Printing Homeowner Statements
Printing Homeowner Statements
Some associations prefer to deliver billing notifications to their homeowners by producing a billing statement rather than ordering coupons. These statements can be generated on the Print Statements screen.
To print a statement for a homeowner:
Select Homeowners > Print Statements. If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
Search for and select the desired association.
Enter the following information:
For Date To: Enter the date range. Transactions within the dates specified will be displayed on the statement.
Statement Type: Select the statement type or file you wish to generate. This list also includes any print service files available to your account. An email eStatement template must be set up under Tools > Email Templates to use this function (see Setting Up Email Templates). If you are using universal navigation, click Associations > Correspondence Tasks > Email Templates.
Assessment Type: Select the assessment type. Assessment types are configured under System > Assessments. If you are using universal navigation, click Accounting > Settings > Assessments.
Scanline: If used, select your scanline interface.
Late Notice: Select a Fee Notice Template, which is configured under Template Types on the Tools > Correspondence Templates screen. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Billing Formats: Toggle on the appropriate billing formats to determine which homeowners are included in the statement generation.
Billing Status: Toggle on Billable homeowners or Non-billable homeowners. The system will default this field to Billable homeowners. The Non-billable homeowners status can be used to produce a statement for a homeowner in a non-billable status (e.g., previous owner).
New homeowners added between: Toggle on and select the from and to date to target new homeowners added through the resale/ownership change process. The dates selected are relative to the completion date of the resale process in CINC Accounting and not the actual settled date.
Collection Levels to Exclude: Select if applicable. This is used to exclude homeowners from the statement generation at a collection level that should not receive a billing statement (e.g., attorneys).
Balance Filters:
Today’s Balance At Least: If set, returns homeowners with a current balance greater than or equal to the amount specified.
And/Or Less than or Equal To: If set, returns homeowners with a current balance less than or equal to the amount specified.
Balance Older Than: Returns a list of homeowners whose balance is aged at least the number of days chosen (30, 60, or 90).
Include Posted Payments Only: When toggled off, the statement includes both the posted and unposted payment amount in the Aged Balance. When toggled on, the statement includes only the posted payment amount in Aged Balance. This toggle is turned off by default.
Fee Type
Include Credit Balances Homeowners
Include Zero Balance Homeowners
Homeowner Status: Select a homeowner status. More than one can be selected.
Homeowner(s): Click on the Search icon to search for a specific homeowner.
Due Date: Enter the Due Date. If a Due Date for a statement is entered and it is not included on the printed statement, log a case with Customer Support to update the statement report to include this information.
If you enter a current or previous date, Amount Due appears on the statement.
If you enter a future date, Due on xx/xx/xx appears on the statement.
Late Date:
If left empty, a late date will not appear on the statement.
If a date is specified, the late date will appear on the statement.
This field is required if the Late Amount Includes Late Fee toggle is turned on.
Late Amount Includes Late Fee
Statement Messages: Select messages and the order in which they should appear on the statement. Statement messages may be created under Setup > Statement Messages. If you are using universal navigation, click Accounting > Billing & Statements > Statement Messages.
Click Print. The statements will generate according to the selected Statement Type:
Print: A PDF file will generate for statements under Recent Reports on the left navigation menu.
Send eStatement: eStatements ready for sending appear on the Homeowners > Email EStatements screen. If you are using universal navigation, click Accounting > Billing & Statements > Email EStatements.
LetterStream: LetterStream print files are sent to the Homeowners > Export Print Jobs screen. If you are using universal navigation, click Associations > Correspondence Tasks > Export Print Jobs.
HOA Mailers: File (.csv) is sent to the Homeowners > Export Print Jobs page.
SouthData: SouthData print files are sent to the File Queue (in the left hand the navigation menu).
Other: Files display in the Queue on the left navigation menu.
NOTE: If a third-party vendor statement type is selected, the file will be available in the Queue on the left navigation bar.