This article outlines the steps to be performed when setting up a new Association. This information can help you during the initial implementation process, or later, when a new Association needs to be set up.
These steps are broken into the following major areas:
PART 1 - Initial Setup
The categories listed below require default settings and other necessary information to be entered in order for expanded functions to work properly.
CLICK HERE for an Excel checklist that will help you with the Initial setup.
CLICK HERE for more information on the Manage Association page and Tabs.
Association - General information for the Association is set up first, enabling subsequent data sets such as Unit and Owner information to be added. This is also where default information for Violations, Architectural Requests, Accounts Payable, Vendors, and more is established.
NOTE- Some information can be copied. CLICK HERE for more information.
Accounting - Important information for accounting, including the General Ledger is set up first, allowing all other data related to accounting functions, such as Vendors, Banking, collections and more, to be added later.
NOTE- Some information can be copied. CLICK HERE for more information.
Operations - This area includes information related to other management features, such as Violations, Reservations and Architectural requests. Core information is entered to allow automated features to work properly.
Portal - The initial setup for the Community Portal includes default settings, but can be customized to meet the needs of the Association.
PART 2 - Import Data
Once the Association is set up, you can begin to add data using the Import Data feature. It is important that areas are set up, and data imported in the proper order, so that everything will function properly.
Association Data
NOTE- If you are setting up this information for the first time and have multiple Associations, please contact us for assistance with uploading your data. If you are an established client with a new Association, you can use the Import function, as needed.
CLICK HERE for more information about the Import function.
Unit Information - Unit information includes the property address, Lot and Block, and any other useful information to assist you in categorizing and managing the Units within the community.
CLICK HERE to download a Template for Unit information.
Account Information - Account information includes the names and mailing addresses of owners, account numbers, starting balances and/or open transactions, and any other important details you need to maintain.
NOTE- Account balances and open charges can be entered later if that information is not immediately available when the Association is being set up.
CLICK HERE to download a Template for Account information.
Violation Information - Types, SubTypes and Locations can be Imported as well as existing Violations.
NOTE- Some information can be copied. CLICK HERE for more information.
Architectural (ARC) Information - ARC includes Types of Architectural Requests and existing requests.
NOTE- Some information can be copied. CLICK HERE for more information.
Work Order Information - Types, SubTypes and Locations can be Imported as well as existing Work Orders.
NOTE- Some information can be copied. CLICK HERE for more information.
Accounting Data
Chart Of Accounts - The Chart of Accounts is the foundation for all accounting functions and must be created before any other features can be set up. The CoA can be set up manually, copied from an existing CoA, or imported using an Excel spreadsheet.
CLICK HERE for more information on setting up a Chart of Accounts.
Account Balances - If Account Balances and/or Open Charges were not uploaded with Account information, it will need to be entered separately before payments can be received and applied correctly. The Account balance is the total amount owed on the account, the Open Charges are individual charges that have not yet been paid.
CLICK HERE to download a Template for Account information.
PART 3 - Feature Set Up
Accounting
Accounting - Bank Accounts - After the initial user information and chart of accounts have been added to the system, bank accounts can be added. Click the links below for more information about these steps.
Manage Bank - When setting up an Association that uses a new bank, you will need to set up the Bank(s), prior to adding bank accounts. If the Association is using an existing bank, you can skip this step.
Manage Bank Account - Set up all Bank Accounts for the Association.
Verify Lockbox- For integrated Bank Accounts you will need to verify the Integrated Bank.
Accounting - Trans Types - Trans Types are codes used by the system to categorize and route transactions that appear on Owner account ledgers. Before you can begin to accept payments and add charges to accounts, Trans Types must be set up. This is done using the Manage Firm Trans Types page.
CLICK HERE for more information.
Accounting - Transactions Adjustment/ NSF - Transaction Adjustments are used to make changes to financial transactions, such as correcting the amount of a cash receipt, changing the application of a payment or recording a returned item from the bank. Prior to utilizing this option, some setup is required. This can be done manually, or copied from another Association.
