Accounting > Delinquency > Manage Delinquency


Use this page to view and manage delinquent owner accounts for purposes of identifying new delinquent accounts and moving existing delinquent accounts through the collection process. 


NOTE- Prior to starting, there are several items that must be set up. It's also important that these items are set up in the order listed below because each item uses information from the previous step. 


Accounting/AR Items 


1. Chart of Accounts- Accounting >  Financial > Chart of Accounts


The very first step is to establish your Chart of Accounts. This is the basis for all accounting processes and should be given careful attention. CLICK HERE for more information. 


2. Transaction Types- Accounting > A/R > A/R Setup > Manage Firm Transaction Types


These are the various types of charges that are billed to Owners and are reflected on their Account Ledgers, such as; Assessments, Fines, Late Fees etc… Trans Types are linked to General Ledger Accounts, so prior to beginning to invoice Owners, you will need to make decisions about how you want to categorize and manage these various charges. CLICK HERE for more information. 


Delinquency Items


1. A/R Types- Accounting > A/R > A/R Setup > Manage A/R Types


These are the names of  the various stages in your collection process. For example; Delinquent, Attorney Collections, Lien, Bankruptcy etc… A/R Types can be further linked in subsequent stages to collection letters, charges and other actions. CLICK HERE for more information. 


2. Action Types- Firm > Manage Action Types


This is where you will set up and link any documents that need to be generated at various stages in the collection process. For example; a Demand Letter can be linked to an A/R Type “60 Days Delinquent” in order to automatically generate letters for all accounts in that status. CLICK HERE for more information. 


3. Manage Firm Workflow- Firm > Manage Firm Workflow - Select Delinquency from the Activity Type Menu


This is where you will establish the flow of Delinquent Accounts through the various stages of the collection process. This step is highly customizable and can be used to set parameters by A/R Type and Balance, to add charges and more. CLICK HERE for more information. 


4. Delinquency Rules- Accounting > Delinquency > Delinquency Setup > Manage Delinquency Rule


This step establishes the parameters for a charge to be considered past due. CLICK HERE for more information. 


Create New Delinquencies


To begin the collection process, new Delinquencies must be identified and added to the Delinquency Workflow. This creates a delinquency record for the account and generates the starting action from the Delinquency Workflow for the Association. To locate accounts that meet the established criteria for delinquency but have not yet been added to a Delinquency Workflow follow the steps below.  


Step 1.  Navigate to Accounting > Delinquency > Manage Delinquency


Step 2.  Enter Search criteria into the following fields to locate the accounts that are newly delinquent. 


  • Association- Select an Association or Group of Associations from the drop down menu. 


  • Delinquency Type- Select Without Delinquency from the drop down menu. 


NOTE- Making no selection for this field will return a list of all accounts in the selected Association. 



Step 3. Click the Search button to return a list of accounts. 


Step 4. Check the box in the far right column to add account(s) to the Delinquency Workflow, or click the box at the top to choose all accounts on the list. 


NOTE- If you need further information you can open the Owner Account by clicking on the name in the Account column. 



Step 4. Select Add Delinquency from the three Page Actions down menu to create a delinquency record for the selected account(s).  



Process Existing Delinquencies


The second step is to process the existing delinquent accounts by Closing the Delinquencies for Accounts that have paid and moving the accounts that have not paid to the next step in the Delinquency Workflow.


Close Delinquencies


Step 1.  Navigate to Accounting > Delinquency > Manage Delinquency


Step 2.  Enter Search criteria into the following fields to locate Delinquent accounts.


NOTE- Making no selection for this field will return a list of all accounts in the selected Association. 



Step 3. Click the Search button to return a list of Accounts with a Delinquency. . 


Step 4. Review the list of Delinquencies returned to identify those that have paid and need to be Closed. 


NOTE- To more easily review the accounts you can click on the Balance or Past Due Balance column to sort your list. 


Step 5. Check the box on the right of all accounts that need to be closed. 



Step 6. Select Close Delinquency from the Page Actions drop down menu to close the delinquency for selected accounts. 



Move Delinquency to the Next Step in the Workflow


When an account has not been paid, it may be time to move the Accounts to the next stage of the Delinquency Workflow.


Step 1.  Navigate to Accounting > Delinquency > Manage Delinquency


Step 2.  Enter Search criteria into the following fields to locate Delinquent accounts.


NOTE- Making no selection for this field will return a list of all accounts in the selected Association. 



Step 3. Click the Search button to return a list of Accounts with a Delinquency.


Step 4. Review the list of Delinquencies returned to identify those that have not paid and need to be advanced to the next stage. Both the Last Action and Next Action are visible on the list. If you need more information about the account, click on the Owner name to open the Owner Record. 


NOTE- To more easily review the accounts you can click on the Balance or Past Due Balance column to sort your list. 


NOTE- If you need more information about the account, click on the Owner name to open the Owner Record. 



Step 5. Check the box on the right of all accounts that need to be advanced to the next step. 


Step 6. Select Process Action from the three dot drop down menu.


Override Next Step in Workflow


Delinquencies are processed using the Delinquency Workflow established for the association, but can be overridden if necessary. For example, if an Account is partially paid, the Board may elect to return to a previous step rather than proceeding to the next step. 


Step 1. - Step 4. Follow the steps above. 


Step 5.  Click on the Change link to open the Choose Next Action window.



Step 6.  Complete the fields below as follows.


  • Proposed Next Action- Select the new Action from the drop down menu.


  • Proposed Date- Select the Date for the next Action from the drop down menu.


  • Reason- Include a reason for the change, if necessary. 



Step 7.  Click the Save button to save your work, or Save and Process to apply to the selected Account.