Manage Account Charge : complete management software

Accounting > A/R > Manage Account Charge

Use this page to assist in the process of editing, deleting and adding new homeowner account charges.

To Add a New Account Charge

Multiple Charges for multiple Accounts can be added in a single Batch. Charges increase owner balances. Adding an Account Charge Batch will update the owner balances and General Ledger as soon as it is saved and posted.

NOTE- Account Charges cannot be entered into a Closed Period. To reopen a closed period, CLICK HERE for more information.

NOTE- You can also add a Charge directly to a homeowner account on the Transaction Tab of their Account page. CLICK HERE for more information.

Step 1. Navigate to Accounting > A/R > Manage Account Charge.

Step 2. Select Add Account Charge from the three dot drop down menu.

Step 3. Complete the fields in the Account Charge section as needed.

Association- Select the correct Association from the drop down menu.

Date- Enter the date of the Charge. Note-This is the date that will show as the charge date on the Homeowner’s Account Ledger.

Amount- Enter the total amount of all charges. Example if you’re adding four charges of $25 each, you would enter $100 in this field.

Memo- Enter additional information for the charge if needed. NOTE- Memo will show in general ledger.

Description- Enter additional information for the charge if needed. NOTE- Description will not show up on general ledger.

Step 4. Complete fields in the Account section, as needed.

Account- Choose Homeowner Account from the dropdown. To narrow your search, highlight “–Select–” to delete it and type in all or part of the Homeowner name, unit address or account number.

NOTE- Accounts in hold payment status will be displayed in RED and former Accounts will be displayed in ORANGE.

Trans Type- Select the correct Transaction Type from the dropdown menu.

NOTE- Only Trans Types that have been set to GL accounts are displayed. CLICK HERE for more information.

Amount- Enter the amount of the charge to be entered on the Homeowner’s account.

Memo- Add additional details, if needed. NOTE- This will display on the owner's account.

Step 5. Click the Enter key from your keyboard after completing a row and a new row will appear. Continue to add rows as needed to add all charges.

Step 6. Review the Open charges at the bottom of the screen to make sure the full amount has been entered. When completed correctly the Open amount should be 0.00.

Step 7. When all charges have been entered, click the Save and Post button to finalize.

NOTE- You can Save your work to return to it later by click the Save button.

File Tab

The File tab allows you to upload documents that relate to the Charges you are adding to the Homeowner account. Example; If you are adding a charge for a Force Mow you can upload a copy of the corresponding Vendor Invoice to support the charge.

To upload a document click the Select button and navigate to the location of the document in your harddrive.

Drag the file from your harddrive into the dotted window labeled “Drop Files Here”.

Import Charges from an Excel Spreadsheet

The Excel import can be used to quickly add charges from an external source.

Step 1. Navigate to Accounting > A/R > Manage Account Charge.

Step 2. Click on the Add Account Charge button.

Step 3. Click on the Import from Excel button at the bottom of the page.

Step 4. Prepare your Excel Spreadsheet with the following column headers:

AccountId - Enter the Account ID for the homeowner account

Trans Type - Enter the name of the Transaction Type. NOTE-Only Trans Types set to a General Ledger account will properly upload.

Amount - Enter the Amount of the charge.

Memo - Enter a Memo to display on account.

Step 5. Copy all data in the spreadsheet along with the column headers and paste into the text field.

Step 6. Click the Save button to complete the upload.

Step 7. Each entry on the spreadsheet will show up on a line item on the Account Charge Screen. Review the entries for accuracy.

Step 8. Complete these fields on the upper portion of the screen, if applicable.

Amount- Enter the total amount of all charges. Example if you’re adding four charges of $25 each, you would enter $100 in this field.

Memo- Enter additional information for the charge if needed. NOTE- Memo will show in general ledger.

Description- Enter additional information for the charge if needed. NOTE- Description will not show up on general ledger.

Step 9. Review the Open charges at the bottom of the screen to make sure the full amount has been entered. When completed correctly the Open amount should be 0.00.