Activating an Association for Payments
Activating an Association for Payments
The following information is vital to ensure acceptance of payments and transactions when an association goes live with CINC Core.
Payment Processor Onboarding - Week Prior to Go-live
At least one week prior to the Go-live date, ensure the following items are completed in the order listed below. These items must be completed to set up payment processing in the CINC Core.
On the System > Company Profile screen, verify the Payment Provider Info and Payment Provider Contact sections are complete and accurate. PO Boxes are not allowed for the mailing address. If you are using universal navigation, click Settings > General > Company Profile.
On the Banking > Bank Accountsscreen, verify the correct account is selected as a depository bank account as indicated with a green dot. (See Bank Accounts for more information.) If you are using universal navigation, click Accounting > Settings > Bank Accounts.
If the wrong account is marked as the depository account, click the hyperlink of the account in the Description field. On the Bank Account Information screen, toggle on or off Depository as needed.
On the Setup > Banks / Bank Information screen, verify the depository bank account has the correct 9-digit routing number. (See Setting up Banks for more information.) If you are using universal navigation, click Accounting > Setup > Set Up A New Bank.
On the Setup > Transaction Setup screen, verify all required fields are completed and the depository bank account is selected in the Default Bank Account for Receipts field. (See Setting Up Transactions for more information.) If you are using universal navigation, click Accounting > Setup > Transaction Setup.
On the Setup > Association Setup /Association Information screen, verify the association Name does not contain the words “Sample” or “Test”, and a valid Tax ID is entered. (See Setting Up Association Information for more information.) If you are using universal navigation, click Associations > Associations > View All.
When the association is ready for payment processor onboarding, enable the Active toggle on the Setup > Association Setup / Association Information screen. If you are using universal navigation, click Associations > Associations > View All.
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).
To prevent any unwanted payments until the association’s Go-live date, enable the Block Payments toggle. (See Setting Up Association Information for more information.)
The following morning, CINC’s automated process will send the association to the payment processor. Most associations will complete the onboarding process in two business days, but CINC recommends allowing a five business day buffer in case there are any issues.
Unblocking Payments - Day of Go-live
On the Go-live morning, turn off the Block Payments toggle on the Setup > Association Setup / Association Information screen to start payments. (See Setting Up Association Information for more information.) If you are using universal navigation, click Associations > Associations > View All.
NOTE: If the association is using a partner bank’s lockbox and payment portal, a validation file containing homeowner names, HOIDs, and balances due will not be sent to the bank until the association is active in CINC Core and payments are unblocked. The file will be sent overnight.
Associations using bank payment processing should therefore be active with payments unblocked by 5:00pm Eastern on the day prior to the association’s start date.
Bank Account ACH Setup
Before any new partner bank integrated bank accounts are used for any ACH function in CINC Core (transfers, vendor ACH, online eCheck payments, or homeowner ACH), confirm with the bank that ACH has been set up for that bank account.
There is often a delay between the bank providing a bank account number and ACH being set up for the association. Any attempt to use the ACH functionality listed in CINC Core prior to the bank setting up ACH for a bank account will result in payment failure.