Maintain detailed records of homeowners and other customers

Billing

Billing records, Account number, Name, Address, Telephone and email address

Unit

Unit address and, if applicable, tenant details

Credit Control

Select terms, status, hold, payment arrangements and if emailing documents is permitted

Memo

Free Text memo details

Documents

Select from a sortable and searchable list of documents for the homeowner/customer

Sales

View all sales data for the current fiscal period

Telephone Records

Maintain a list of all telephone conversations made with the homeowner/customer

Aged Analysis for Income

Export

Export analysis to Excel or print to PDF

Negative Balances

Ability to select negative balances as prepayments

Documents

Document Manager

Documents stored in Document Manager can be viewed from here as well as in the Customer record

Vendors

Address and Contact

Store all relevant supplier contact details

Credit Control

Store credit control data

Memo

Free text memo section

Documents

View all documents stored for this supplier

Purchases

Current balances and history for the current fiscal year

Telephone Records

Transcripts of telephone calls made to the supplier

1099

Store 1099, Insurance expiry dates for Auto, Liability and Workers Comp. (Suppliers can update insurance details and upload new certificates online)

eInvoice

Suppliers can upload invoices online

Aged Analysis for purchases

Export

Export analysis to Excel or print to PDF

Documents

Document Manager

Documents stored in Document Manager can be viewed from here as well as in the Vendor record

Purchase Invoices

Import eInvoices

Directly import eInvoices uploaded by suppliers with just one mouse click

Split GL

Split invoice total into up to 10 different GL codes

Reserve Components

Keep the inbuilt Reserve Study up to date at the same time

Hold

Keep invoice on hold - all users will be able to view the reason(s)

Documents

Upload the scanned document at the same time

Order Numbers

Search and allocate to Order Numbers (generated from the Maintenance Section)

General Ledger Records and Transactions

Name

Define new GL Accounts or edit existing ones, including Control and Bank Accounts

Memo

Add any free text description for the GL account

Details

Provides month by month analysis of budget, actual costs and prior year comparison

Activity

Audit trail for all transactions during the current fiscal year

Journal two GL accounts (balancing Debit and Credit)

Define bank accounts

Default for payments

Define one account that is the default for all payments (usually the operating account)

Default for receipts

Define one account that is the default for all receipts

Laser check

Select a template for the blank laser checks you use

Make Payments

Supplier Payment

Select outstanding invoices for payment

Cash Payment

Make as cash payment with a check

General Ledger

Make General Ledger payments

Debit Card

Make Debit Card payments (and upload invoices)

Petty Cash

Maintain a Petty Cash account

Enter bank deposits

Customers

Select from the customer/homeowner list to post deposits

General Ledger

Enter General Ledger receipts

Lockbox

Enter local Lockbox Deposits (can also be run globally for all HOA's)

Transfer between accounts

Bank Transactions

Transactions

View/print/export transactions | Run deposit summary | Run deposit report | Unreconcile items | Receipts by GL report

Reconcile

Reconcile bank accounts

Bank Register

View the bank register between selected dates

Check Register

View/Void issued checks

Standard accounting package, run invoices

Ad-Hoc is the ideal way to post multiple invoices for the same GL, for example recharging guttering on several properties

Special Assessments can also be run quickly from here

Set up monthly schedules for recurring invoiced

Run monthly, quarterly or annual assessments

Run late fees according to the HOA rules

Run Violation Fines - violations are defined within the Board tab

Trial balance report

Full audit trail

Trace and balance out incomplete transactions (paid flag not posted as an example)

Enter opening balances for Banks, Customers, Suppliers and General Ledger

Define as many cash flow reports as you want, with or with out reserve

Define as many P&L and Balance Sheet reports as you want

View or print income reports

View or print purchase reports

View or print General Ledger reports

View or print a report of prepayments

View or print a report of late fees

Run statements (either as PDF to print, or text file to export to commercial printer

Run report to text file for coupon book printing