CommunityPro PORTAL TUTORIAL For BOARD MEMBERS To:

Transcription

1 CommunityPro PORTAL TUTORIAL For BOARD MEMBERS To: Register & Learn to Navigate in CommunityPro PORTAL BOARD ROOM Login & Access Ledger Balances & Make Assessment Payments Through CommunityPro PORTAL Board members can view their Association financial information in real time 24/7, retrieve on-demand reports and have exclusive access to the enewsletters. This tutorial is designed to help Board members Login to the CommunityPro PORTAL Board Room. 1. To begin, please go to: and click on MY ACCOUNT. 11/ of 13

2 To create your unique Login credentials, you will need your 16-digit Account number (as pinted on your coupon): IF YOU DO NOT HAVE YOUR COUPON simply call Sentry s Customer Service Team at Monday through Friday (8:30 am to 7:00 pm EST) or contact your Community Association Manager. 2. You are now at the Homeowner Login Page used by both Board members and Homeowners (as Board members you are also Homeowners). Click on "New User Registration" (located under the Homeowner Login button). 3. This opens to the New User Registration Page. (a) Fill in all required fields. Please note: your address, User ID (choose a User ID that is alphanumeric, up to 8 characters) and Password (can be alphanumeric, 5 to 20 characters) are all case sensitive. An will be sent from Sentry confirming your User ID for all future Logins. 11/ of 13

3 Important Information! As stated in the Sentry Privacy Policy: Your property address, phone number & address is not shared or otherwise provided to any third party (excluding those who assist in operating and providing services) unless Statutorily required. We use your Name and Address as recorded in county and state records which is public information. In order to receive pertinent and current information about your community you should allow your address to be used for both receiving correspondence and blasts. Remember--this information is not shared with third parties. MEMBERS DIRECTORY INFO OPT OUT OF COUPON(S) INFO Should you opt out of receiving your assessment coupons because you pay by E-check, Credit/Debit card or AUTOPAY, upon approval of your community's Annual Budget you will still be mailed one coupon which simply supplies your 16- digit Account # and amount of new assessment. 3. (b) Type your 16-digit Account # into this text box. 3. (c) Put a Checkmark in the box I have read the Terms..." then click on Register. 11/ of 13

4 4. Now that you are registered as a Homeowner the "Homeowner Login" screen will appear again. Simply enter your newly created Login credentials User ID (Name) and Password then click on the yellow "Login" button. 5. (a) Once logged in you see Your Name and your Community Manager s name and to the left of that you see Menu Items starting with Close (Log Off) and ending with Contact Us. 11/ of 13

5 HOW TO MAKE PAYMENTS Homeowners/Board members can make payments from either: Option #1 - within CommunityPro PORTAL, OR Option #2 - from the Sentry Management Website Opt #1 - From your Association's PORTAL the Online Payment Options are available as a Menu Item or as a direct link for your selection. HINT: While in the PORTAL, you can check your current account balance before making your payment. Click on "Your Ledger Card" for your current balance due. Opt #2 - From the Sentry Management Website just click on Make a Payment. FYI - You do NOT need to Login to the PORTAL to make an online payment! 11/ of 13

6 On the Website both "MY ACCOUNT" and "MAKE A PAYMENT" opens to the "Homeowner Login" page. Simply select a payment option below and follow the prompts. FYI - Regardless of payment method each property has individual coupons and corresponding 16-digit Account numbers. If you have multiple Sentry accounts you must make individual payments to each individual account. You do NOT need to register within the Portal in order to make a payment. Online Payments are made through third party Vendor Websites separate from Sentry's Website and Portal. Payment options include credit card (Paylease) and E-check (Union Bank). Since these are Vendor Websites, your unique Sentry Portal Login can NOT be duplicated. In order to make online payments you need to create an additional unique Login credential at the vendor websites. Once you select a payment option, then follow their prompts. Your Association 16-digit Account number(s) is always required to complete any transaction. Remember: 1) Prior to making your payment if you need your current balance you should access your Ledger Card through the PORTAL to view your balance. From the Sentry website click on My Account and Login to your Association s PORTAL and select Menu Item Your Ledger Card. 2) It is NOT required to Login within the CommunityPro PORTAL to make your payment. PAYMENT OPTIONS 11/ of 13

