LGC Resource 2016 FlexGen Business Tax Session 2 – State Processing

Session 2 –FlexGen State Processing Importing BL Files Daily- Select BLIN Process and print report. Report is available to access from the BLState Folder/Lists Folder if it wasn’t printed during the BLIN Process

FlexGen State Processing * Reminder: The State removes all files more than 30 days old. This process is run on their server every day, deleting files that are over 30 days from the current date.

It is important to recognize that the files received in the BLIN Process are for the purposes of issuing licenses accordingly. However local offices have capability to compare the information received via the State website to the LGC BLIN files if they so choose, but if additional businesses are listed on the website that have not been included in the BLIN Process the local office should contact the TN Department of Revenue

FlexGen State Processing-SBN Files SBN files are New Business files received from the State via the Import Process

FlexGen State Processing-SBN Files Enter the date provided on the BL List Report and hit Select

Review and print report, escape will prompt Import options

FlexGen State Processing-SBN Files SBN File adds a new business to system. Contact business to collect the $15.00 fee. Reminder: Do not change the flag to Initial Payment received on Master Maintenance Screen, this will update when the payment is applied within the system

FlexGen State Processing-SBN Files Master Inquiry, F5, Distress Letter, Print Best practice to include notes in the system when an invoice is mailed. Reminder: Do not change the flag to Initial Payment received on Master Maintenance Screen, this will update when the payment is applied within the system

Add Notes-Master Maint. Tab to F5,enter notes, and F4 to Save

FlexGen State Processing-SBN Files What if the Business already exists within FlexGen?  If flag denotes potential duplicate business on report proceed with Edit Import Option. The record can be deleted within the edit process to eliminate duplicate account.  Then print report and update the State Account Number on Master Maint. Screen, F4 to save record.

Make necessary changes F6 to delete and Page down to continue, escape key will prompt if user wishes to revert to original file

FlexGen State Processing-SBN Files Note-If a New Business File is received and the State Number is updated through Master Maint rather than the Import process the “move zero to state flag” should be completed to ensure that a New Business File is created to communicate the existing local account number. This option is located: Special, State Processing, Maint., Move Zeros to State Tax Flag. When running enter the correct issue date for the business you are reporting.

FlexGen State Processing-SBC Files SBC files are Change Files. Changes files are sent by state to notify and update business closings and address changes. Best Practice  Review report during Import Process  Use edit process to delete a record if account is being closed in error Remember that all original files from the State are saved in BLSTATE/SAVE folder

FlexGen State Processing-SBC Files  SBC files are Change files received from the State via the Import Process

FlexGen State Processing Change Files Enter Import date provided on the BL List Report and hit Select, Print Report, Escape, select from options

FlexGen State Processing-SBT Files  Following methods for Issuance of Business license: 1.Via clearance file within the Import Process 2.TN Department of Revenue via a Certificate of Clearance. A Certificate of Clearance can be issued to the business owner or clerk upon request. Proof of payment or receipt confirmation of tax transaction is not acceptable proof to issue a license. 3.The State Website

FlexGen State Processing-SBT Files  SBT Files are Clearance Files reporting businesses that have filed their business tax return and remitted payment to the state.  Special, State Processing, Imports, Tax Clearance File

Edit Report 1 of 4 Steps: Enter date provided on BLLLIST, review, and print report. If error messages are listed proceed to Step 2-Edit File, If no-Proceed to Step 3

Edit File-Run to make corrections or delete record(s) prior to import

F2 to look up file data, F6 to delete record, Page Down to continue  Page down moves you through each record in the file. Page down to last record and select import when prompted  Can’t go back to a previous record without repeating Step 1  Escape will prompt if changes should be saved

Step 3 Import File: Creates the license record for printing- Process completes quickly

Step 4 Print License: F2 to select businesses, Step must be run in order for the tax account to update correctly F4 to select records, Hit Enter, Follow Print Prompts

Flex Gen Processing If an Import is done on a new, change, or clearance file and an error is not corrected during the process:  Access BLState/Save Folder  Locate the file  Copy and paste back into the BLState/IN Folder  Re-Run the Import process for appropriate file *Remember to delete any records contained that were previously imported within the file

Open BLSTATE\Save Folder Select File, Right click, copy, Paste into the BLSTATE\IN Folder

FlexGen State Processing-BL Export Files From Main Screen, Special, State Processing, Exports, Select New Business, Change Form

New Business File-Enter the Beginning and Ending Date Best Practice to run daily Select and follow prompts to print report Go to BLOUT and click to run and print report list

Business Tax Change File-Enter the Beginning and Ending Date Best Practice to run daily Select and follow prompts to print report Go to BLOUT and click to run and print report list

FlexGen State Processing-Error Files LBE Files: Error Files Returned to the local office from the State regarding rejected New Business Files  LBE Files must be processed and issues corrected  A corrected SBN File must be resubmitted

FlexGen State Processing-LBE Files Select St. New Business Error Import, Print Report which will include error code, Use Master Maint. to correct errors

FlexGen State Processing-LBE Files To resubmit File run: Special, State Processing, Maint., Move Zeros to State Flag, Enter original issue date that is on the State Error Report

FlexGen State Processing-LBE Files  Run the Export New Business Option (Use the original issue date from Report)  Run BLOUT * Remember that BL Export should be run once at the end of the day to avoid overwriting files

FlexGen State Processing Duplicate Accounts that no money has been applied to the account can be deleted from the system

FlexGen State Processing  Reminder: Prior to the deletion of a business contact the TN Department of Revenue to determine the active account and the correct State Account Number  If money was taken on both accounts, verify correct account and contact LGC support to remove the business.