Exiting an Association
Exiting an Association
Exiting an association includes the following procedures:
Other procedures include in this topic are:
Blocking Payments
Enabling the Block Payments setting in CINC Accounting blocks the association from receiving homeowner payments at the lockboxes, BillPay, as well as online payments on their WebAxis Admin Portal website.
We recommend that homeowner payments should be blocked on the last business day of the month around 4:30pm EST. Any payments, such as online payments, that come in after this time will be processed the next business day and will take on the next month's transaction date.
This setting does not impact Vendor Payments. Invoices can still be paid until the association is made Inactive.
NOTE: Blocking payments will not prevent a deposit from being made if the bank account is still open. Credit card payments that initiate one day and are not deposited until days later will not be affected by the block.
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Search for and select the association.
On the Association Information screen, toggle on Block Payments.
Click Save.
Blocking Website Access
To prevent users from accessing the homeowner portal, you can block website access.
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Search for and select the association.
On the Association Information screen, toggle on Block Website Access.
Click Save.
Homeowners who have saved or bookmarked the URL will still be able to access the URL. However, Block Website Access will prevent them from logging in.
If you do not want the association to appear at all, then remove the web keyword that makes the website link work. Navigate to Setup > Association Setup. Select to include inactive associations and select the association. Delete the Web Keyword and click Save. If you are using universal navigation, click Associations > Associations > View All.
If you want to leave access for the association but provide additional information, you can create a new template to assign to associations that you no longer manage with verbiage on the home explaining, "We no longer manage this association. Please contact your new property management company or Board for additional details.” Then, map this association to that template.
Blocking ACH Payments
Change the ACH Billing Day for the association to a date in the following month to prevent any future ACH Payments from generating in the ACH batch.
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Search for and select the association.
On the Association Information screen, select the latest day possible from the ACH Billing Day dropdown menu.
NOTE: The latest possible date is not the Last Day option.
Click Save.
Removing Automatic ACH Bank Information
As a secondary measure, CINC recommends removing the bank account information from homeowners whose Billing Type is set to Automatic ACH and changing their billing type to something else.
Perform the following steps for each homeowner matching the search criteria:
Select Homeowners > Homeowners. If you are using universal navigation, click Residents > Residents > Resident List.
On the Homeowner Listing screen, filter by Billing Type that Contains the filter search term ACH.
Select the homeowner.
On the Primary Homeowner Information screen, change the Billing Type to None.
Delete the Routing No. and Account No.
Click Save.
If the ACH batch was generated prior to exiting the association and is still in an Open status, the pending ACH payments may be deleted from the batch by removing them individually from the homeowners’ ledgers. This must be done prior to posting the batch.
If the batch has already been posted, the ACH payments can be voided as a bank adjustment from the homeowners’ ledgers, if applicable.
Stopping Invoice Approval Notifications
To stop the board from receiving invoice approval notifications, set the Board Invoice Approval to 0, and void any pending invoices.
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Search for and select the association.
On the Association Information screen, click the Invoicing tab.
Set the Total Board Approvals Required to zero (0) in Vendor Types Requiring Board Invoice Approval section of the Invoicing Privileges screen.
Click Save.
If you need instructions on how to void invoices, see Voiding an Invoice.
Exporting Association Information (Including Images)
After the books are closed, association data can be exported with or without images from the Data Export screen:
If Include Images is enabled, the files are sent out on the following Thursday via SharePoint to the requesting user’s email address. Follow the link to access and download files within two weeks from the day received before permissions expire. There is a $50 fee for this service for each file requested. If you choose not to export images, your file will be available in the queue the following morning of the day chosen to extract. The export with images contains all the data noted above plus the following images:
Checks
Invoices
Homeowner correspondence attachments (without notes)
Association Notes Attachments (without notes)
Vendor Notes Attachments (without notes)
If Include Images is not enabled, the export without images will generate overnight and be found in the queue on the left navigation. This export will include the following information from CINC:
Association (Details from the Association Information screen)
Chart account Descriptions (Descriptions for each Segment)
Chart of accounts (Description, Chart #, Balance Type, Segments 1 - 5 if applicable), and Reserve indicator
Checkbook (A list of active bank accounts, Accrued Interest, Date, and Bank Balance).
Checkbook transactions (All checkbook transactions)
GL transactions (All activity recorded to the GL)
Homeowner address (All address records for each homeowner, i.e., property, offsite, etc.).
Homeowner information (account number, unit, lot, phase, village, block, status, billable, resident, owner number, posted, settled, drive order, and payment plan). Does not include the homeowner's name.
Homeowner transactions (all ledger activity)
Invoices (invoice details)
Vendor contacts (primary vendor contact info)
Vendors (all vendors info used by this association)
Select Tools > Data Export. If you are using universal navigation, click Settings > General > Data Export.
Search for and select the association.
Select the Export On date on which to export the data.
If needed, toggle on Include Images to export images.
Click Generate to schedule the export.
Handling Reservations
Capturing Paid Reservations
A list of paid reservations to provide to the new management company is available from the WebAxis Admin Portal.
