Billing Page
When you open Revenue Manager, the Billing page displays. Only associations with an active contract appear on this page.
The Billing page includes the following two sections:
Note: If you are moving from Management Center to Revenue Manager, the On Reconciliation value is not used. In very rare cases it could appear in Revenue Manager as part of the migration data. In this case, you can go into the contract and adjust it to a valid value.
In both of the Admin Fees and Management Fees sections, you can select and filter information for your associations to view the data that is important to you. You can also generate and post charges and export information into Excel spreadsheets.
To use the Billing page:
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Select (1): Select is the default for this menu with the following options:
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Current Page: Select this option and click the top checkbox to select everything on the current page.
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All: Select this option and click the top checkbox to select all of the information in all pages (all associations).
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Filtered: Select this option and click the top checkbox to select all associations that meet the filter criteria.
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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.
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Generate Charges (3): See the appropriate section to generate admin or management charges later in this article.
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Post Invoices (4): See the appropriate section to post admin or management charges later in this article.
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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.
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Pending Amount (6): Click the pending amount (in blue) to view detailed charge information.
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Posting History: 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.
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Invoice Documents (7): 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 Fees 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).
With admin billing you can:
- Bill items to a homeowner's account based on the actions that occurred during the selected time period. For example, if there was a returned payment.
- Track and view action item fees. For example, if you see a postage charge, you can determine how many letters were sent and the related cost in your detail sheet.
- Generate charges multiple times per month (but only once per day).
Generate Admin Charges
You can generate admin charges for each association several times per month if needed.
To generate admin charges for an association:
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Click Admin Fees and select one or more associations.
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Select a month/year.
The grid refreshes to show only admin fees in the month/year selected.
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(Optional) You can add filters to narrow the results.
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Click Generate Charges.
The Generate Charges screen opens.
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Select the date through which you want to generate admin charges, and click Generate Charges.
Note: If you use today's date, any activity that occurs after the time that you generate does not get picked up in the next generation. The next time you generate, the system starts with tomorrow's date. You can only generate charges once per day.
After you click Generate Charges:
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The Generate Charges screen closes, a success message displays, and information about the generation displays at the top of the grid. The grid refreshes when 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. This column may also include external charges if you already imported them. For more information about external charges, see the External Charges section in the "Revenue Manager: Contracts" article, and the Admin Billing External Charge Import section later in this article.
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Click the blue pending amount charge to open the Pending Charges Detail screen.
This screen shows a list of the admin charges, the type, when it was generated, and the amount for each one. The charge description is set up in the Configuration > Charges section of Revenue Manager.
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.
Pending Charges Detail screen example:
- Click Export at the top-left of the Pending Charges Detail screen to export this information as an Excel file. The spreadsheet itself includes more details.
Example spreadsheet:
- Click Close when finished.
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Admin Billing External Charge Import
External admin billing charges may vary each month and are based on an external source. This lets you bill for things tracked outside of Vantaca, such as office copies, postage, maintenance billable hours, etc.
To charge for these external items, you must run an import that tells the system the amount or quantity of the items to charge for. Imported charges appear as generated charges in the pending amount for the association.
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:
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AssocCode: The Association Code for the particular association.
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Charge: The charge type as listed in the your Admin Fee contract.
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Note: Entries in this field are added on the line item of the Admin Billing Invoice.
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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:
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AssocCode: The Association Code for the particular association.
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Charge: The charge as listed in your Admin Fee contract.
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Note: Entries in this field are added on the line item of the Admin Billing Invoice.
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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:
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Navigate to Settings > Import.
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Click the Imports tab.
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Click New Import.
The New Import screen opens.
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Provide the following information:
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Import Type: Select Admin Billing Charges By Amount or Admin Billing Charges by Qty depending on which one you want to use.
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Import Mode: Select Append.
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Posted Date: Select the date you want the external charge to post.
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Import File: Click Select files and upload your template.
The imported information show as line items on the screen.
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Click Save.
You can find more information about imports in the "Import Templates" article (the templates used for admin billing are included in this article as well) and in the Imports section of the Vantaca Library.
Reversing an Import
If you have an issue with the generated charges and want to reverse an import, follow the instructions in the "Reversing Committed Imports" article.
Management Billing
Use the Management Fees page to manually generate charges, view automatically generated charges, post charges, and view the resulting posted amounts and invoices.
Review the "Revenue Manager: Contracts" article for more information about management fees and how to set them up in your contracts.
Important: You can only generate and post management fees once per month
Generate Management Charges
You can generate and post management charges for each association only once per month.
To generate management charges for an association:
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Click Management Fees and select one or more associations.
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Select a month/year.
The grid refreshes to show only management fees in the month/year selected.
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(Optional) Add any filters to narrow the results.
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Click Generate Charges.
The Generate Charges screen opens.
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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:
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The Generate Charges screen closes, a success message displays, and information about the generation displays at the top of the grid. The grid refreshes after the generation completes.
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The Pending Amount column displays the total charge (in blue) that you can bill back to the association for the selected time period.
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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, and the amount for each one. The charge description is set up in the Configuration > Charges section of Revenue Manager. 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.
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Click Export at the top-left of the Pending Charges Detail screen to export the information as an Excel file. The spreadsheet itself includes more details.
Example spreadsheet:
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Click Close when finished.
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Post Invoices
After you generate the pending admin or management charges, you can post them to the association.
Note: Some charges are set up within the Admin Fee or Management Fee contracts to automatically post on a certain day.
To post admin or management charges to an association (after you generated the fees):
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Click Admin Fees or Management Fees (depending on which you want to post) and select one or more associations.
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Click Post Invoices.
The Post Invoices screen opens.
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Provide the following information:
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Click Post Invoices.
The posted invoice amount shows in the Posted Amount column. For example:
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Click the PDF icon to open the invoice as a PDF in a new tab or the Excel icon to download the invoice as a spreadsheet.
The Invoice Detail column shows the XN of the invoice created from the posted charges and the status of that invoice (e.g. Paid, Needs Approval, etc.) Each status is custom to the management company invoice workflow and may be different for each company.
Note: The status does not change within the grid as it updates internally. Click the Refresh icon at the top of the grid to reload the grid and the status will update if changed.
- (Optional) To sync with external accounting systems, you may want to export a list of all associations and their posted charges. For more information, see the Export description in the Billing Page section.
- (Optional) After you post your invoices, you can navigate to Vantaca to see the items posted on the ledger.
The invoices follow the contract and invoice action item settings.
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.
Click the blue pending amount charge to view the Pending Charges detail screen, which shows a list of the charges and the amount for each one. For details see the Generate Admin Charges section of this article.
Initial Posting
When you post admin charges for the first time:
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The Pending Amount column becomes empty (1).
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The Posted Amount column displays the total posted (2).
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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:
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The new pending amount appears in the same row (1).
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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:
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The Pending Amount column becomes empty again (1).
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The Posted Amount and Invoice Detail columns update to show the second posting (2).
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A Carat icon (3) appears that indicates multiple posting history.
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.
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