The following table describes the data import options and parameters which are included in a standard implementation subject to availability.

Area/Module Additional Description Parameters
ASSOCIATIONS
Associations   Client provides legal/tax info, accounting method, fiscal year for each association.
Client provides an association code of 3-4 alpha-numeric characters with no symbols or leading zeros for each association.
Association MISC Info Custom fields related to associations.  
HOMEOWNERS
Homeowners Owner names, property address, owner contact info, owner mailing address, and billing groups/sections. Required Control Totals: number of units. The CINC import format requires one row for each unit/property.
Client reviews the CINC data import file format for homeowner data. Only data columns included in this import file format will be imported.
Client provides a homeowner account number of 16 or less alpha-numeric characters with no dashes or symbols, beginning with the association code.
Additional Addresses Renters/tenants, emergency contacts, etc. Data columns included in the Additional Addresses import file format will be imported.
Homeowner ACH Routing and account numbers. Three Options:
1) imported along with homeowner data import (preferred),
2) separate import later, or
3) manually entered by Management Company.

Some software systems do not provide this data so bank files, such as NACHA files, may need to be consulted. Client must provide access to this unmasked data. Client should confirm access to this information early in the project.
Homeowner Fee Ratios   Homeowner fee ratios are used to calculate billing percentages to calculate billed homeowner fees. These percentages may differ than the property ownership percentages.
Ownership percentages can be imported as Homeowner MISC Info.
Homeowner MISC Info Custom fields such as vehicle info, pool key numbers, pet info, etc.  
Board Members   Board member assignments are a customer responsibility. Depending on source data, CINC may be able to further assist with this, subject to scoping and change control costs.
ACCOUNTING
Banks Bank name and routing number Required for all banks used by the associations
Bank MISC Info Custom fields related to banks.  
Bank Accounts   Full, accurate account numbers are required for each bank account.
Bank Account MISC Info Custom fields related to bank accounts.  
Chart of Accounts   Clients are encouraged to work with CINC’s accounting experts to plan recommended revisions to their existing charts of accounts.
Standard data conversion does not include an overhaul of the Client’s chart of accounts structure or change in accounting methods, which are subject to change control.
Client to provide timely approval of the revised chart of accounts, after which material changes may be subject to change control.
Budgets   Association budgets can be entered directly in CINC which includes several features to make this as efficient as possible. Alternatively, they may be imported by entering budget data into an Excel workbook that is generated by CINC, using the revised chart of accounts that was approved by Client. In both cases, CINC will train how to do this and will work through initial examples with the customer. At that point, it is a customer responsibility to enter budgets in CINC. Depending on source data, CINC may be able to further assist with this, subject to scoping and change control costs.
Charge Lists (Assessments) Types of charges that can be applied to homeowner ledgers. CINC does not import charge lists (assessments). CINC has a standard list of these by default. If a customer has assessment types which are not included in the standard list, they are manually entered into CINC.
Association fees Fee schedule for each association. Recurring, predictable charges for homeowners, such as assessments. Client must provide homeowner ratios if billing by percentage. If delinquent and interest parameters are not imported, Client is responsible for manually configuring these items later.
VENDORS/ACCOUNTS PAYABLE
Vendors   Vendor list in CINC is global. Client must provide one vendor list.
Clients are encouraged to “clean up” their list of vendors by identifying only those vendors recently used. It is not recommended to import all vendors from prior software.
Vendor Insurance    
Vendor MISC Info Custom fields of information related to vendors.  
Service Providers List of preferred vendors for association. Assigns an existing vendor to an association as a preferred service provider.  
BEGINNING BALANCES
Homeowner AR Aging   Homeowner ledger transaction history will not be imported into CINC’s Homeowner ledgers at go live. Existing homeowner balances, by specific charge types, as of the day before go-live, are imported. It is CINC’s preferred method to use the actual charge date when to age balances. However, our ability to do this is based on the legacy software’s ability to provide this level of detail. If the legacy software only provides 30-60-90-120 (or potentially longer) aging, CINC will calculate a date based on this.
Homeowner Prepaids   Homeowner ledger prepaid transactions history will not be imported into CINC’s Homeowner ledgers at go live. Prepaid Homeowner balances as of the day before go-live are imported.
GL   GL transaction history will not be imported into the Associations’ General Ledgers. GL account balances, as of the day before go-live, are imported.
CINC requires timely access to the complete, balanced, and reconciled financial packages for each association dated, the day before go live, including balance sheet, YTD income statement, AP detail, AR and Prepaid aging detail (if accrual), bank statement balances, checkbook transactions, and bank reconciliation reports.
Bank Balances   Bank Balances history will not be imported. Bank Balances, as of the day before go-live, are imported.

