Late Fee Enhancements
In the setup for Late Fee Rules, two new features are now available. The first is a checkbox to apply the Late Fee only to the current month (the period from the first day of the month to the Late Fee date). This checkbox is named “Account for Current Month Payment” and will prevent a Late Fee for the current month to be posted on an owner’s account if the owner paid off the charges that were posted in the current month only, all charges that are set in the “Balance Includes” field. The second is a new toggle between the existing Fixed Amount balance type and new option “Number of Charges”, which will trigger a Late Fee based on the amount calculated by the amount and number of charges for the selected Assessment Type in the dropdown next to it.
These new enhancements allow for more flexibility when charging late fees. Using Number of Charges vs Minimum balance is helpful in situations where homeowners are charged different amounts, perhaps due to percentage-based Assessment rules. The Account for Current Month Payment feature allows you to bypass owners that have paid their current assessment, even if there is an older, outstanding balance on the account.
SouthData Statements Through Calendar
In screen Association > Settings, section “Interfaces” now has new field “Statement Product Code – SD Only”. This allows SouthData statement codes to be set on the Association level, which in turn allows those statements to be generated from the Association Calendar. If set on manually created Action Items in the Parameters section, the code given in the Action Item will override the code in the Association Settings.
Prior to this update, SouthData statements needed to be created manually. This update allows for greater automation for your AR team. Simply set up your SouthData Statements the same as you would with in-house statements using the Association > Calendar page and enjoy the extra time in your day.
Activity Count Tags
Four new Merge Tags are now available: ARC Activity Count, Collection Activity Count, Violation Activity Count, and Work Order Activity Count. These tags will give the counts of Action Items in those four Action Type Sections that were open at the end of the previous month for the specified Association.
These new Merge Tags allow your management company to include more information in their monthly management reports to your boards. Adding these tags will show outstanding items at the end of the month. Try adding these tags to your letter templates, and see what creative solutions you can come up with.
“Notification Suppressed” Indication in XN History
When the “No Notifications” box was checked on an Action Items popup, this will now be shown in the XN history when you drill down on the XN.
This information makes reviewing action items and homeowner communications easier. When notifications are suppressed, no letter is generated, and no email is sent. It is important to know when these items are created, especially in cases where a letter or email needed to be sent.
Portal Registration Key
Every existing and new owner now has an automatically generated Portal Key that can be used to sign up for the portal. The Portal Registration page has been enhanced with a field to enter the key, and if the key and account number are the correct combination the owner will have instant access to the portal. If the owner does not know the key, they can click the “no Key” link at the bottom and will be redirected to the original existing registration page and method. For communicating the key to owners, new merge tag “Portal Key” has been made.
The Portal Registration Key is an important step towards automating the Portal Sign-up process. So long as the Portal Key and Account number match, a portal login can safely and effortlessly be created by the system, with no manual entry from your team! You may have used similar keys when registering yourself for various online utility accounts.
Simply adding the Portal Key as a Merge Tag to your existing welcome letters will give your new owners a way to sign up instantly to your portal, without the need to wait for your team to create those logins.
Figure 1: Portal Key on Homeowner's Account
Figure 2: Entering the Registration Key at Sign-up
This release includes five new reports:
- Annual Budget Comparison With Percent: This is similar to the Annual Budget Comparison report but with percent columns
- AR Aging By Fund: similar to the AR Aging report but grouped by Fund
- Reserve Summary By Fund: this version of the Reserve Summary report groups by Fund
- Equity Balances: which shows balances for all Equity GLs with a breakdown by Fund
- Owner Violation Report: similar to the Violations Report but then for single owners.
These new reports allow your management company to give your boards even more of what they’re looking for in their monthly financial and management reports. Review your Financial Delivery Action Item(s) and see if one or more of these new reports would benefit your communities.
Removed the Check No column from the Open Invoices report, added Assoc Name column to the Admin Billing report, and added the Ledger ID to the GL Trial Balance reports.
These report enhancements are designed to make them easier to read and understand. This helps cut down on confusion and time when reviewing and using these reports.
Attachment Size Increase to 25 MB
In all places where the attachment size limit was set to 10 MB, the size limit has been upped to 25 MB per upload.
Larger uploads allow for more information to be shared and stored in Messages, Documents, and Action Items.
Two new import options are now available: “Association CCR” and “Global CCR”. Both have the options to Append (add to existing) or Replace (delete all existing and put the imported ones in place). The layout for these imports is similar to the CCR Exports that are on the corresponding pages under Association and Settings.
Before this enhancement, these CCR items had to be entered manually. The ability to import these at a Global or Association level saves your managers time and energy that can be spent doing inspections instead of prepping for inspections.
- In-House Statements can now be run for previous owners
- The Deed Name field now allows up to 8,000 characters
- The email link in XN logging (drill-down) now also shows on new messages
- The Balance Sheet Comparison report now correctly shows debits in the liability section
- The “+ New Item” button in Settings > CCR Items has been restored.