AR OUT TROUBLESHOOTING
-Whenever you come across an AR out, the easiest way to troubleshoot is to compare the Balance Sheet against the AR report to determine which day these reports stopped matching. This will let you know which day the issue occurred. Before you open these reports, make sure to refresh your financial summary screen in each applicable Period so you know which month to start your research. In this example, the issue dates to July 2018. Vantaca will automatically refresh your financial summary overnight, but only for the current month and two months prior. Anything older will need to be refreshed manually. Depending on the size and activity level of the association, this may take a minute or two and will cause your user login to appear slow until the refresh is complete.
-In this example, we’ll want to compare the balance sheet and AR report in July. Since the system uses the total AR, this example will use the Consolidated Balance Sheet. This may look different than what is produced for your associations.
-In this example, on the 14th of July the balance sheet and AR report are still in balance.
But on the 15th, they are no longer in balance.
If you find that the code you use for Receivables and the AR Aging Report are in balance but the Financial Summary is still showing an error, the Association Once updated, refresh the Financial Summary screen.
This tells me that a change occurred on the 15th. Common suspects are deleted payments on the homeowner account and GL entries. GL entries can be attached to Post Items or Misc Check processing. If your issue was created by a journal entry, review the journal entry and correct it. If you have gone through all of these steps and are unable to determine the source of the out or are unsure how to correct it, please submit a support ticket with as much detail as possible, including what steps you’re already taken.
Note: If your association is set to Cash Accounting in Vantaca, you will not see outs in the Financial Summary screen because receivables are not recorded on your balance sheet. Should you find an AR balance on your balance sheet, the same techniques can be used to determine the source of any errors.