In the WebAxis Admin Portal, select Administration > Manage Reservations. If you are using universal navigation, click Associations > Amenities > Reservations.
Search for and select the association.
Click on the Confirmed Reservations, Security Deposits, and Reservation History tabs to view reservation information.
Take a screenshot or record the paid reservations.
Preventing Reservations
To prevent additional reservations from being booked before the association’s exit date, block reservations in the WebAxis Admin Portal. Alternatively, you can create time blocks for amenities to block out the desired date range from the Manage Content > Amenities screen. If you are using universal navigation, click Associations > Amenities > Amenity Management.
NOTE: Preventing reservations for an amenity does not cancel existing reservations. Cancellation of reservations must be done separately. (See Canceling Reservations and Refunding Reservations)
Do the following for each amenity as needed:
In the WebAxis Admin Portal, select Manage Content > Amenities. If you are using universal navigation, click Associations > Amenities > Amenity Management.
Search for and select the association.
Click Edit for the enabled amenity.
On the Edit Amenity popup, de-select the Enabled checkbox and click Update.
Canceling Reservations
If needed, cancel reservations from the WebAxis Admin Portal.
NOTE: To cancel all reservations at once, you can delete the amenity itself in the WebAxis Admin Portal under Manage Content > Amenities. If you are using universal navigation, click Associations > Amenities > Amenity Management.
For each reservation to be cancelled:
In the WebAxis Admin Portal, select Administration > Manage Reservations. If you are using universal navigation, click Associations > Amenities > Reservations.
Search for and select the association.
On the Pending Reservations tab, select the Details button of the reservation to cancel.
On the Reservation Details screen, click Deny Reservation. Denied reservations are moved to the Reservation History tab.
Click on the Confirmed Reservations tab of the Manage Reservations screen
Click Manage next to the reservation to cancel.
On the Manage Reservation Details screen, click Cancel Reservation.
Refunding Reservations
Once a reservation is cancelled, you can refund security deposits and reservation charges to the homeowners within the 21 days by credit card or by check if the refund window has expired or you prefer to refund by check.
NOTE: Refunded reservations will not include a refund for the administrative fee.
In the WebAxis Admin Portal, select Administration > Manage Reservations. If you are using universal navigation, click Associations > Amenities > Reservations.
Search for and select the association.
Click on the Security Deposits tab.
Click Refund next to the security deposit to refund. Only those reservations with a Refund button are eligible.
On the Security Deposit Refund screen, enter the Amount to Refund and click Refund.
Click OK on the confirmation popup.
Click on the Reservation History tab.
Click Refund next to the reservation charge to refund. Only those reservations with a Refund button are eligible.
On the Reservation Payment Refund screen, click Refund.
Click Refund on the confirmation pop-up.
Deleting Web Registrations
You will need to delete web registration from the WebAxis Admin Portal to ensure that if the association is ever reinstated, the homeowners can register again correctly. This is done after blocking payments to prevent users from processing online payments after the last business day.
NOTE: To give users access to their account on the last day of the month, wait until the first business day of the next month to delete their registration.
In the WebAxis Admin Portal, select Administration > Manage Homeowners. If you are using universal navigation, click Resident > Resident > Registered User Management.
Search for and select the association.
Hold the Ctrl key and select the registered user(s) to be deleted. You can select multiple users. Do not click directly on the homeowner’s name as this will open a new screen.
Click Delete Registered User.
Click OK on the confirmation popup.
Deactivating the Association
When you make the Association Inactive, the system will automatically delete the WebaAxis Admin Portal recurring payments during the overnight process. It is best practice to mark the association as Inactive at the close of business on the last day of managing the association. You can make the association active again at any time to work in it.
After the books are closed and the data is exported, the association should be made inactive as follows:
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Search for and select the association.
On the Association Information screen, toggle off Active to deactivate the association.
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).
Click Save.
Accessing a Deactivated Association’s Information
A deactivated association's data remains available within the system but is hidden.
To view the association's data:
Select Setup > Association Setup. If you are using universal navigation, click Associations > Associations > View All.
Select the Include Inactive Associations option and search for the association using the filters.
Click the Refresh button to reload results.
Click the association name to set it as your most recent association. After being set as your most recent association, the system displays data for the inactive association when you navigate within CINC Accounting in all screens.
Returning Associations
If an exited association returns to your management company after time has passed, it is best practices to create a new association. Re-activating an inactive association causes many issues (resales, old balances, etc.). The following tasks ensure that there is no conflict between the new and old association.
Rename the old association and the association code in Setup > Association Setup, leaving it inactive. If you are using universal navigation, click Associations > Associations > View All.
Submit a support case to request CINC Support to change the account numbers on the old association to include the updated association code as a prefix. The purpose of this is to ensure that homeowners do not link to the old accounts.
Make sure the old association’s bank account(s) are marked inactive.
Create the new association; you can use the code previously used if desired. Import homeowner information, beginning balances, etc. as you would when onboarding a new association.