Setting Up Association Information
Setting Up Association Information
The first step in adding and setting up a new association or the Management Module is to add the community to the list of existing associations.
To enter the association’s information:
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Click New to open the Association Information screen.
You can copy certain settings from existing associations by selecting an association in the Copy Setup From field at the bottom of the screen. This will copy the following settings:
Remittance Address
Fiscal Periods
Chart of Accounts/GL Segment Descriptions
Association Assessment GL Account Linking
Transaction Setup
Complete the following fields:
Association Code: A unique 8-character limit of alpha or numeric or a combination of alpha numeric that does not contain dashes, spaces, or special characters.
Welcome Letter: Set up under Tools > Correspondence Template and selected here. This determines which welcome letter is sent to new homeowners. If you are using universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Name: Name of association.
Short Name: A shorter name used in various places by the system when the full legal name is not necessary. The short name can also be used to filter the Association List screen.
Active:
NOTE: Only Security Groups with the Association Status permission under Association Setup on the Field Security screen can edit this setting (see Managing Field Security Permissions).
Toggle on to make the association available to all users that have permission for the association and will be included in all screens with the association search function.
Toggle off to make the association inactive and remove the association name from all screens with the association search function. Typically used when a management company has closed out an association that they no longer manage. This prevents recording of any further activity for the association.
Block Payments: Enable to block payments for all homeowners in the association. If toggled on, the association name will be highlighted in blue, indicating that it is a blocked association. When active, homeowners can only make payments by mailing a check to your management company for you to enter manually into CINC Accounting.
Block Website Access: Toggling on prevents anyone from registering for access through this association’s website.
Generate Prev Year Late Fees: N/A
Disable Late Fees: Gives the ability to temporarily stop late fees without deleting their setup.
Online Voting Consent: Currently, this toggle has no functionality but will be used in future development.
Web Keyword: The value entered here will determine the URL for the association site. For example, if a management company or master template site has a URL of https://abc.cinwebaxis.com and Apple Homeowners Association would like an association specific URL, they would enter a keyword such as “Apple”, thereby establishing the URL for the association site as https://abc.cincwebaxis.com/apple.
Manager: Association/Property Manager’s Name. Set up under System > Users. If the full name and email address were completed for the manager during user setup and the manager is selected here, their name and email address can be pulled into template letters using Manager Name and Manager Email tags. If you are using universal navigation, click Settings > User Management > User Management.
Assistant Manager: Assistant Association Manager’s Name. Set up under System > Users. If you are using universal navigation, click Settings > User Management > User Management.
Compliance Inspector: Set up under System > Users. Used only with Portfolio module. If you are using universal navigation, click Settings > User Management > User Management.
Type: When the Management Module is activated, CINC will assign the type of management company. This type should not be assigned to any other association. Set up under System > Dropdown Options: Association Type. If you are using universal navigation, click Settings > General > Drop Down Options.
Service Package: Set up under System > Dropdown Options: Service Package. If you are using universal navigation, click Settings > General > Drop Down Options.
Region: Set up under System > Dropdown Options: Region. If you are using universal navigation, click Settings > General > Drop Down Options.
Office: Set up under System > Company Profile: Offices. If you are using universal navigation, click Settings > General > Company Profile.
AR Accounting Type:
Cash: Will recognize income when payments have been received.
Accrual: Will recognize income when assessments are billed. To change accounting type after there are GL entries, submit a support case.
AP Accrual: Toggle on if payables should be processed on an accrual basis, i.e., to have expense GL recorded when an invoice is approved and ready for payment. To change accounting type after there are GL entries, submit a support case.
Address Line 1: This address (including the following four fields) will be used when generating correspondence from CINC Accounting that uses the association address tag as well as for the return address used on any statement that is generated from the system.
Address Line 2
City
State: Set up under System > Dropdown Options: Address States. If you are using universal navigation, click Settings > General > Drop Down Options.
Zip
Tax ID: The tax identification number for the association, which must be completed in order to produce a complete 1096 report from CINC Accounting for reporting payment to 1099 vendors to the IRS. This field is required for processing ACH transactions and onboarding with our credit card processor.
ACH Prefix: The default is 1 and should not be changed.
State Employer Account Number: This field is for the California DE 542 form report. Enter your State Employer Account Number. Leave blank if this does not apply.
Sales Tax Rate: This field is not currently in use and should be left blank.
Sales Tax GL: This field is not currently in use and should be left blank.
