How to Generate HOA Financial Statements & Budget Reports in Vantaca

In Vantaca, generate financial statements and budget reports by going to the Reports area, selecting the correct Association and Date Range, choosing a saved Financial Package (or the specific report like Balance Sheet, Income Statement, Budget vs Actual), then previewing, validating totals, and exporting to PDF/Excel or adding it to an Owner/Board portal delivery.

 

Before running reports (so the numbers are correct)

 

• Confirm the period: month-end reports should use the exact start and end dates (example: 01/01–01/31).
• Check posting status: make sure bank transactions, invoices, and journal entries are posted (not draft/pending). “Posted” means it hits the ledger.
• Reconcile banks: if the bank is not reconciled, cash balances may look wrong. Reconciliation means matching Vantaca entries to the bank statement.
• Verify budget is loaded: for Budget vs Actual, the budget must exist for the fiscal year and be assigned to the association.
• Accrual vs cash basis: pick the correct accounting basis your HOA uses. Cash = when money moves. Accrual = when it’s earned/owed.

 

Generate standard HOA financial statements

 

• Go to Reports and filter to the correct Association.
• Select Financial Statements (or the financial report category your menu shows).
• Choose the report:
  • Balance Sheet: what the HOA owns/owes on a date.
  • Income Statement (P&L): income and expenses over a period.
  • General Ledger: detailed list of transactions by account.
  • Delinquency / A/R: who owes assessments and how much.
• Set Date Range and Basis, then Preview.
• Validate:
  • Balance Sheet Assets = Liabilities + Equity.
  • Cash on Balance Sheet matches reconciled bank balance (allowing for timing items).
• Click Export to PDF/Excel, or Save as a package if you run it monthly.

 

Generate budget reports (Budget vs Actual)

 

• Go to Reports and select Budget or Budget vs Actual.
• Pick the Fiscal Year and the Month/Quarter range.
• Choose display options if available:
  • Variance $ = Actual minus Budget.
  • Variance % = how far off plan.
  • YTD = year-to-date totals.
• Preview and confirm budget lines map to the correct GL accounts (GL = chart of accounts categories).

 

Common problems and quick fixes

 

• Report is missing expenses: invoices may be unposted or coded to the wrong GL account.
• Budget shows zeros: budget not loaded, wrong fiscal year, or not linked to the association.
• Cash looks wrong: bank not reconciled, or transactions duplicated/imported twice.
• Owner balances look off: assessments not generated, payments misapplied, or credits sitting unapplied.

 

When to contact Vantaca support

 

• Financial package templates are not available or cannot be edited.
• GL mapping is inconsistent across reports (same transaction appears in wrong section).
• Permissions block access to Reports or exports.