Batch Posting Overview
Batch Posting Overview
Batches organize all homeowner-related financial activity and drive accurate posting, reconciliation, and reporting, proper batch deletion is essential for maintaining clean and reliable records.
Daily Records: Each batch logs charges, payments, and adjustments. Many batch types can span multiple days.
Community Organization: Best practice to have one batch per type, per association, per day to simplify reconciliation and reporting.
Posting: Closing a batch applies activity to homeowner accounts, bank deposits, and the general ledger.
Audit Trail: Batches create a clear record of transaction dates, amounts, and reasons tied to accounts.
Key Points
When opening a batch:
A batch is a list of all the charges and payments for the homeowners that have been created for the day.
Batches should be opened based on purpose and association. For example, use one batch per community for adjustments.
A batch can be opened at the beginning of the day and used throughout that day to make deposits and create charges.
A batch can consist of more than one association.
When closing a batch:
Batches should be closed daily to ensure the transactions for that day are posted to the appropriate homeowners and bank accounts.
Batch close dates should be entered as the same date as the transactions contained in the specific batch.
The GL entry is created based on the batch close date.
When posting a batch:
The system will assign the correct payment to the correct association and will make separate deposits within the batch to which it posts the payments.
Batch Types
ACH Batch:
Consists of the payments that will make up the ACH file to be sent to the bank for processing.
This batch will be system generated seven days prior to the ACH Billing Day set on the Association Setup screen.
When the batch is posted, the ACH file will be created on the billing day. CINC recommends using a batch closed date of the same day as the billing day.
This batch will create a deposit in the bank register and entries in the general ledger.
Auto Payment Batch:
Consists of the payments received and posted from the Pending Payments screen.
These are the payments that have been imported from the lockbox.
CINC recommends that the batch be posted as of the same day as the date of the transactions in the Auto batch.
This batch will create a deposit in the bank register and entries in the general ledger.
Beginning Balance:
Consists of the homeowner beginning balances.
These balances are created on the Homeowner > Homeowners screen under the Beginning Balances tab. If you are using universal navigation, click Residents > Residents > Resident List.
This batch can consist of amounts due as well as credits for homeowners in a new association being set up on CINC Accounting.
This batch will not create a deposit or entries in the general ledger.
Collection Fees:
Consists of charges for associations set up with collection fee information on the Association Fee Setup screen.
When this batch is closed, charges will be applied to the homeowners.
For accrual accounting mode, the posting of the batch will create entries in the general ledger.
Delinquent Fee:
System generated; consists of late fees.
This batch applies charges to the homeowners’ accounts and GL entries for accrual accounting associations.
Extra Fees
System generated; consists of charges for associations set up with extra fee information on the Association Fee Setup screen.
When this batch is closed, charges will be applied to the homeowners.
For accrual accounting mode, the posting of the batch will create entries in the general ledger.
Fines:
System generated; consists of charges for homeowners that are in the CCR module and have been escalated to receive automatic fines per the fines frequency for the association.
When this batch is closed, charges will be applied to the homeowners.
For accrual accounting mode, the posting of the batch will create entries in the general ledger.
Interest:
System generated; consists of interest charges on delinquent fees.
This batch applies charges to the homeowners’ accounts and GL entries for accrual accounting associations.
Manual Posting:
Created when transactions are manually applied to the homeowner account from the Transaction History screen.
This batch can consist of payments, charges, charge adjustments and payments adjustments.
When this batch is closed, payments will be combined to create a deposit in the bank register and entries in the general ledger.
Charges will be posted only to the general ledger for accrual accounting mode.
Payment adjustments will be posted to the bank account and general ledger when the Create GL for Adjustments checkbox is selected for cash accounting and accrual accounting mode.
Charge adjustments will create entries in the general ledger for accrual accounting mode with the Create GL for Adjustments checkbox is selected.
Move or Return Payment:
Moves payments and posts checks for homeowner refunds.
Online Payment:
Consists of transactions made when homeowners pay their assessments on the association’s website hosted by CINC.
This batch is closed daily by the system when the bank processing is completed.
The system will upload these payments to the bank on behalf of the management company.
This batch will create a deposit in the bank register and entries in the general ledger.
Post Charges:
Consists of charges created on the Homeowners > Post Charges screen. If you are using universal navigation, click Accounting > Billing & Statements > Post Changes.
Resale:
Adds charges for resales and property transfers.
Scanned Check:
Created when scanned checks are posted from the Pending Scanned Checks screen.
This batch is closed daily by the system when the bank processing is completed.
The system will upload these payments to the bank on behalf of the management company.
This batch will create a deposit in the bank register and entries in the general ledger.
Statement:
Created when billing is generated on the Homeowners > Generate Billing screen. If you are using universal navigation, click Accounting > Billing & Statements > Generate Billing.
Consists of homeowner charges for the fiscal year.
This batch creates GL entries for accrual accounting associations.
Violation:
System generated based on the violation fines set up under the CCR module.
This batch will contain violation fine charges to be assessed to the homeowners.
General ledger entries will be created for those associations in accrual accounting mode only.
Writeoff:
Used to write off account balances that are deemed uncollectible. GL entries are created for accrual accounting associations.