At the top-left of the ledger, you will see your account information. For residents, this may include the names of tenants residing with you and the property address. You will also see the rent amount for residents and HOA dues for homeowners, if applicable.
- Date (Highlight 1) – The date the transaction occurred.
- Description (Highlight 2) – The reason for the transaction (e.g., Association Dues, Special Assessment, Work Order, Payment).
- Charges (Highlight 3) – Amounts applied to your account, such as fees, dues, or assessments.
- Payments (Highlight 4) – Amounts received and applied to your account.
- Balance (Highlights 5 & 6) – Running total after each transaction. The most up-to-date balance is always located at the bottom right of the Balance column.
Note: Charges increase your balance, and payments reduce it. If you have a credit and new charges are applied, the credit will automatically be applied to reduce the new charges.
Understanding Your Balance and Credits
- Positive Balance (e.g., $1,694.91): You owe this amount.
- Negative Balance (e.g., -$425.60): You have a credit on your account.
- Payments made when no balance is due are applied as a credit and may appear as “Prepaid HOA Dues.”
- Note: Prepaid rent for non-homeowners is not accepted. Homeowners may occasionally have a credit, and tenants or residents may have temporary credits on their accounts.
Common Questions
Q: Why doesn’t my balance match my payment?
A: Some payments take time to process. Pending payments or new charges may temporarily affect your balance.
Q: What types of fees may appear?
A: Examples include late fees, maintenance fees, NSF (Non-Sufficient Funds) fees, and for residents, rent charges, work order charges, pet fees, storage, garage fees, etc.
Q: What happens if my payment does not clear (NSF)?
A: If a payment is rejected:
- The original payment is reversed, reinstating the original balance.
- An NSF fee is applied (a bank charge when there are insufficient funds).
- The ledger may include a note like “NSF reversal receipt for Reference #123.”
- Your outstanding balance will equal the original amount plus the NSF fee.
Q: How is one payment applied to multiple charges?
A: When a single payment covers multiple charges (e.g., regular dues, old fees, or special assessment installments), the Description column will show how the payment was allocated.
Example: A payment of $563.00 could be applied to April 2025 dues ($533.00) and a partial May 2025 dues ($30.00). The Description will detail how the payment reduced your outstanding balance.
Tip: If you want your payment applied to a specific charge, please note it in the memo area of your check.
