations follow a monthly approach where you generate and post charges for each subsequent month individually (February, then March, then April, and so on) until you reach the current period and are fully caught up with the billing cycle.

To generate management charges for an association:

1. On the Management > Billing page, select a month/year.
2. Select one or more associations.
   The page refreshes to show only management fees in the month/year selected.
3. (Optional) Add any filters to narrow the results.
4. Click Generate Charges. 
   The Generate Charges screen opens and displays the number of selected associations in the header.
   
   
   
    
5. Select the date through which you want to generate charges, and then click Generate Charges (you can only generate management charges once per month). 
   After you click Generate Charges:
   • The Generate Charges screen closes, a success message displays, and information about the generation displays at the top of the page. The page refreshes after the generation completes.
   • The Pending Amount column displays the total charge (in blue) that you can bill back to the association for the selected time period.
6. Click the pending amount charge to open the Pending Charges Detail screen. 
   This screen shows a list of the charges, type, when it was generated, the amount, and detailed charge descriptions for each one. The charge description comes from the Description field configured in the contract's Charge Setup. For more information about configuring charge descriptions, see the "Revenue Manager: Contracts and Templates article". See the previous Generate Admin Charges procedure for an example of a Pending Charges Detail screen.
   Note: You cannot make changes in this screen. If you see an incorrect item, you can return to the appropriate ledger to adjust items, reverse the import, and then regenerate the external charges. For more information, see the "Reversing Committed Imports" article.
7. Click Export at the top-left of the Pending Charges Detail screen to export the information as an Excel file. The spreadsheet includes detailed charge and credit information.  
8. Click Close when finished.

Admin Subsequent Generation and Posting Differences

Although you cannot generate and post management billing items more than once a month, you can do so for admin items. The behavior and screen changes depending on if it is an initial or subsequent generation. This section describes what happens in each case.

Initial Admin Charge Generation

When you first generate admin charges for an association Revenue Manager displays a single row with the total pending amount that includes any additional charges that were generated or imported.

Initial Posting

When you post admin charges for the first time:

• The Pending Amount column becomes empty (1).
• The Posted Amount column displays the total posted (2).
• Invoice detail information appears for the posted charges which you can download as PDF/Excel (3).
• The Caret icon does not appear since there is only one set of posted charges.

Second Posting

When you generate new charges after the first posting:



 

• The new pending amount appears in the same row (1).
• The previously posted amount and invoice details remain visible (2).
• The Carat icon does not appear (it only appears after more postings).
• You can still click the pending amount to see detailed charge information.

Third Posting and Beyond

When you post charges a third time:



 

• A Carat icon (1) appears that indicates multiple posting history.
• The Pending Amount column becomes empty again (2).
• The Posted Amount and Invoice Detail columns update to show the second posting (3).

You can click the Caret icon to show previous postings (not including the current one).

When you perform subsequent postings:

• Each new posting becomes the primary information in the main row.
• All previous postings remain accessible by clicking the Carat icon.
• The expanded view shows the complete posting history for the month.

How Revenue Manager Handles Invoice Payments

Revenue Manager automatically communicates invoice payments back to the owner ledger when invoices are marked as paid, provided they're linked to the correct contract type (Management or Admin Billing).

Key Connection: The contract and contract type serve as the bridge between invoice payment and owner ledger updates.

For Associations Not Managing AP for an Association:

1. Set the contract pay type to Auto Draft
2. Leave the invoice open until payment is received
3. Mark the invoice as paid once payment arrives

Result: Marking the invoice as paid automatically clears the AR balance—no need to manually post checks to the owner ledger.