Revenue Manager: Bulk Manage

Use Bulk Manage to view, add, and update fee charges across all of your associations in a single table. Instead of opening each contract individually, you can select multiple rows and apply changes at once, or add a new charge to many associations at once. Bulk Manage is available on both Admin Contracts and Management Contracts.

Bulk Add is available for Admin Contracts only, for Action Items, External Charges, Flat Fees, and Ledger Activities.

Contents

• Opening Bulk Manage
• Adding Charges in Bulk
• Updating Charges in Bulk
• Removing Charges in Bulk
• Fields Available for Editing

Opening Bulk Manage

To open Bulk Manage, go to either Revenue Manager > Admin > Contracts or Revenue Manager > Management > Contracts and click Bulk Manage.

In the Bulk Manage page, select the fee type from the dropdown to view all charges of that type across your associations. The available fee types depend on which Contracts page you opened Bulk Manage from:

• Admin Contracts: Action Items, Contract Terms, External Charges, Flat Fees, Ledger
• Management Contracts: Contract Terms, Flat Fees

You can filter, sort, and search within each table.

Adding Charges in Bulk

Use Bulk Add to create a new charge across many associations at once, instead of adding it to each contract individually. Bulk Add is available on the Admin Contracts Bulk Manage page for Action Items, External Charges, Flat Fees, and Ledger Activities.

Notes:

• Bulk Add is not available for Contract Terms, and it is not available on Management Contracts.
• Bulk Add only adds the charge to the associations existing contracts, it does not update contract templates. If you want new contracts created from a template to include this charge going forward, add it to the template separately.

1. From the fee type dropdown, select the charge type you want to add, then click Bulk Add.
2. Select a Model Association.
   Vantaca uses the selected model association GL accounts and billable charges to populate the dropdowns for the rest of the form, so pick an association whose setup you want to copy to the others.
3. Fill in the charge details. Available fields depend on the charge type:
   • Action Items: Charge Type, Count Type (plus Action Type and Action Step, if the count type requires them), Association Expense GL, Rate, Minimum Amount (optional), Maximum Amount (optional)
   • External Charges: Description (optional), Charge Type, Association Expense GL, Rate, Minimum Amount (optional), Maximum Amount (optional)
   • Flat Fees: Charge Type, Association Expense GL, Rate
   • Ledger Activities: Charge Type, Billable Charge, Association Expense GL, Ledger Transaction Type, Rate Type, Rate or Percentage (each charge uses one or the other), Minimum Amount (optional), Maximum Amount (optional)
4. Click Next.
   Select the associations to add this charge to. Only associations with an active or pending Admin contract appear in the list; select individual rows with the checkboxes, or use Select All to select every association (or every filtered association, if a filter is applied). If an association has more than one active Admin contract for the charge type you are adding, it appears once per contract, so you can choose which contract to add the charge to.
5. Click Next to review.
   Each selected association appears as its own row, pre-filled with the details you entered in Step 1. Fields highlighted in blue, such as Association Expense GL, Rate, Minimum, and Maximum, can still be edited per row if a specific association needs a different value.
6. Click Bulk Add Charges to save.
   Charges take effect immediately; there is no option to schedule them for a future date.

If any rows fail to save, a notification shows how many succeeded and how many failed. Rows that saved successfully are not resubmitted. Failed rows stay on the review screen with a warning icon you can hover for details, and any specific field that caused the failure, such as GL account, rate, minimum, or maximum, is outlined in red. Correct the value and click Bulk Add Charges again.

Closing the window before you finish and submit discards any charge details, association selections, or edits you have made so far.

Updating Charges in Bulk

1. Click Edit.
2. Click any highlighted field to edit it directly in the table. You can also select multiple rows and make a change in a highlighted field to apply the change to all of them.
3. Click Save Changes. 
   If any updates fail, a notification shows how many succeeded and how many failed.
   OR
   Click Cancel to discard all pending changes without saving.

Removing Charges in Bulk

1. Click Remove.
2. Select one or more rows using the checkboxes.
3. Click Remove Charges.
4. Confirm the removal in the dialog that appears.

Contract Terms does not support Remove in Bulk Manage. To remove a contract, open the contract individually.

Fields Available for Editing

The fields below apply to Bulk Edit. For Bulk Add field details, see Adding Charges in Bulk above.

The fields available differ by Contracts page and charge type.

Admin Contracts:

• Contract Terms: Start Date, End Date, Generation Method, Generation Date, Auto Approval Method, Amount, Account Number, Board Approval, Signature Approval (Association and Vendor are display-only)
• Action Items: Rate, Minimum, Maximum
• External Charges: Rate, Minimum, Maximum (Description is view-only and cannot be edited in bulk)
• Flat Fees: Rate only
• Ledger Activities: Rate or Percentage (each charge uses one or the other; you cannot set both at the same time)

Management Contracts:

• Contract Terms: Start Date, End Date, Generation Method, Generation Date, Auto Approval Method, Amount, Account Number, Board Approval, Signature Approval (Association and Vendor are display-only)
• Flat Fees: Amount only

Contract Terms includes conditional field behavior. When the Auto Approval Method is Do Not Auto Approve, the Amount field locks. When the Generation Method is None, the Generation Date field locks. End Date cannot be set earlier than Start Date. Start Date and Account Number are required before saving.