Generating Coupon Files
Generating Coupon Files
CINC Accounting allows users to generate coupons for printing in-house or to generate a coupon file to upload to a third-party vendor for the creation of coupon books.
NOTE: Currently files can be generated and are compatible with the following vendor formats: Bank-A-Count, Best Bill, Optimal Outsource, and SouthData. A coupon interface must be selected to produce files specific to the vendors listed.
To generate coupon files:
Select Homeowners > Generate Coupons. If you are using universal navigation, click Accounting > Billing & Statements > Generate Coupons.
On the Generate or Print Homeowner Coupons screen, search for and select the desired association.
Complete the following fields:
Billing Formats: Toggle on the billing format/type for which to generate coupons. Defaults to Coupons.
Billing Status: Toggle on the billing status of Billable homeowners or Non-billable homeowners. Defaults to Billable Homeowners.
New homeowners added between: Toggle on and select the from and to date to target when the new homeowner(s) are added through the resale/ownership change process.
NOTE: The dates selected are relative to the completion date of the resale process in CINC Accounting and not the actual settled date.
Click on the Search icon to view a list of homeowners based on the parameters selected above. The list can be sorted by clicking on the column headers in the green bar in order to re-sort the list by name alphabetically or by the address.
NOTE: The list may be filtered further to target a section of homeowners.
Select the checkbox in the green bar to select all homeowners listed in the search results or select the checkbox beside the account number(s) for accounts for which to generate coupons.
Click Save.
On the Generate or Print Homeowner Coupons screen, complete the following fields:
Breakout Coupons: Lists multiple assessment charges on one coupon with a total. There are additional setup steps needed to define up to four assessments and their order on the Systems Assessments screen. A customer support case must be submitted to define the labels for each assessment to be included in the file.
NOTE: This function is available only for in-house printing and when generating a file for SouthData.
Late Amount Includes: Toggle on options to include on the coupon (this is for printing in-house only).
Late Date Options: Select the Late option (this is for printing in-house only).
Show Late Date as
Fiscal Year: Select the fiscal year for which to generate coupons.
Start Date: Enter the actual billing day.
End Date: Default to the last day of the current calendar year.
Assessment: Select the checkbox next to the assessment(s) for which to generate coupons.
NOTE: Coupon files can be generated only for Annual, Semi-Annual, Quarterly, and Monthly frequencies. All assessments included in a coupon must be the same frequency. Coupon files generated for other frequencies will appear as a zero dollar amount.
Click Print to print the coupon to a PDF. Coupons produced for in-house printing will be found under Recent Reports in the left navigation.
Click Generate to generate a file to send to the third-party coupon vendor. Files generated for a third-party vendor will be found in the Queue on the left navigation bar. If unable to produce the file, log a case with Customer Support to verify that the appropriate setup steps have been completed.
Click on the Queue link to display a list of available reports. The file will be available for download under the Coupon File section. Click on the Description to download the file. Save the file as a .pan (SouthData only) or All Files document (all other vendors) and send it to the vendor for coupon printing.
