Posting Multiple Charges via the Charge Schedule Screen
Posting Multiple Charges via the Charge Schedule Screen
The Charge Schedule screen is used to apply a charge to multiple homeowners at the same time such as a one-time charge for key fobs or late fees (if they are not assessed through the Automated Late Fee Process in CINC Accounting).
NOTE: Posting charges should not be used to create billing of association dues or assessments.
The post charges process runs in the early morning hours. If posting a charge to run once, it will not run until the next day. Charges posting to run monthly will not run until the next month.
To post charges:
Select Homeowners > Post Charges. If you are using universal navigation, click Accounting > Billing & Statements > Post Changes.
On the Charge Schedule Listing screen, search for and select the desired association.
Click New or click on an existing charge’s hyperlink to view it.
On the Charge Schedule screen, complete the following:
(Schedule) Description: Enter a description for the charge.
Enable: (for Frequency: Monthly only) Toggle on to post the monthly charge.
Frequency: Select a frequency for the charge:
Once: Select for a one-time charge.
Monthly: Select for recurring charges. When Monthly is selected and the date selected is 29, 30, or 31, it will run on that date. If that date does not exist for that month, then it will run on the last day of the month.
On: Select the date or the day of the month that the charge should be applied to the homeowner’s ledger.
Post Date: Select when the charge will be posted:
Run Date: The charge will appear on the homeowner’s ledger for the date the post charges process runs.
Specify Date: Select the date that the posted charge should appear on the homeowner’s ledger.
Amount: Select the amount of the charge.
Fixed Fee: Select and enter a flat dollar amount.
Percentage (APR): Select and enter a percentage of the assessment.
Greater Of: Select to use the greater amount between the flat dollar amount entered or the percentage configured.
Lesser Of: Select to use the lesser amount between the flat dollar amount entered or the percentage configured.
(Transaction) Description: Enter a description of how the charge will appear on the homeowner’s ledger. If this field is left blank, it will default to the assessment selected in the Type field.
Assessment: Select the assessment from the dropdown that the charge should be applied to.
Type: Select how the assessment should be applied. Determines which charge grouping the charge should appear under.
Assessment: Select the checkbox(es) of the assessment(s) to filter the list of homeowners.
Billable Homeowner Status: Select the checkbox(es) of homeowner status(es) of who should receive the charge.
Assessment Balance at Least: Enter the minimum balance that the homeowner should have to receive this charge. For example, if you would like all homeowners that have a total balance of at least $250 for the assessment(s) , you would enter $250 in this box.
Older Than: The number entered in this field determines how many days old a balance must be before receiving a charge.
The transaction date is not included in aging. For example, a charge of $100 on 1/1 would not begin aging until 1/2 and as this setting is Older Than, not Older Than or Equal To, you would need to subtract 2 days from the desired date.
If you want to have a fee charge for a 1/1 payment that has not been paid, and the Thru Date is set for the 10th, then the Older Than field needs to be 8 days.
And Less Than: If you choose to enable, enter the number days to serve as a threshold with the Older Than date.
For example, a homeowner with a balance older than 8 days and less than 30 days will receive this charge. This setting is Less Than, not Less Than or Equal To.
Thru: Select an option:
Run Date: Balances will be evaluated through the run date of the post charge.
Specify Date: Balances will be evaluated through the date specified. This allows you to post a charge for a previous date.
Section: Select a section to filter which homeowners display when Specify Homeowners is selected in the Homeowners field. Sections are configured on the Homeowners > Homeowner Listing / Primary Homeowner Information screen. If you are using universal navigation, click Residents > Residents > Resident List > Primary Homeowner Information.
Homeowners: Select an option:
All Homeowners: All homeowners in the selected billable homeowner status will be included in the post charge if they meet the balance criteria.
Specify Homeowners: A list will be displayed of all homeowners that are in the selected Section and the billable homeowner status. Select the checkboxes next to the homeowners that should receive the charge.
Click Save.
Once the charge is posted and the Status shows Completed on the Charge Schedule Listing screen, a manual posting batch will be available on the Homeowners > Batch Posting screen for review. (see Posting a Batch) If you are using universal navigation, click Accounting > Daily > Batch Posting.