Important: Currently, only credit management features are active for some management companies and will be rolled out incrementally and enabled for everyone in 2026.
Revenue Manager provides credit management capabilities for admin billing, allowing you to track and apply credits that offset association charges. Credits represent amounts owed to associations from overpayments, billing corrections, service credits, or fee adjustments.
Credits automatically apply to pending admin billing charges when you generate invoices, reducing the amount associations owe. The system displays credit application details throughout the billing workflow, from the main billing screen through invoice PDFs.
Contents
- View Available Credits
- Understanding Credit Application in Pending Charges
- Understanding the Credits Table
- Creating Credits
- Edit a Credit
- Delete a Credit
- Export the Credit Spreadsheet
- Void Partial Credits
- Viewing Credits on Invoice PDFs
- Revenue Manager Access Requirements
- Resolve Revenue Manager Access
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Troubleshooting
View Available Credits
The Credits column in the Admin Fees Billing table displays the total available credit balance for each association. Credit amounts display in parentheses to indicate they reduce future charges.
The Credits column is sortable and filterable. If an association has no credits, the column displays blank. Credits are included in Excel exports of the billing table.
To view available credits:
- Navigate to Admin > Billing.
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Locate the Credits column to view credit details for that association.
Note: You may need to go to Settings > Choose Columns and add the column to the table.
Understanding Credit Application in Pending Charges
When you view pending charges, the system shows how available credits will reduce the amount due. Credits automatically apply based on matching charge types without requiring manual selection.
To view credit application details:
- Navigate to Admin > Billing.
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Click the blue Pending Amount for an association.
The Pending Charges Detail screen opens.
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Review the credit information:
- Available Credit: Displays at the top of the screen when credits exist for the association.
- Pending Charges Total: Shows the sum of all pending charges before credit application.
- Credit Line Items: Each credit appears in the charges list with (Credit) appended to the charge type description to distinguish credits from charges.
- Amount Due: Shows the total after credit application (cannot be less than $0).
- Remaining Credit: Displays below Amount Due if a credit balance remains after offsetting all pending charges.
Example: An association has $400 in pending charges and two credits: $50 for postage and $25 for violations. The screen will show:
- Pending Charges Total: $400.00
- Postage (Credit): ($50.00)
- Violations (Credit): ($25.00)
- Amount Due: $325.00
The system applies credits automatically based on charge type matching. You cannot manually select which credits to apply. If multiple credits exist for the same charge type, they apply in the order they were created.
Note: The credit display remains visible when editing external charges. Buttons change to Cancel and Save & Exit during external charge editing.
Understanding the Credits Table
When you click the Credits tab, the Credits table displays all credits with their current status and balance information in the following columns:
- Memo Number: Unique identifier for the credit record.
- Association: Association name that the credit belongs to.
- Charge Type: The admin billing charge type associated with the credit.
- Balance: Current available balance for the credit. Displays in parentheses for unapplied credits.
- Credit Date: Date the credit was issued.
- Description: Additional notes or details about the reason for the credit.
- Created By (optional): User who created the credit (available through the Settings > Choose Columns menu).
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Show applied credits: Select to display the following additional columns:
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Status: Indicates whether the:
- Applied: Entire credit has been used.
- Unapplied: Full credit balance is available for use.
- Partial: Some of the credit has been applied, with remaining balance available.
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Amount: The initial credit amount before any applications.
Note: The Status and Amount columns only appear when Show applied credits is selected to help you track credit usage history and identify partially used credits with remaining balances. The columns can be reordered while visible.
Creating Credits
Credits represent amounts owed to associations that offset current or future admin billing charges. Create credits for:
- Overpayments from associations.
- Billing corrections or adjustments.
- Service credits or refunds.
- Fee waivers or discounts.
To create a credit:
Important: You can only create credits for associations with active Revenue Manager contracts and valid charge types.
- Navigate to Admin > Credits.
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Click Credit.
The Add Credit screen opens.
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Provide the following information:
- Memo Number: Enter a unique identifier to track the credit.
- Association: Select the association receiving the credit.
- Association Charge Type: Select the charge type the credit applies to. This field becomes available after selecting an association.
- Credit Date: Select the date for the credit using the calendar selector.
- Credit Amount: Enter the dollar amount of the credit.
- GL Account: Defaults to the GL account from the selected charge type. You can select a different GL account if needed. The default option displays with a default) prefix.
- Description (optional): Enter additional details about the reason for the credit (maximum 255 characters).
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Click one of the following:
- Add Credit: Creates the credit and closes the screen.
- Save & Add Another: Creates the credit and opens a new blank screen for entering additional credits.
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Cancel or X: Closes the screen without saving. The new credit appears in the Credits table and is immediately available to apply to pending charges for the selected association.
Edit a Credit
You can modify credit details as long as the credit has available balance remaining.
Important: After the entire credit balance has been applied and depleted, the credit becomes locked to preserve audit trails and financial accuracy.
To edit a credit:
- On the Credits page, click the Hamburger menu next to the credit record you want to change.
- Select Edit. The Edit Credit screen opens.
- Update the editable fields as needed.
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Click Save Credit.
Delete a Credit
The Delete option only displays for completely unapplied credits. Credits with Applied or Partial status cannot be deleted to maintain financial records accuracy. Instead, use the Void Balance option to cancel the remaining balance.
To delete an unapplied credit:
- On the Credits page, click the Hamburger menu next to the credit record you want to change.
- Select Delete.
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Confirm the deletion.
Export the Credit Spreadsheet
Click Export at the top of the Credits page to download credit information as an Excel file. The export includes all visible columns and respects applied filters.
