How to Create Action Items for AR Requests Follow

How to create Action Items for AR Requests.
By : Glenda Inomian

Step 1. Log in to Vantaca. Hover over Homeowners Tab, click on Homeowner List from the dropdown menu. Select the Association the Homeowner belongs to. 

Step 2. Select which homeowner you want to make an action item for. You will be directed to the homeowner account page. Click on “New Action Item”.  

If you want to create an Action Item for the whole Association or Multiple Unit Owners
Step 1: Hover On Associations Tab. Click on Action Items from the Dropdown Menu.

Step 2: Select New Action Item

To request for a charge to be added to a unit owner’s account 

Action type: Add Charge ( for Atty Charges please use Add Atty Charge)

Description Box: Details of Charge and $ amount if not same as invoice.

Attachments: Upload Invoice if there are any. If the charge has no Invoice please state so in the Description. 

Notes: Usual Charges with no invoice - Key/FOB/Access Charges, Move Out/In Fees

To request for a fee to be removed from a unit owners account 

Action type: Fee Waiver
Current Step: If this has been approved please step to Step 4 -Approved

Description Box: Input which fee/s are to be waived & the amount.

Attachments: No attachments needed.

Notes: Late fees and Violation fees are waived at no cost to the Association. Hard Costs such as PSI fees, Work Orders, Owner Maintenance, Atty fees etc. present a cost to the association that can be deleted from the owner’s account ( will only show up in the financials or Association’s ledger) or written off as bad debt.


Any other request to Accounts Receivable that aren’t fee waivers or Add Charges

Action type: A General Inquiry
Current Step: Step 40- Message for AR

Description Box: Input request with all details deemed relevant.

Attachments: Any and all attachments deemed relevant.

Notes: If you want to loop someone in with the Action item you can add their email address to “Other email” so they are able to see the action item and are notified via email.

Refund Requests

Action type: A General Inquiry
Current Step: Step 40- Message for AR

Description Box: What deposit to refund and $ amount. Any other details or requests. ( IE Tenant/non owner names, off file mailing address)

Attachments: All attachments deemed relevant if there are any.

Notes: Refund check requests to AR - refunds must come from Unit owner’s ledger, either existing credit balance from overpayment or Deposits. If what you want to refund is not in the unit owner’s ledger , the request should go to AP for reimbursements or Accountants for deposits from non unit owners. ( IE. Club rental deposits from non unit owners). 

Credit Requests
 

Action type: A General Inquiry
Current Step: Step 40- Message for AR

Description Box: $ amount of credit to Unit owner, what expense to issue it against/override.

Attachments: All attachments deemed relevant if there are any.
Notes: AR can add a credit to a unit owner's account and charge it against an expense. If the credit you want to request is in Check from please create a Reimbursement request for the AP department.

Coupon Books
 

Action type: A General Inquiry
Current Step: Step 40- Message for AR

Description Box: a generic message stating the owner is requesting a coupon book would suffice.
Attachments: All attachments deemed relevant if there are any.
Notes: Associations’ Board of Directors typically decide whether they will issue coupon books or send out monthly billing statements. 

Turning Over Accounts to Collections
-If an account needs to be sent to Atty/ collection firm for 3rd party collections, it must go through AR.

AR Tasks in regard to Onboarding new associations.

Entering Homeowner beginning balance
- The documents needed will be provided by the onboarding manager.
Late fee Rule 
- AR enters late fee rules but instructions must come from the Manager, based on Governing Documents of the Association

Assessment Rule set up
Special Assessment Rule set up