Defining Collection Levels | CINC Help Center

Contacts and Consent Defining Collection Levels

Collection levels define the escalation path and thresholds for delinquent homeowners.

Follow these steps to define collection levels:

In CINC Core, go to Setup > Collections Setup.

The Collections Setup page displays. Select the association.
Complete the following information:

Process Collections Day: Defaults to Daily, but you can choose the day of the month (1-31 or Daily) on which to process collections. CINC recommends running collections daily to avoid delays in processing.
Process on Weekends: Toggle on to run the collections process on weekends. The process runs in the evening, so letters are available the next morning. If off, no letters generate Friday (for Saturday Letters) or Saturday (for Sunday Letters) evening — the process runs the next business day instead.

Click New to add a new row to the table.
Click the (No Description) link.
The Collections Setup Details page displays.
Complete the following:

Field	Description
Description	Enter a description that matches the level of the collection letter such as Friendly Reminder, 30-Day, etc. This populates the Collection Status field for this level on the homeowner’s account. For example, if the description is 30 Days Late, the Collection Status for each homeowner at this level is 30 Days Late.
Duration at This Level	Enter the number of days the account should stay at this level before escalating.
And Requires Board Approval to Escalate	Toggle on if board approval is required at this level to be eligible to move to the next level.
Reprint Letter Every	Enter the number of days in which to reprint the collection letter to send to the homeowner, if applicable. You can set to 0 for testing.
Escalate From	Select the collection status from which the current level should escalate. The first level would not escalate from a status and would remain at the default setting of No Collection Status.
Change Status To	Select the homeowner’s status to which the account should change once it reaches this level. CINC recommends leaving this field as Owner and allowing CINC Core to automatically change the collection status as the account moves through the escalation process.
Balance at Least	Enter the minimum amount that the homeowner must owe before being placed in this level. Assessments that should be included in the balance consideration are selected in the Assessments Included in Balance field and not in this field.
Balance Older Than	Enter the number of days the balance must be owed to advance the account into this collections level. If the balance that qualifies the homeowner to move to this collection level includes multiple assessments, each assessment’s balance must be older than the number of days defined in this field. Also, the charge must be older than the number of days in this field to escalate to this collection level. For example, if the charge date for the assessment were the 1st and this field’s value is set to 15, the charge would not be older than 15 days until the 17th.
Due On	When generating a statement with a collection letter, select the day, if applicable. This should be the day of the month the assessment is due.
Homeowner Letter	Select the letter template for the specific level.
Include Delinquency Policy	Toggle on to include a copy of the delinquency policy.
Choose Template Addresses	Select which addresses should receive the letter (Property Address, Owner's Offsite Address, Additional Owners, etc.)
Assign Attorney	Optional. Select the attorney to whom the account is sent, when applicable. This list is defined by vendors in the system with a vendor type of Attorney. It can also allow assignment of a login for the attorney to CINC Core to provide permissions to only the accounts assigned to them through the collections process.
Attorney Letter	Optional. Select the Attorney Letter template to be used when applicable if one was created. This selection allows generation of a letter with details for the attorney once the account reaches a level that would be turned over to an attorney.
Assessment Type	If charging a fee for the collection’s process/letter, select an assessment type from the drop-down list. The Assessment Type must first be set up on the System > Assessments page and linked to the appropriate G/L number.
(Fee) Description	Enter a description for the fee to override the description as listed on the System > Assessments page. This is the description used for posting the charge to the homeowner’s ledger.
Collection Fee	Enter the collection fee amount to charge at this level. Fees entered in this field create a collection fee batch on the Homeowners > Batch Posting page when processed.
Statement Type	Optional. Select the statement type if a statement is included with the letter.
Include	To include a transaction history with the letter, enter the number of Days of History or enable the Since Zero Balance option to have the statement include all history from the last zero balance date to current. For example, if Days of History is set to 180 and Since Zero Balance is enabled and homeowner had a zero balance 100 days ago, the statement would show 100 days of history. Days of History is optional but is required if a Statement Type is chosen. Transaction history is only included if you enter a number, for example 90, in the Days of History field or enable the Since Zero Balance option.
Statement Code	When generating a PANSY file (.pan) for SouthData, enter the Statement Code here. This is typically the same as the association code. Statement Code is optional but required if a Statement Type is chosen and a PANSY file for SouthData is being generated.
Statement Messages	Select the checkbox(es) next to the statement message(s) to include. Enter the order in which it should display on the statement starting with 1, if applicable.
Transaction Types Included in Balance	All types are selected by default. De-select the types to exclude from the owner’s collections balance.
Assessments Included in Balance	All types are selected by default. De-select the assessments to exclude from the owner’s collections balance.

Click Save.
Repeat steps 4 – 8 until all collection levels are created.
On the Collections Setup page, select the checkboxes next to the collections level, and enter a Display Order, and click Save.

Note: The Display Order does not control escalation order. Escalate From, Balance at Least, and Balance Older Than fields work in combination when the collection process runs to determine whether a homeowner’s collection status should move to the next level. Payments are applied to the oldest balance first, which resets aging.

Contacts and Consent Defining Collection Levels

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