Batch FAQs
Batch FAQs
What should I do if my unposted batch contains incorrect information?
Unposted batches can be edited, but first the batch must be assigned to a user. Only the assigned user can make edits.
Select Homeowners > Batch Posting And locate the open batch you want to edit. If you are using universal navigation, click Accounting > Daily > Batch Posting.
Assign the batch to yourself (or another user) using the drop-down list. (see Assigning Batch Ownership)
NOTE: If the user is not listed, they do not have permission to add, update, or delete on the Batch Posting page.
Select the checkbox next to the batch and then click Save.
Select Homeowners > Homeowners Listing and search for the correct homeowner account. If you are using universal navigation, click Residents > Residents > Resident List.
Click their balance to open the Transactions History. (see Viewing Homeowner’s Transaction History)
NOTE: All batch edits should be done in Charge Grouping view.
Adjust the date range if necessary to see the unposted batch.
NOTE: They are highlighted in blue on the ledger.
Click the underlined date of the transaction to open it and make edits. You can modify or delete the transaction.
NOTE: Charges with attached payments can’t be deleted but can be changed to a zero-dollar charge.
Click Save.
Repeat the process for any additional homeowners or transactions.
Once all the edits are complete, the batch can be posted manually, or in some cases, it is posted automatically depending on the batch type.
I have a billing change mid-year. Can I delete the batch and post a new statement batch?
CINC’s best practice is not to delete the original batch. Instead:
For decreases, make adjustments directly.
For increases, create a new assessment for the difference between the old and new fee. Create a new assessment using the same information as the old with the following changes:
The Regular Annual Fee should only be for the difference between the old fee and new fee.
Do not include an Extra Fee Account as it is assessed with the original association fee setup, if applicable.
Leave the Delinquent and Interest sections empty as they are assessed with the original association fee setup, if applicable.
When complete, you should have two assessments that display as individual line items on each month’s statement.
This approach provides clearer communication for homeowners. To minimize confusion, you can add statement messages, send an e-blast, or mail a notice explaining the change. That way, homeowners understand why they see two line items on their statements.
What are some tips to avoid needing to delete a batch?
Use the Charge Grouping view for all charges and adjustments. This view shows exactly which transactions are applied to each assessment. To ensure you’re crediting or adjusting the correct assessment, match the transaction to the grey header for the corresponding assessment type.
Review batches before posting. From the Batch Posting page, click the batch number to generate the Batch Audit Report. Then, carefully review the report to confirm that the dates, assessments, and amounts are correct before posting the batch.
Set the Close Date correctly on the Batch Posting page.
Make sure the Close Date matches your transaction dates in the batch.
For Payments:
The Close Date entered is always the date used to post transactions to the general ledger and the bank account register.
For Charges:
The Close Date sets a cut-off for the general ledger and bank account register posting.
Any charge transactions with a transaction date prior to the Close Date are posted using the Close Date.
Any charge transactions with a transaction date equal to or after the Close Date are posted using their own transaction date.
Best Practice:
If your batch contains charges with multiple transaction date, use the earliest transaction date in the batch as the Close Date. This ensures all charges are posted to the general ledger and bank account register with the correct transaction dates.