Manage Account Credit : complete management software

Accounting > A/R > Manage Account Credit

Learn how to View, Add and Delete Credits on homeowner accounts.

A credit is entered on an owner account which decreases the account balance. Multiple credits to multiple accounts can be added in a single Batch. Adding an Account Credit Batch will update the owner balances and general ledger as soon as it is saved and posted.

NOTE- Account Credits cannot be entered into a Closed Period. CLICK HERE for more information on how to reopen account periods.

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

Add an Account Credit

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

Step 2. Select Add Account Credit from the Page Action drop down menu.

Step 3. Complete the fields in the Credit section of the Overview Tab.

Association - Choose the Association from the dropdown list.

NOTE- To add accounts within the Account section, begin typing details of the account in question for the information to populate in the menu.

Date - Select the Date to post the credit to the general ledger and the owner's account.

Amount - Enter the Amount of the credit.

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 the Accounts portion of the Overview Tab.

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 total amount of all credits in this field.

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

Step 5. Click the Enter or Tab key from your keyboard after completing a row to cause a new row to appear. Continue to add rows as needed until all credits have been added.

Step 6. Review the Open amount 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 credits have been entered, click the Save and Post button to finalize.

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

Import Credits 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 Credit.

Step 2. Click on the Add Account Credit button.

Step 3. Click on the Import from Excel button.

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 credit.

Memo - Enter a Memo to display on the 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 Credit 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 credits. Example if you’re adding four credits of $25 each, you would enter $100 in this field.

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

Description- Enter additional information for the credit 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.