ACH Billing Day: The day of month that a homeowner’s account will be debited if they are set up and using the automated ACH process. Days numbered 1 through 31 are available for selection as well as On Charge Date and Last Day. On Charge Date refers to the date the assessment for which ACH is billed. ACH files for review will be produced seven days prior to the day of month defined in this field.
NOTE: To define assessments that will be included in ACH processing, select System > Assessments, and place a check in the appropriate ACH columns. If you are using universal navigation, click Accounting > Settings > Assessments.
Max Signature Amount: Maximum signature amount authorized for check printing purposes. Any check generated for more than the maximum amount will print without a signature. This field can also be set under Setup > Check Signature, which overrides the value in this field. If you are using universal navigation, click Accounting > Settings > Check Signature.
Max ACH Post Amount: Maximum posting amount authorized for invoices paid by ACH. Attempts to post a greater amount will trigger a warning on the Invoice screen. Users with Post Max ACH Invoice security permission can override this setting by approving the invoice.
Enable Collections: Toggle on after the Collections module is set up and ready to be turned on.
Accelerated Collection: Works in conjunction with the Legal Work Order report to include the balance of all charges billed to the owner through the end of the fiscal period.
Collections Reset Balance: Use this field to define the balance that would remove a homeowner from collections if the collections module were set up with the balance parameters that would place a homeowner in collections.
NOTE: The Collections Reset Balance value must be less than the Balance At Least value for the first collection level…older than __ days Numeric (# of days) for the Collections Reset Balance.
Scan Line Encoding: Defines requirements for the scan line on coupons. The default setting is None. If a bank’s lockbox has scan line requirements and the correct setting is unknown, contact the lockbox provider to determine their requirements.
SD Statement Template 1234-: If producing SouthData statements from CINC Accounting, enter the template number(s) provided by South Data.
SD Late Notice Template 1234-: If producing SouthData late notice files from CINC Accounting, enter the template number(s) provided by SouthData.
Contact: Any of these five fields can be included in templates by using a tag in the correspondence templates. Contact name, phone number, and email address are also included in the association information that is available through CINC mobile access.
Phone
Fax
Email
Website
Days until ACC Auto-Approval
Days Until Auto-Approval Alert
Base ACC Alerts On
User Defined [Fields]
Post Payments: How payments should be applied to owners’ accounts:
By Level: Will follow the distribution levels set up under System > Assessments. A number is assigned to each assessment type in this screen that provides a posting order for payments that are received. The payments will be applied to assessments with the lowest number assignment first and in ascending order. If you are using universal navigation, click Accounting > Settings > Assessments.
By Date: Will apply the payments to the oldest balance first.
NOTE: If the homeowner has two charges with the same date, the system will access the Payment Distribution Level setup on the System Assessments screen to determine the order in which to apply payments.
Default Billing Type: There are four preferred billing types: Automatic ACH, Coupons, eStatements, and Statements. Setting this field will ensure new homeowners’ billing types are set to the association default.
Click Save. The Association List screen appears.
Select the newly created association from the screen.
If the Copy Setup From function was not used, click the Addr tab on the Association Information screen and the Additional Addresses / AB Collection screen appears. Here you can select several different Address Types to enter. Importantly, this is where you enter the Remittance Address.
Click New.
Enter the following information and click Save:
Address Type: Select type of address:
1099 Adress
Clubhouse
Developer
Golf Course Office
Mailing Address
Physical Address
Pool
Remittance Address
Tennis Pro Shop
Name: Enter the association name.
Address: C/O the management company’s name; lockbox number.
City, State, Zip: For the lockbox.
Common Area: Toggle on for any address to make it available for assignment in the Work Order screen.
Setting Invoice Approval Permissions
To set invoicing approval permissions:
Click the Invoicing tab on the Association Information screen.
Enter the following information, then click Save:
Total Approvals Required: Enter the number for the association.
Available Users: Select the Authorized Approvers from the list of by toggling the Add column next to each name. Marking a user as required under the Req column indicates that the user is required to approve the invoice; it cannot move forward through the payables process without the indicated user’s specific approval.
If using the Board Invoice Approval function through the website, enter the number of Total Board Approvals Required, then select the applicable invoices for Vendor Types Needing Board Approval. Click Save.
NOTE: Non-selected vendor types will skip the board invoice approval process.
Providing Users Association Access
NOTE: Users will not see the new association in CINC Accounting until they have been assigned access as a user.
To provide users access to the new association:
Click the Users tab the Association Information screen.
Select the checkbox next to each user who is authorized to have access to the association, then click Save.
