User Guide - New Association Checklist

Following each new association setup, to ensure your new association is correctly configured to meet your requirements, we recommend you review and update the following items as applicable:

General

• Association Logo (Manage > Association > Association Logo)

• Association Document Folders

  • Create the required document folders for the association:

    • Board Financial Packets

    • Homeowner Financial Packets

    • Reconciliations (Required)

    • Notes to Financials

    • Add any additional folders needed for the association's document-management process.

Accounting - General Accounting Settings (Accounting > Settings > General Options)

• Enter the AP Integration setting:

  • Select Strongroom if the association will use Strongroom.

  • Select Local if Strongroom will not be used.

• Configure Local Check Printing, if applicable:

  • Enable Allow Local Check Printing.

  • Select the appropriate check location.

  • Select the number of signature lines.

• Enable statements to be sent through Auto-Mail (Zero-Touch), if applicable.

• Review Reconciliation Options and configure any optional settings needed for reconciliation reports.

Accounting - Association Setup

• Review and create any additional Subledgers, if needed.

• If the association uses Security Deposits, configure the appropriate default GL Codes. (Accounting > Settings > Default GL Codes)

• Create the appropriate Homeowner Group(s).

• Add any required Collection Statuses and Legal States to applicable units.

• Add appropriate Tags to applicable units.

• Create Past Owner Accounts for any units with outstanding balances from previous owners.

Accounting - Recurring Charges

• Set up all required Group-Level Recurring Charges.

• Set up any required Unit-Based Recurring Charges.

• Review recurring charges to confirm the correct amounts, frequency, effective dates, and applicable units/groups.

Accounting - Vendors & Bank Accounts

• Add any new Vendors that are not already in the system.

• Set up all required Bank Accounts. If integrating, also update bank integration settings in Company > Profile > Banking.

• Verify that the correct GL accounts are assigned to each bank account.

Accounting - Beginning Balances

Beginning balances should be entered as of the last day of the month immediately preceding the Go-Live date.

Example: If management begins on 08/01/2026, beginning balances should be entered as of 07/31/2026.

Accounting - Homeowner Balances

• Enter beginning balances for all homeowners as of the day before Go-Live.

• Include balances belonging to past owners.

• Charges may be imported, if applicable.

• Enter any credits manually, as needed.

• After entering homeowner beginning balances, post a Journal Entry reversing the entries created during the beginning-balance process.

  • This will zero out the related General Ledger balances.

  • Important: All GL accounts should have a balance of $0.00 before entering the beginning General Ledger balances.

Accounting - Payables

• Create and post an invoice for every unpaid invoice as of the day before management begins.

• Use the original invoice date.

• Create and post an invoice for any invoice attached to a check that has not cleared the bank as of the day before management begins.

  • Use the original invoice date.

• Post a Journal Entry reversing the entries created when the outstanding invoices were entered.

  • Debit: Accounts Payable GL
  • Credit: Applicable Expense GL(s)
• Pay each outstanding invoice using the same check number that was originally used.
  • This is important so the checks can be properly matched during future bank reconciliations.
• Post a Journal Entry reversing the entries created when the outstanding checks were entered.
  • Debit: Bank GL
  • Credit: Accounts Payable GL
• Confirm that the two reversing Journal Entries leave the applicable GL accounts with a $0.00 balance.

Accounting - General Ledger Beginning Balances

• Obtain the prior management company's General Ledger or Trial Balance as of the day before Go-Live.

• Review the ending balance for every GL account.

• Create one Journal Entry containing the ending balance for every GL account with a balance.

  • GL accounts with a $0.00 balance do not need to be included.

  • The net amount of the Journal Entry should equal $0.00.

• Verify that the beginning GL balances agree to the prior management company's financial records.

Accounting - Statements

• Review and confirm the association's statement delivery method:

  • Zero-Touch / Auto-Mail

  • Local Printing

  • Manual Upload

• Confirm that the appropriate statement settings are configured based on the selected delivery method.

Accounting - Reports & Report Packets

• Assign the new association to all applicable Reports.

• Assign the association to all applicable Report Packets.

• Review the available reports and hide any reports that should not be visible to the association.

• Confirm that the appropriate financial reports are available before Go-Live.

Architecturals

• Configure Settings (Arc > More > Additional Settings)
• Setup Online Submit Form (Arc > More > Online Submit Form)
• Letters & Emails (Arc > More > Letters & Emails)

Violations

• CC&Rs (More > CC&R’s)
• Policies (Violations > More > Violation Options > Policies)
• Letters (Violations > More > Violation Options > Letters)