HOA Mailers FAQs
HOA Mailers FAQs
General Overview
Q: What is HOA Mailers?
A: HOA Mailers is a service that works in conjunction with CINC Accounting to print and mail customized statements and correspondence to homeowners.
Q: What types of documents can I send through HOA Mailers?
A: You can send the following to HOA Mailers:
Customized statements to homeowners.
Collections correspondence.
Violations correspondence.
Quick Correspondences.
Q: How does the HOA Mailers setup process work?
A: The HOA Mailers vendor provides API credentials, which are then set up in the system (see Integration Steps for HOA Mailers).
Q: Are there considerations for system counts for HOA Mailers?
A: Yes, there are considerations regarding system counts for HOA Mailers letters that need to be addressed. Submit a support case by selecting Help > Support in CINC Accounting or contact your Client Success Manager. If you are using universal navigation, click Help > Help > Support Assist.
Configuration
Q: How do I configure paper sources for HOA Mailers?
A: You can configure the following options for each paper source (see Configuring Paper Source for HOA Mailers):
Letterhead: Superimposes the Association Letterhead onto the letter.
1st Page Only: Applies the letterhead to the first page only. The Letterhead toggle must also be enabled for this option to take effect.
Duplex: Uses double-sided printing for multi-page letters.
Color Ink: Prints in color.
Perforated: Prints with perforations for tear-offs.
Envelope: Includes a return envelope.
Q: How do I configure correspondence templates for HOA Mailers?
Q: Should I change all my templates at once?
A: No. CINC recommends changing only one letter for testing purposes before changing all templates' paper sources. The remaining templates should only be changed once you're ready to go live with HOA Mailers.
Operational Details
Q: How do I generate an HOA Mailers statement print job?
A: You can generate a print job for statements from the Homeowners > Print Statements screen. (see Generating HOA Mailers Statement Print Jobs) If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
Q: How do I send the print job to HOA Mailers?
A: On the Homeowners > Export Print Jobs screen, select the applicable print job from the Print job dropdown and click Approve. On the Approve Print job popup, click Approve. (see Exporting the HOA Mailers Print Job) Once approved, the file is sent directly to HOA Mailers for processing. If you are using universal navigation, click Associations > Correspondence Tasks > Export Print Jobs.
Q: What if I don't want to send the print job to HOA Mailers?
A: On Homeowners > Export Print Jobs screen, select the applicable print job from the Print job dropdown. Click Decline, enter a Reason in the popup, and click Decline again. This will remove the print job without sending it to HOA Mailers. If you are using universal navigation, click Associations > Correspondence Tasks > Export Print Jobs.
Q: Where do I track the files I sent to HOA Mailers?
A: You can track the statuses of HOA Mailers print jobs on the Homeowners > Print Queue screen. (see Tracking HOA Mailers Print Jobs) If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
Q: Can I view the files I sent to HOA Mailers?
A: Yes. On the Homeowners > Print Queue screen, click the File Name hyperlink to download and view the sent HOA Mailers print job. (see Tracking HOA Mailers Print Jobs) If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
Q: How are customers assigned to mail centers?
A: Customers are assigned to a designated mailing facility based on their geographic location.
Support & Troubleshooting
Q: How can I find more information or get support?
A: For help with the HOA Mailers inside CINC Accounting, select Help > Support. For help with HOA Mailers outside CINC Accounting, contact HOA Mailers directly. If you are using universal navigation, click Help > Help > Support Assist.