Coupon Maintenance: Coupons |
  
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Coupon Maintenance: Coupons |
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The coupon tab uses the parameters to determine what data is exported in the coupon export file.
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The program names the export file with to current date and the name defined through Program Control/Coupons. If a file has been created in a prior export for the same day and it was aborted, the program will detect the file name and ask the user to delete the file prior to exporting. It is very important to know what happened during the last process before deleting the file. |
The maintenance tab displays all properties to send maintenance coupons. A maintenance coupon is any new owner added to a unit that has not received a coupon or if a user selects to receive a coupon through Resident and Property or the website.
To export maintenance coupons:
1.Select the properties to send by checking the checkbox
2.Press the Maintenance Batch button
3.If an error list is not displayed, the accounts exported will be cleared and only new accounts will be added to the next maintenance file
The program will export the data into the coupon export folder (see Program Control/Coupon), which the user typically uploads to the vendors website or emails the data.
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In the event an error list is displayed, it is very important to analyze the information in order to tell the program to continue creating the coupon file. If entries on the log have Error defined, then no coupons will be sent for the community (if a general community error) or the owner. If the log entries state Warning, then coupons will be exported, however there might be missing information. It is best to do the analysis of the issues to determine the severity of the problem prior to continuing the export process. |
The annual tab allows users to export annual data for selected properties, using the start and end data to determine the billing information for the coupon data. This module is very useful for exporting data for a new accounting period for all resident accounts.
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It is important to export any maintenance coupons for properties prior to exporting annual coupons, as the program will clear the maintenance flag for all current owners. |
The fields are further defined:
Field |
Description |
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Property |
Displays property names. |
Billing Type |
Select a billing type.
Ready: This is the default definition. No coupons are exported with the Ready selection
No Print: Ignores the property in the batch
All: Exports data for any billing defined for the community and / or resident account
Community: Exports only community billing definitions
Resident: Exports only residents will billing defined |
Start Coupon |
Select the start date for the coupon. |
End Coupon |
Select the end date for the coupon. |
Last Sent |
Displays the date the last coupon was sent to the selected property. |
