Returned items (NSF's) can be managed on the Transaction Adjustment page or directly from the Owner account page on the Transactions tab. The system will automatically add back paid charges to the Owner account, make all accounting adjustments and add additional Returned Check charges, if applicable. 


Prior to using this feature an additional three-step set up is required. 


  1. Set up a Trans Type for the Returned Item (NSF)


  1. Link the Trans Types to the General Ledger


  1. Set up the Returned Fees.


PART 1


Set up Transaction Types


Accounting > A/R  > A/R Setup > Manage Firm Trans Type


Use this page to create new Transactions Types for the Returned Item and for any other charges that may apply. If these Transaction Types are already set up, you can skip these steps. 


Step 1. Navigate to Accounting > A/R  > A/R Setup > Manage Firm Trans Type


Step 2. Select Add Item from the Page Actions drop down menu.



Step 3. Complete the fields below in the Overview portion of the popup window. 


  • Title - Enter name of Trans Type


  • Add to Ledger - Specify the Firm Ledger to which the new Trans Type will apply. 


NOTE-  The system allows for multiple Ledgers to be created on a homeowner’s account as a means to separate and categorize charges if needed. Leave this field blank if you are not using additional ledgers. 


  • Trans Type - Click the Charge radio button.


NOTE-  Once the Trans Type has been created, this area will no longer be available to update. 


  • Active - Check this radio box to Activate the new Trans Type. If it is no longer in use,  you can unclick the radio button to deactivate it. 


  • Coupon - Use this field if the Association is using Coupons for billing.


NOTE-  Multiple Trans Types can be billed together or separately on the Coupon. 


To bill multiple Trans Types together, select the same Item number for ALL Transaction Types. This will add all of the Trans Types together and enter it as a single amount due on the coupon. An unlimited number of Trans Types can be billed together. 


To bill multiple Trans Types separately, select a different Item number for each Transaction Type. This will allow coupons to be generated for each Trans Type. Up to 5 different Firm Trans Types can be billed(including Late Fee) if billing separately. 


Step 4. Complete the fields in the Charge portion of the window. 


  • Include in Past Due Amount - Check this box if this Transaction Type should be part of the Past Due balance for purposes of generating Late fees and Interest and other potential charges.


  • Include Auto Application - Payments will auto apply to this charge based on the Payment Application Priority set. 


  • Include in Recurring Payment - Check if this Trans Type should be included in Automatic Drafts, if applicable. 


  • Payment Application Priority -  Set the order in which partial payments are applied to open charges. This will affect automatic applications, but payments can be manually applied, if needed. 1 has the highest priority, the higher the number, the lower the priority.


  • Payment Application Method - This determines whether transactions with the same payment application priority are applied oldest first, newest first, or split evenly.



Step 5. Click the Save button to finalize.


PART 2


Link Transaction Types to General Ledger Accounts


Accounting > Financial > Association General Ledger Setup (Trans Type Tab)


Step 1. Navigate to Accounting > Financial > Association GL Setup page.


Step 2. Use the Search fields to find the Association you need. 



Step 3. Click the Pencil icon next to the Association to Edit the record.


Step 4. Select the Trans Type Tab


Step 5. Select Inactive from the dropdown menu. This will display all Trans Types that have not yet been linked to general ledger accounts. 



Step 6. Click the Pencil icon of the Trans Type you want to make active.



Step 7. Complete the fields in the Trans Type window. 


  • Add to All Associations - Check this box to add this set up to all associations.


  • Receivable - Select the correct Receivable account for this Transaction Type from the drop-down menu.


NOTE- Not used with cash accounting.


  • Prepaid - Select the correct Prepaid account for this Transaction Type from the drop-down menu.


NOTE- Typically entered as a revenue account with cash accounting.


  • Department - Select the correct Department for this Transaction Type from the drop-down menu, if applicable. 


NOTE- If the Enable GL Department flag is checked on the Overview tab, this flag is not needed on the Trans Type tab.  Click here for instructions.


  • Association Ledger Num - Select the Association Ledger for this Transaction Type from the drop-down menu, if applicable.


  • Writeoff - This is an optional field.  Use this option if you want to add additional general ledger writeoff options (other than set up on Overview tab). Select the account you want to use, and click the arrow to move it to the "Selected" column.

Step 8. Click the Save button to finalize your changes. 


PART 3


Set up Returned Fees


Accounting > Financial > Association GL Setup


Step 1. Navigate to Accounting > Financial > Association GL Setup.


Step 2. Select the Pencil Icon for the Association you need to work with. 



Step 3. Complete the Adjustment Section.


  • Return Item Trans Type Default - Select the Transaction Type to be used to add the unapplied portion of the returned payment to the owner ledger.


  • Bank Return Fee GL Account - Select the GL account to capture the bank service fees related to returned items.


  • Bank Return Fee - Enter the amount of the returned item fee charged by the bank. This fee is added as a journal entry that debits the expense and credits the bank. If you want to pass the bank fee on to the owner, include the amount in the Firm Return fee below.  


  • Bank Return Fee Memo - Enter description for the returned item fee to be added to the owner's account. 


  • Firm Return Fee Trans Type Default - Select the trans type to be used to add a firm level fee to the owner's account.


  • Firm Return Fee - Enter the amount of the return item fee to be added to the owner's ledger when processing a returned item/NSF.  This fee does NOT impact the bank balance as part of this process.  When processing the returned item/NSF this fee can be removed so it is not charged to the owner.


  • Firm Return Fee Memo - Enter description for the returned item fee to be added to the owner's account.



Step 3. Click the Save button to finalize the changes.