Enabling Collections
Enabling Collections
Once the collections templates (see Creating Collection Letter Templates) and levels have been set up (see Setting up Collections), the collections function for each association can be enabled.
NOTE: CINC recommends enabling collections for one association for a period of 30 days to determine that the escalation process is correct before enabling collections for all associations.
To enable collections:
Select Setup > Association Setup. If you are using universal navigation, click Associations > View All.
On the Association List screen, search for and select the desired association.
Click on the Association name.
On the Association Information screen, complete the following fields:
Enable Collections: Toggle on to enable.
Accelerated Collection: Toggle on to give the management company the ability to accelerate the balance of the homeowner’s ledger to include future charges in the Legal Work Order report.
NOTE: Consult the association’s governing documents to determine whether this is permissible. This is calling due the balance of the homeowner’s payments for the entire fiscal year immediately.
Collections Reset Balance and Older Than Days: Optional: Enter the dollar amount and number of days required to reset the collections process for the homeowner (according to the association’s governing document).
NOTE: The Collections Reset Balance value must be less than the Balance At Least value for the first collection level.
Click Save.
To determine which homeowners are in a collection status, select Homeowners/Homeowners and then click on the Collections tab.
On the Collections Homeowner Listing screen, you can view information on all homeowners in collections in a specific association or all associations:
Collections Level
Account Number
Homeowner Name and Address
Hold Reason (if applicable)
Resume (Collections Date, if applicable)
Last Reviewed (by Activity)
Balance
Last Payment Date
Alternately, click Collections under the appropriate association on the Quick Navigation menu.
You can update the Last Reviewed column by selecting the checkbox next to the homeowner and clicking Save.
To view the Collections Activity Log, click the underlined Activity link for the selected homeowner.
To view the number of homeowners in each collections level, select Setup > Collections Setup. If you are using universal navigation, click Accounting > Setup > Collection Setup.
Search for and select the desired association.
Click on an underlined count number in the Homeowners column to view the Collections Homeowner Listing screen for that level.
Processing Boad Approvals
If board approval is required:
Once the approval is received, select Board Approval from the Collection Level dropdown on the Collections Homeowner Listing screen.
Select the checkbox(es) next to the applicable homeowner(s) under the BOD column and click Approve.
Placing a Collection on Hold
To place a homeowner on hold during the collections process:
On the Collections Homeowner Listing screen, select the checkbox next to the applicable homeowner.
Enter or select the following information:
Assign Hold Reason: Select a hold reason from the dropdown. (Hold reasons must first be set up under System > Dropdown Options: Collection Hold Reason.) If you are using universal navigation, click Settings > General > Drop Down Options.
Resume Date: Enter a date for the collections process to resume.
Click Save.