CLICK HERE for more information.
Accounting - Payment Application Rules - Payment Application Rules are used to establish the order in which Payments and Credits are applied to various charges. This allows incoming payments to automatically be applied according to the requirements in the governing documents, and/or the laws of your State.
CLICK HERE for more information.
Accounting - Delinquency Rules - Delinquency Rules are used to automate the initial status change of Owner Accounts from current to a Delinquent status. For example; If an Association’s documents state that assessments are past due after 15 days, a Delinquency rule can be created to automate that step. Delinquency Rules can be customized to recognize only certain charge types (Transaction Types) and balance.
CLICK HERE for more information.
Accounting - A/R Types - A/R Types are used to label and categorize Owner Account for purposes of tracking accounts through the Delinquency process.
CLICK HERE for more information.
Accounting - Delinquencies - Accounts will need to be set to the correct Delinquency Status (A/R Type) using the Manage Delinquency Page.
CLICK HERE for more information.
Management/Accounting
The following set up items relate to both Accounting and Management functions as the Workflow process is used for both.
The following Workflows will need to be assigned or set up for each Association:
Violations- This workflow helps Users manage Violations.
Architectural Requests- This workflow helps Users manage Architectural Requests.
Delinquency- This workflow helps Users manage Owner delinquencies.
Custom Letters- This workflow is designed to allow Users to send a custom letter to a single Owner or a group of owners, for example, a Welcome Letter for new owners, or a Returned Check letter.
Management/Accounting- Action Types- Action Types are used within workflow(s) to define the various actions or activities to be performed at each stage of a process. A workflow consists of a series of steps with each Action Type defining whether the system will produce a document, an email, or both.
NOTE- Action Types are not required for each new Association unless the new community has special requirements not addressed in the established Action Types and Workflows.
CLICK HERE for more information.
Management/Accounting- Action Type Documents- At each stage of a Workflow, the Action Type allows corresponding documents to be mailed/emailed to Owners. Prior to working within a Workflow, a document template will need to be created, as needed, for each step.
NOTE- Action Type Documents are not required for each new Association unless the new community has special requirements not addressed in the established Action Types Documents.
CLICK HERE for more information.
Management/Accounting- Workflows - Workflows are created at the Firm level to manage the step by step process of managing Violations, Delinquencies and ARC requests. When adding a new Association you will need to assign a Workflow of each type to the new Association. If the Association policies vary somewhat from the established Workflow, you can make adjustments in the A/R setup.
CLICK HERE for more information.
Management/Portal - Resident Request Types - Resident Requests Types are used to label and categorize Resident Requests.
CLICK HERE for more information.
Portal
Portal - Enabling Portal Features - Once the Community Portal has been created, the features that need to be available to all members are activated. This is done within uManage on the Manage Community Integration Settings page. This step will activate features, and create menu items on the portal.
CLICK HERE for more information.
Portal - Enabling Board Portal Features - Once the general member features are activated, the next step is to enable those features that will only be available to Board members, via the Board Portal section of the Community portal. This is done within uManage on the Manage Board Portal Features page.
CLICK HERE for more information.
Portal - Customizing the Portal - Now that features have been activated for both general members and Board members, the portal can be further customized to meet the needs of your organization, and/or the Association. Please see the links below for more information.
Site Settings and Preferences - Change the name of the site and upload a custom logo.
Site Color Scheme - Personalize the color scheme.
Site Login Page - Customize the initial login page.
Application and Feature Titles- Rename applications to suit your needs.
Site Features and Permissions- Manage the security setting of each application.
Portal Data - Portal Accounts - In order for Owners to create an account on the Community Portal, initial access must be granted. This can be done for all Accounts using the Portal Access page.
CLICK HERE for more information about setting up portal accounts for Owners.