Manage annual simulated dues, corrections and reminders

An explicitly authorized finance manager can issue annual SIMULATED charges, review partial payments, record reasoned corrections and export the simulation ledger.

Step by step

1. Open Finance in the correct association. Confirm that payment simulation is enabled and that the Community Admin has explicitly granted your active Board membership finance-management access, or that you are the Community Admin. The Treasurer office label alone gives no finance permission.

2. Review active properties, assigned members and ownership verification before issuing annual dues. Choose Create annual simulated charge, then enter Property, Charge title, Assessment year, Due date and Simulated amount (USD) using at most two decimal places; the system stores money as integer cents.

3. Choose Save simulated charge only for the intended eligible property. One active annual charge is allowed per property and assessment year. Review the saved property/member snapshot and total before asking the owner to try a simulated payment. Later owner or address edits do not rewrite existing financial snapshots.

4. Use the ledger to review original charges, partial simulated payments, remaining balances and receipts. Confirm whether a payment is still effective or has a recorded reversal; a receipt is not evidence that funds reached a bank account.

5. To correct a payment, choose Reverse simulated payment and enter a reason. To correct or reissue a charge, reverse all of its effective simulated payments first, then use Void charge with a reason and create a corrected charge if appropriate. Original records and receipts remain preserved. A reversal does not refund money and a void is not a bank cancellation.

6. Current charges is the normal Status view and hides voided charges and their payment details. Use Status → All or Voided to review the preserved history and receipts. Reversing a payment alone does not void its charge.

7. For an eligible open balance, choose Record private reminder and Save in-app reminder for its authorized member. Check the recorded result and use the association’s established contact method if needed. No email, SMS, bank debit or statutory collection notice is sent.

8. Choose Export simulation ledger (CSV), check its SIMULATED labeling and keep the file in an authorized location. The export is a record of this simulated ledger, not a bank reconciliation or a complete accounting system. Do not share other owners’ balances in the public forum or documents.

9. At a board transition, have the Community Admin review and remove old finance permissions and explicitly appoint any replacement. Correct wrong ownership, unavailable membership or stale balances before continuing. If a save result is uncertain, refresh and inspect the existing record before retrying.