Note: Credits also appear in the Admin > Billing page exports:
Details of Pending Charges export: Individual credit records with detailed information including memo numbers, GL accounts, and descriptions.
Details of Posted Charges export: Applied credits with invoice numbers, ledger dates, and credit application details.
For more information about these exports, see the "Revenue Manager: Billing" article.
Void Partial Credits
If a credit has been partially applied but you need to cancel the remaining balance, use the Void Balance option.
Example: You issue a $100 credit. The association has a $50 pending charge that automatically applies, leaving $50 in remaining balance. You realize the credit should not continue to apply to future charges. You can void the remaining $50 balance, but you cannot delete the entire $100 credit because $50 has already been used.
Use Void Balance when:
- A credit was issued for a larger amount than needed.
- You need to prevent remaining credit from applying to future charges.
- The credit reason is no longer valid for the remaining balance.
Important: You cannot void credits that are completely unapplied (use Delete instead) or completely applied (no balance remains to void). The Delete and Void Balance options do not display simultaneously.
To void the remaining balance:
- On the Credits page, click the Hamburger menu next to the partially applied credit.
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Select Void Balance.
This option only appears for credits with Partial status. -
Confirm the void action.
The credit status updates and the remaining balance is removed. The voided amount does not restore to available credits.
Viewing Credits on Invoice PDFs
When credits are applied to admin billing charges, the resulting invoice PDFs display complete payment information including credit applications.
After you post invoices with applied credits:
- Navigate to Admin > Billing.
- Locate the posted invoice in the Invoice Detail column.
- Click the PDF icon to open the invoice.
Invoice PDFs show:
- Original pending charges total
- Applied credit amount with charge type
- Final amount due after credits
This provides transparency to associations about how credits reduced their billing amounts. Both PDF and Excel invoice formats include credit information in the totals section.
Note: Only credits that were actually applied to the invoice appear on the PDF. Available credits that were not used for that specific billing period do not display on the invoice.
Revenue Manager Access Requirements
Revenue Manager is only accessible when your management company has at least one active Revenue Manager association.
If you navigate to Revenue Manager without active associations, a warning screen displays explaining that Revenue Manager is unavailable. This is expected when:
- You have not yet set up any Revenue Manager contracts.
- All of your Revenue Manager contracts are inactive or expired.
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Your management company is newly created and needs contract setup.
Resolve Revenue Manager Access
If you see the warning screen and believe you should have access:
- Verify your associations have active Revenue Manager contracts.
- Check that contracts are properly configured in Admin or Management > Contracts.
- Ensure you have the appropriate Revenue Manager permissions.
- Contact Vantaca Support if you need assistance with setup or access.
Troubleshooting
Q: Why can't I create a credit for an association?
A: Credits can only be created for associations with active Revenue Manager contracts and configured admin billing charge types. Verify that the association has an active contract with admin fee charge types configured in Admin > Contracts.
Q: Why don't I see the Delete option for a credit?
A: Delete is only available for unapplied credits. After a credit is applied to an invoice (even partially), it cannot be deleted to maintain financial record integrity. Use the Void Balance option for partially applied credits. Contact Vantaca Support if you need to reverse a fully applied credit.
Q: Why don't I see the Void Balance option for a credit?
A: Void Balance only appears for credits with Partial status. It does not display for completely unapplied credits (use Delete instead) or completely applied credits (no balance remains to void). The Delete and Void Balance options never display simultaneously.
Q: Can I change the GL account for a credit?
A: Yes, use the Override GL field when creating or editing a credit. The field defaults to the GL from the selected charge type but can be changed as needed. The default GL displays with (default) at the beginning of the account name.
Q: Why can't I edit a credit?
A: You can only edit credits that have remaining balance. After the entire credit balance has been applied and depleted, the credit becomes locked to preserve audit trails and financial accuracy.
Q: The Credits column is blank for my association. Does this mean there's an error?
A: No. The Credits column displays blank when an association has no available credits or a $0 credit balance. This is normal behavior. Credits only appear after you create them or import them for the association.
Q: Can I filter or sort by the Credits column?
A: Yes. The Credits column supports both filtering and sorting, just like other columns in the Admin Billing table. You can also include the Credits column in Excel exports.
Q: Where is the Created By column?
A: The Created By column is optional and hidden by default. To display it, use the Settings > Choose Columns menu in the Credits table.
Q: Do Status and Original Amount columns save in my preferences?
A: No. The Status and Original Amount columns only appear when the Show applied credits checkbox is selected. They are not saved in preferences and must be enabled each time you visit the Credits page.
Q: Can I create credits in bulk?
A: Yes. Use the Save & Add Another button when creating credits to efficiently enter multiple credit records without closing and reopening the screen. Each credit must be entered individually, but this workflow streamlines the process.
Q: What happens if I try to apply a credit to charges with a different charge type?
A: Credits only apply to charges with matching charge types to ensure proper accounting. The system automatically matches credits to pending charges by charge type. Credits cannot apply to mismatched charge types.
Q: How do I know which credits applied to an invoice?
A: Click the posted amount or open the invoice PDF to see which credits were applied. The invoice displays each credit that was used with its charge type and amount. Credits that were not needed for that billing period remain available for future charges.
Q: Do credit details appear in Revenue Manager exports?
A: Yes, credits are included in Revenue Manager billing exports:
- Details of Pending Charges export (from the Pending Amount modal): Shows individual credit records with detailed information including memo numbers, GL accounts, and descriptions. Credits appear as separate records in the export.
- Details of Posted Charges export (from the Admin Fees Export menu): Includes applied credits with invoice numbers, ledger dates, and credit application details.
- Credits page export: Provides comprehensive credit information including status, balance, and application history.
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