The first thing you always want to do is pull up their address in SnapHOA Management App before accepting their payment to confirm payment is being applied to the correct account and so a receipt can be printed.
- Legal/Collection Attorney.
- Once an account has gone to the attorney they must contact the attorney’s office regarding any questions their account. We are NOT to discuss the account, give the balance owed on the account or provide them with any information other than the contact information for the attorney as well as what the monthly dues are (no totals). We are however able to accept their payment but again we are not allowed to provide or answer any questions other than what the monthly association fees are (No balances).
ACCEPTING A PAYMENT
- Verify there is a signature, Dollar amount and written amount match and it’s made payable to the association. (If it’s made out to Action, have them write the association on top with their initials)
- Date stamp the back of the check.
- Click on the “Payment Receipt” option on the right of the accounting Tab under their address:
- There are 2 options to select from in the Payment Receipt pop up window. Assessment Only and Misc Payment. When you are processing a payment for an assessment you select assessment only. Payments for Special Assessments will be processed under Misc Payments along with anything else like payments for keys & devices.
- Assessment Payments: Enter the Payment Amount and the Check number and click on Submit.
- Special Assessment, Key/device payments and any other payment: Under Description, select the right option depending on what the payment is for. There should be an entry for Special Assessment, Key Fee, Gate Opener, etc. Then you enter the cost for each individual item.
- Example if they purchase 2 fobs and 1 remote for $25.00 each, you would not list one entry for $75.00. You would list: Fob Fee for $25, Fob Fee for $25 and gate opener for $25.
- Please note that the certified mailing fee should also be it’s own separate entry (normally $5)
- Click submit
- Once you click on submit for either type of payment, you will get another window with the options to print a receipt or print AR Form. If the homeowner would like a receipt, click on Print Receipt. We usually only offer a receipt for Assessment payments. The A/R Form MUST be printed as the check my be stapled to the bottom of the form.
- If we are experiencing technical difficulties and you are not able to print a receipt, obtain the owner’s email address and let them know we can email it. If they do not want it emailed and insist and getting something to confirm payment was received, you can use the Misc receipt form printed in the Forms folder.
- Place the A/R Form with the check attached in the Cash Posting folder located at the front desk.
- Once the payment has been submitted, this automatically generates a note in the Recent Checks log in the bottom of the owner’s accounting tab. If a mistake is made, you have the option of voiding the payment you have posted to the account. Scroll down to Recent Checks and click on the check that needs to be voided. When the pop up shows, scroll down to the bottom of the pop up, there should be a red void button. Click it and the payment is voided. Once voided, you will need to enter a new check with the correct info. There is no option to edit.