 

Data History and Custom Data Options

Data history is not included in a standard implementation.  This work must be specifically defined in an Order Form, Amendment, or Change Request.

Current, open records such as violations, ARC requests, and work orders are a type of data history.  In standard implementations, these are entered manually by the customer as part of CINC Training.

Depending on the data type, there may be multiple approaches in regard to importing data history:

Import Direct into CINC Modules - this entails importing data into the actual CINC modules such that it will appear in CINC essentially as if it had been entered in CINC originally.   This method provides the most integrated CINC functionality but it is limited in scope, more expensive, and is the most time-consuming for CINC and the customer. This is an option for Violations, Work Orders, and ARC Requests.

Import into Data History Module - this entails importing data into a read-only history module.   Data in this module is completely separate so it is not subject to any CINC functionality or reporting.  Data can be filtered and sorted in the CINC History Module.  It cannot be accessed by Homeowners but it is very flexible (can store most anything), it is cheaper, and it requires the least amount of customer time. This is an option for Violations, Work Orders, ARC Requests, Homeowner Transactions (ledgers), Association GL Transactions, and File Attachments.

File Attachments

File Attachments such as PDF, JPEG, PNG, Word, and Excel are a distinct type of data history.

File attachments can be manually uploaded to correspondence records on Homeowners and Associations.

Often, the most simple, cost-effective option is to extract these from the former system and place them on a portable drive for retention and reference purposes.

If importing into the Data History module or importing WebAxis Board documents, files must be provided in a defined folder structure or accompanied by an Excel mapping file which provides metadata for each file (one row per file).

General Requirements and Assumptions

  • CINC is happy to and will assist with all Client responsibilities. CINC time spent may be subject to change control for potential time and cost impact.
  • Data files are supplied by Client. CINC may be able to assist with obtaining data in which case Client is responsible for providing access.
  • Client is responsible for data quality, completeness, and clean up from source systems.
  • Client is responsible for final data review and approval. CINC will provide guidance to make this review as easy as possible.
  • When using CINC standard import file formats, only data columns included in these templates will be imported.
  • Data files must include file layouts or explanations of the contents of each data element.
  • Data files must be in ASCII or Excel format. CINC may be able to accept other formats but may be subject to change control.
  • Data must be provided to CINC using CINC prescribed data transfer mechanisms such as secure Sharepoint folders or SFTP transfers.
  • All homeowner data must be mapped to homeowner account numbers. All association data must be mapped to association codes. All vendor data must be mapped to unique vendor names.
  • Expectation is one data source per data type. If there are multiple sources for common information, clear guidelines must be provided in regard to which system is the primary “system of truth” for each type of data in order to resolve conflicts (i.e. if homeowners are in more than one system). If combining or matching data from multiple sources, there must be a “primary key” such as an account number in each source file and a key to map them if they are not the same in both systems.
  • All data imports will be imported into CINC once, after which Client is responsible for keeping the data updated. Once a data set is approved, a re-import or update of the data may trigger a change control.
  • An import is defined as a single file imported into CINC.
  • Data requirements not listed on this page must be assessed separately and are subject to change control.

Make Technology Your Competitive Advantage  

Gain a stronger foothold in the community management industry by using a powerful, all-in-one platform to increase your speed, efficiency, and growth.