7 BOARD ROOM P0RTAL NAVIGATION TUTORIAL 5. (a) Now that you are Registered simply Login to the Portal where you see your name and your Community Manager s name and to the left of that you see Menu Items starting with Close (Log Off) and ending with Contact Us. In the middle of these topics you see Board Room. (Remember - only Homeowners that are Board members will see the "Board Room" as a menu item. Now Click on "Board Room". 5. (b) Five additional Bullet Menus will open which are: Property Profile, Homeowner Profiles, Financial Package, Board Room Reports & enewsletters. Remember... this view/access is for Board Members only. 11/ of 13

8 The "Property Profile" button includes all important detailed information concerning every aspect of your property made available within our workspace and to you as the Board of Directors. See blue "Ribbon" at the top of the page with selectible categories. 11/ of 13

9 The "Homeowner Profiles" button will display a review of all homeowner's information/ledgers which include Violation Letters and you can see a PDF of the actual letter sent to them. This is found under the "Rules and Regulations" found in the middle of the blue Ribbon that is directly under the Homeowners name and address. Search Click on Profile Homeowner Profile Rules and Regulations Ledger Card Ledger Card opens to display account history and boldly display current Account balance. 11/ of 13

10 6. (a) For this example we selected the "Financial Package Menu Item" within the Board Room. We clicked the checkbox(s) to select both Balance Sheet and Revenue & Expense Budget Comparison Report. 6. (b) We selected "Display" from the "Send output to" (drop down menu choices include: Display, PDF or Excel). Then click Submit". Change Period Ending Date (mmyyyy) here: LAST PERIOD PREPARED Indicates the latest Financial Completed and now available in the "Information Center" menu item. Tutorial for the Financial Package Contains all the infomation needed to be fully aware of your Association's financial position. Should there be a question concerning your Association's financial reports, Sentry provides an additional service called accountinginfo@sentrymgt.com which is a direct link to our General Ledger Help Desk. To send an to the Help Desk use the "CLICK HERE" feature to launch your program with an auto-popped address and send your question(s) directly to our General Ledger Help Desk. 7. Please see example below of the first page (printscreen view) for the Balance Sheet as "Displayed". 11/ of 13

11 The "Information Center" button contains your Association's Governing Documents, Rules & Regulations, Architectural Application and any other Board approved documents. These PDF files can be opened, reviewed, "saved as" and/or printed. The "envelope icon" s directly to any address. Since Homeowners are provided access into the Information Center, (Board only) simply indicates a documents' level of security. Open documents as PDF to view, save as or print... documents directly from the Information Center Board Members will know when the latest Financial Package is ready as our General Ledger Department will post availability as an Archived Accrual Financial Report in the Information Center. In the Date column 08/11 is the mm/yy of the Financial Report and in parenthesis (mm/dd) indicates actual date placed in the Information Center. The Association's Information Center includes a Sentry Management Cabinet containing Sentry's AUTOPAY Application, Bank Rate Sheet (updates with every interest change) and exciting details regarding our additional CommunityPro Communication Services. Important! The Information Center & Calendar are available for any Association simply by providing access rights to a duly appointed Board Member. This appointed Board member would be the "Administrator" for this file and allowed to place new or archived documents and/or pictures into additional file drawers within the Cabinet for the Association. The Administrator will also have access to the Association Calendar to place future up coming events for you community there. 11/ of 13

12 Board Room Reports provide you as a Board Member the ability to make your own (ad hoc) report for any period of time. Just "click on" any report to open. Property Notebook - Shows all violation letters written to owners - just click on "Submit Form". Accounts Receivable Report - Gives current report of owners delinquent on their accounts - just click "Submit" to see a report. Cash Receipts Summary - Shows each owner's payment on the day posted. Make sure before hitting "Submit" to type in the Month & Year to print like (MMYYYY). (It won't actually print). Good resource for those who are used to "cash accounting". Purchase Journal - Shows all bills paid and the description of how coded. On this report you must fill in "Beginning Date" and "Ending Date" plus the beginning and ending "Chart of Accounts" (COA). Put 4000 for the Beginning Chart and 9999 for Ending Chart. (It's great to run a report at budget time for the upcoming year.) For this example, just put for Beginning Date and for Ending Date. Then hit "Submit Form". General Ledger - Just hit "Submit" and this report will automatically give you the full year of every transaction in every COA number that has transpired for that year (Income and Expenses and Reserves). 11/ of 13

13 enewsletters - A value added service, enewsletters will provide educational information helpful for Board members as a knowledge based resource available to you 24/7. 11/ of 13