Step 1: Access Credit Memo Upload Page

1. Go to Manage Invoices > Credit Memo.

2. Click the Action button.

3. Select Upload.

4. You will be redirected to the Credit Memo Upload screen.

Step 2: Download and Prepare the Template File

1. On the Credit Memo Upload screen, click the Select File button.

2. A pop-up page will appear containing upload instructions.

3. Follow the instructions on the pop-up page:

   • #1 Download the template file by clicking “Download.”

   • #2 Open the template file and complete the required fields.

     • Required Worksheets and Fields (see detailed instructions below)

Worksheet 1: credit_memo

Fill in the following fields:

• account_number

• credit_memo_number

• item_type_id

• bill_date

• description

• customer_name

• property_name

Worksheet 2: allocation_tag

Fill in the following fields:

• credit_memo_number

• item_group_type_id

• amount

Worksheet 3: reference_id

Copy the correct reference IDs to be used in the credit_memo and allocation_tag worksheets.

4. After completing the template, save the accomplished file to your local drive.

Step 3: Upload the Completed Template

1. Return to the Credit Memo Upload screen.

2. Click the Select File button.

3. The pop-up page will appear again.

4. Follow instruction #3 on the pop-up page.

5. Click Choose File.

6. Select the completed template file from your local drive.

7. A preview of the uploaded data will be displayed.

8. Ensure that the total amount matches the encoded amounts.

9. Click Import to proceed with the upload.

Step 4: Post and Review Uploaded Data

1. All uploaded data will be posted to the system.

2. Review the Account Ledger or Credit Memo Listing to verify the uploaded transactions.

Credit Memo Template Completion Guide

Fill in the following fields with accurate and complete information:

Worksheet 1: credit_memo

• account_number – Refer to the lot inventory and obtain the homeowner’s account number.

• credit_memo_number – Assign sequential numbers (e.g., 1, 2, 3, 4, 5, and so on). Ensure that numbering is unique and not duplicated.

• item_type_id – Determines the purpose of the credit memo. Refer to the reference_id worksheet and copy the correct Item Type ID into the template. See examples below:

  1. • Untitled Spreadsheet

     • Waived Dues

     • Waived Penalty

     • Discount

     • Beginning Balance

     • Witholding Tax

     • Primewater/Firstpeak Collection

     • Balance Transfer

     • Payment

     • Reversal

     • Reversal - Building Repainting

     • Balance adjustment

• bill_date – Indicates the transaction date. Transactions dated from the 1st day to the end of the month will be posted in the following month’s SOA.

• description – Enter the purpose of the credit memo and any additional relevant information.

• customer_name – Enter the name of the unit owner associated with the account number.

• property_name – Enter the property name associated with the unit owner and account number.

Worksheet 2: allocation_tag

• credit_memo_number – Copy the assigned credit memo number from the credit_memo worksheet. This serves as the reference link between the worksheets.

• item_group_type_id – Determines the related item group type of the credit memo. Refer to the reference_id worksheet and copy the correct Item Group Type ID into the template. See examples below:

  1. • Association Dues

     • Real Property Tax

     • Insurance

     • Building Improvement

     • Preventive Maintenance

     • Utility 

     • Membership Fee

     • Violation

     • STP System Upgrade

     • HomeProtect (Environet)

• amount – Enter the credit memo amount. This should be a positive number.