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bneater
June 29, 2023
Question

HOA Setup

  • June 29, 2023
  • 1 reply
  • 7 views

Greetings and thank you in advance for your assistance. I know there are some HOA Setup posts out there, and I've reviewed them, but I just want to ensure this unique situation is done correctly! So, apologies for any perceived redundancy, but i promise, it's unique!

 

I'm setting up the books for a 96 unit HOA in QBO. Ultimately, I'm seeking advice on the best way to map this out, customize it, etc. to ensure this is done correctly. There's a current treasurer keeping the books by hand and I'm being brought in to wave the digital wand and convert the masses!

 

Thus far, I've setup the following:

  • Entered the Property Addresses as Customers
  • Added the Resident Information as Sub-Customers to the associated property

 

NOW...here's the business they will be conducting and how they're conducting it...

  • They will collect monthly dues from each resident. The details are fuzzy here, but I believe that the residents can pay in the following ways:
    • Send a Check which is then processed by the Treasurer
    • Send a check/pay directly to the bank with a coupon. Theoretically, I will be able to connect to the bank to check the #'s and use it for QBs transactions.
  • The amount owed each month is the same for each resident (i.e. $100 X 12)
  • They don't have huge capital expenditures...they pay out to vendors for Lawn care, Cable, etc. usually on a monthly basis.
  • They want to be able to track income from dues against expected payments resident by resident 

 

WHAT I WANT CLARITY ON

  • Given this relatively easy and simple flow of $$, what is the best way to set up COAs? Money comes in from Dues, over to savings, then out to vendors.
    • Keep in mind, we want to show that $xx.xx came from Y resident and their balance is zero (?) or something like that. 
      • Initially, I think I set this up as a recurring PLEDGE?
      • How then does the mula come in, get credited to the right resident and then into savings for spending on vendors after???
  • Do I then set up recurring Pledges? Or, invoices?
  • Can I link the bank to then complete the above referenced action of correctly mapping to a resident account, and then into the gen fund. 

 

THANK YOU ALL AGAIN for any assistance you can provide! 

1 reply

A
Archie_B
Level 6
June 29, 2023

Hi there, bneater. I appreciate the effort in sharing those details. I'll explain how property management works in QuickBooks Online.

 

In QuickBooks Online, you have two options for recording income from residents or property owners. It depends on when you receive your payment. You can either record it as an Invoice if you expect to receive payments later or as a Sales receipt if you receive their payments right away.

 

In your case, what you initially set up as customers and sub-customers is correct. However, keeping track of transactions and using the correct account for property management can be tricky.

 

Thus, I recommend consulting an accountant for guidance if you're not sure what accounts to use, or how to track these types of transactions. If you don't have an accountant, we can help you find one in you: Find a ProAdvisor.

 

You can also use the information in this article as a reference:: Record transactions for a property management company. Although the steps in this article are specific to QuickBooks Desktop, you can use them to guide you in recording transactions for rental property and property management.

 

Let me know if you have any additional concerns or questions about customers or invoices. I'll be here to assist.

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bneaterAuthor
June 29, 2023

Thanks Archie - It's good to know that I'll have support through the process. The only thing I'll add is that there is a treasurer - with what I have to believe is knowledge of accountancy given his prediliction for keeping the books by hand on a physical ledger. So, I anticipate there being an intentionality to the existent bookkeeping - I just want to think about what a typical setup would look llike in anticipation of what is either going to be shared or turned over to me. 

Keep in mind that there is some resistance to this switch over, but the project is being mandated by the Association Board. So, putting the political discussion aside, I just seek information such that I can be ready to work with whatever exists and build confidence in this transition throughout the process - because ultimately, it is he that will inherit these books! 

 

To piggy back off your reply - the Dues are received asynchronously. That is, residents are submitting their dues for 7/1 throughout the month of June - sending it to the bank, sending it to the treasurer, carrier pigeon - i don't know. But, suffice to say that throughout the month of June, money continually comes in for the July 1 due date. And then, when we get to 7/1, we Groundhog Day it and start doing the same for 8/1. Having said THAT, we all know that there will be residents who have paid 6 months in advance and some residents who will pay late. That's life. 

So, is the set up as a PLEDGE correct? And then, when we process the payment - are we sending a receipt because we're processing it at that time, whatever that time is??? And, what is happening behind the scenese in the journal, re: money flowing to accounts. 

Thanks again!

BN

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bneaterAuthor
July 2, 2023

Good to see you back, bneater.

 

You can utilize the Recurring transaction feature. This way, your residents can receive Pledges/Invoices monthly automatically.

 

As to receiving payments, you can use the Receive Payment feature when residents send a check to Treasurer. Then, record a deposit to the bank account where the payment will be deposited. Once done, you can match the downloaded deposit transaction to the manually created one.

 

If your residents deposit the payment automatically to your bank account, all you have to do is to add the transaction from the Banking page.

 

For more details on receiving payments and handling bank transactions, see these articles:

 

 

As for your concern about double entry, can you add more details about this? I want to ensure we're on the same page. Any extra information is much appreciated.

 

In the meantime, let me share some resources that you can browse and use as a reference in managing and navigating around your QuickBooks US account.

 

 

If there's anything else you need help with, please let me know by commenting below. I'm always here to answer any questions you may have. Take care.


Many thanks - wonderful info, and I've checkout out all the resources...thank you

 

In re: double entry comment - I guess, it's been so engrained that for every + there is a -, I'm searching for where the balance is in all these transactions. So, if we receive a check for dues, that is + to undeposited funds, but where's the balancing transaction??

 

When the check gets deposited, it goes from (-) undep. funds to (+) A/P or General fund, etc. 

 

Related - should each property have an account in the Chart of Accounts? Or, would that make it too complicated? (remember each property is a customer and each owner is a sub-customer of the property, and I believe that I will be setting recurring pledges for their dues on the first of each month). 

 

My concern is accuracy and assignment via the methods by which the money is being received. I will be syncing transactions from the bank account where residents can mail their payment. 

So, that report will lack granularity, but I will receive this:

 

1. $150 received into checking with coupon 123456

2. $150 received into checking with coupon  777888

3. $300 received into checking with coupon  999000

 

I want to be able to simultaneously associate that deposit to the customer's pledges to ensure that is accurate and then ensure the $$ is available to pay bills. 

Assuming that coupon 123456 is associated to Property 1 &

777888 is associated to Property 2, 999000 associated to Property 3

 

How can I ensure that 150 for July is assigned to 1, 150 for July to 2, and 150 for July/150 for Aud to 3?

 

Does $600 go into checking, then (-)$600 from checking and (+) 150 to Prop 1, (+)150 to Prop 2, and (+) 150+150 to Prop 3....

followed by 

(-)150 from Prop 1, (-) 150 from Prop 2, (-) 300 from Prop 3, and (+) 600 to General Fund or A/P?

 

I think that's too much, but I just want to be sure. Here's what I think/hope the solution is to the above and below question:

 

The recurring pledges create an amount in A/R. Money received via bank statement (resident sent in) is (-) A/R and (+) checking, and money received via check to the Treasurer is (-) A/R and (+) undeposited funds, followed by (-) undeposited funds and (+) checking when those checks are deposited. And, hopefully the process of recording the checks from the bank and receiving the checks into undep. funds will have a mechanism to satisfy the monthly pledges/dues for each resident sub-customer account. 

 

Am I on the right trail here? THANKS! BN

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