When an association transitions into Vantaca from a prior property management system, its bank accounts may have checks or deposits that have been issued or recorded but have not yet cleared the bank. These outstanding transactions are imported into Vantaca as Conversion Items.
Conversion Items establish an accurate opening bank register balance, ensuring that the bank balance and the GL balance are in sync from the moment the association is live in Vantaca.
Contents
- What Is a Conversion Item?
- Where to Find Conversion Items
- How Conversion Items Work
- Reconciling Conversion Items
- Voiding or Deleting a Conversion Item
What Is a Conversion Item?
A Conversion Item is a transaction type in the Vantaca Bank Register (transaction type ID 19) that represents an outstanding check or deposit carried over from the association's previous software at the time of migration. These items are created by Vantaca during onboarding and appear in the Bank Register like any other transaction.
Common examples include:
- A check that was issued to a vendor before go-live but has not yet cleared the bank
- A homeowner payment that was deposited before go-live but had not yet appeared on a bank statement
Note: Conversion Items are created by Vantaca's implementation team. Property managers do not create these items manually.
Where to Find Conversion Items
Conversion Items are visible in two places:
-
Bank Register — Navigate to Accounting > Bank Register and select the appropriate bank account. Conversion Items appear in the transaction list with the type label Conversion Item.
- Bank Reconciliation — Navigate to Accounting > Reconciliation. Conversion Items that have not yet cleared will appear as outstanding items on the unreconciled side of the reconciliation screen until they clear the bank.
How Conversion Items Work
Conversion Items behave like any other outstanding transaction during bank reconciliation:
- The item appears on the Bank Register with the date, description, and amount from the prior system.
- During monthly bank reconciliation, the item remains outstanding until it clears the bank.
- After the transaction clears and appears on the bank statement, it is reconciled on the Accounting > Reconciliation screen just like any other cleared item.
Note: Conversion Items cannot be moved between bank accounts without assistance from Vantaca Support. If you believe a Conversion Item is on the wrong account, contact Support.
Reconciling Conversion Items
Conversion Items will remain in the outstanding section of the reconciliation screen until they clear. There is no special process to reconcile them — they reconcile the same way as any other transaction.
If a Conversion Item has not cleared after several months, it may indicate one of the following:
- The check was never cashed and should be voided (see Voiding or Deleting a Conversion Item below)
- The deposit was applied incorrectly in the prior system
- The item was deleted or modified after conversion, causing an out-of-balance condition
Note: If a Conversion Item was removed without an offsetting GL entry, your bank and book balances will be out of balance. Post the offsetting GL entry described below. If you have done that and still cannot find the cause of an out-of-balance, contact Vantaca Support.
Voiding or Deleting a Conversion Item
You can void or delete a Conversion Item when it is no longer valid, such as a check that was never cashed or a deposit that was recorded incorrectly in the prior system.
Conversion Items exist only in the Bank Register and do not have a GL entry of their own. Voiding or deleting one removes it from the bank side only and leaves the GL unchanged, so you will need to post an offsetting GL entry to keep your bank and book balances in sync.
- Navigate to Accounting > Bank Register and select the bank account.
- Find the Conversion Item and click Void or Delete.
- Navigate to Accounting > GL Entry and create a GL entry that is the exact opposite of how the transaction was originally entered in the prior system.
Note: Void and Delete are controlled by the Void and Delete permissions under Settings > Roles > Security > Bank Register. An item that has already been reconciled must be unreconciled first, and a Delete in a closed fiscal period requires the period to be reopened. During implementation, the Delete button is hidden until the association's system conversion date has passed, unless you are a Global Admin or Access Client user.
For more information, see Removing Items from Prior Software.
Important:
- If you void or delete a Conversion Item, post an offsetting GL entry. Without it, your bank and book balances will fall out of balance.
- All Conversion Items are imported during onboarding with the same timestamp and are associated with Vantaca's system user.
- After a Conversion Item clears the bank, reconcile it on the Accounting > Reconciliation screen as you would any cleared transaction.
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