Field

Description

Association

For a new record, search for and select an association. For an existing record with transactions, displays as read-only.

Settled

Select the date the homeowner took ownership of the property (displays when a resale/ownership transfer has been processed).

You can enter a date here and save it or enter it on the Homeowners > Resale page.

Drive Order

Enter the order of this home in the community when entering the community and driving through it (1, 2, 245, etc.).

Status

Select the homeowner’s status.

Controls many functions such as deciding if the homeowner should have late fees applied or if their account is evaluated by the collection process.

Block Payments

Enable to block payments for the homeowner.

If toggled on, the association name is highlighted in blue, indicating that it is a blocked association. When enabled, homeowners can only make payments by mailing a check to the management company for manual entry into CINC Core.

Mgmt. Rental Ratio

Enter the management rental ratio percentage.

If the property is rented, a percentage of the payment goes to the management company, in which case an invoice payable to the management company is created.

Fee Percentages

For existing records only. Opens a window to select an applicable fee percentage that pertains to billing for homeowners, if billed by a % of budgeted amount.

Note: This should be changed only if the association uses percentage/ratio billing.

Collection Status

Select the current collections status for the homeowner if applicable. Automatically set when the Collection module is in use from the Setup > Collections Setup > New page.

You can click Activity Log to view the homeowner’s collections activities in chronological order.

Attorney

Attorney assigned automatically through the Collections module, but one may be manually selected and saved.

Hold Collections

Select the reason for placing collections on hold.

If a Resume Collections date is set (or on the Homeowners > Homeowner Listings > Collections page), the system removes the hold and re-evaluates account.

Resume Collections

Select the date when collections activity should resume.

Payment Plan

Select to assign a payment plan, if applicable, as set up from the System > Assessments page.

Note: This selection affects the payment order but does not set up a payment plan.

Account #

Enter the alphanumeric identifier for the homeowner. They can be alphabetic, numeric, or a combination of up to 16 characters.

CINC recommends an account number that begins with the association code and reflects the address or unit — not a zero-padded sequence.

If left blank, the system auto-assigns a number, but this is not recommended.

Owner #

Enter the numeric owner number (up to 2 digits). Defaults to 1 for new records.

Sections

For existing records only. Opens a popup to assign this homeowner to one or more sections defined for the association.

This provides ability to bill by property type (e.g., homes, condos, and townhomes in same community). It can also be used for dividing a large community for the purpose of violation inspections or broadcast communications through the WebAxis Admin Portal.

Property Contact 1 (First / Last)

Enter the primary owner’s first and last name.

You can use the Homeowner lookup feature to add or change the contact.

Property Contact 2 (First / Last)

Enter the secondary owner’s first and last name.

You can use the Homeowner lookup feature to add or change the contact.

Business / Alternate Name

Enter if the contact is associated with a company.

Synchronizes in real time with the matching fields for Property Contact 1 on the Contacts tab. Any changes made on either page are instantly reflected on both..

Use Business Name

Enable to substitute the business name for the personal name in mailings and communications.

Synchronizes in real time with the matching fields for Property Contact 1 on the Contacts tab. Any changes made on either page are instantly reflected on both..

Manage Contacts

Opens the Contacts tab for that property address.

Address 1

Enter the street number (numeric only, up to 10 characters) and enter or select the street name. These fields should not include the unit #.

You can use the Street Name lookup feature to search for and select a street within the selected association.

Address 2

Enter additional address information such as suite, apt, etc.

City, State, Zip

Enter the city name (up to 50 characters, alpha, numeric, and special accepted).

Select the state.

Enter the zip code (numeric only, up to 10 digits including hyphen. Auto-formats to xxxxx-xxxx if more than 5 digits).

Counties

Existing records only. Opens a County lookup feature to assign from the system's county list.

Country

Enter the name of the country.

Membership List Opt-Out

Toggle on to exclude the homeowner from the association’s member list.

Unit #

Enter the unit number for the property if applicable. This field should be used for communities that assign a unit # as a part of the primary address.

Lot #

Enter the lot number (up to 255 characters, alpha, numeric, and special accepted).

Phase #

Enter the phase number within the community.

Village #

Enter the village number within the community.

Block #

Enter the block number within the community.

Home Phone,

Work Phone,

Mobile Phone

Displays the phone number information for Property Contact 1 as entered on the Contacts tab.

Property Contact 1 Email

Displays the information for Property Contact 1 as entered on the Contacts tab.

You can click the link to open the Notes History page associated with the Property Contact 1’s email address

Billing Method

Select the billing method for the Property Contact 1 and, if added, Property Contact 2.

ACH Start Date

Select the start date for ACH payments.

Note: An ACH batch is generated seven days earlier. This field should be used only to delay the start of drafting the homeowner’s account.

Account Type

Select the account type for ACH payments.

Generate Prenote

Toggle on to generate a $0 charge using Routing No. and Account No. information to verify that the information is accurate.

Note: This puts a seven-day hold on the homeowner’s account. No other debit can be charged to the account until the prenote is approved.

Routing No.

Bank routing number for ACH payments.

Account No.

Bank account number for ACH payments.

User Defined Fields (4)

Enter the additional data fields as needed by the management company.

CINC Manager Comment

Enter information to display in the CINC Manager app. This allows for synchronization of data for the app and CINC Core.

You can click the Activity Log link to view an audit trail of all entries made in the CINC Manager Comment field for the homeowner’s record.