RESOURCE 2016 FLEXGEN TRUSTEE PART 1 – VARIOUS TOPICS

Warrants/Checks/Positive Pay Bankruptcy ACV Reconciling Tax Aggregate Balancing

Warrants Warrants are checks written by a Department/Fund  Entered in at the Trustee’s office, either by file or by hand.  Entered before or after they clear the Bank.  Distributed (charged/Debited) to the department by the Trustee.  Bank notifies Trustee of amounts that clear, Trustee will transfer money to the bank account or write a check.  A Clearing Account can be set up with a surplus amount to guard against overdraw. The Trustee will transfer funds between the Bank and the Clearing Account and the Bank automatically debits the account for items that clear.  Trustee usually has a reconcile process.  Some Trustee offices only do the ‘funding”. They are notified of a dollar amount that is being spent which they charge to the department and that amount is transferred to a separate clearing account. Reconciling falls to that department. WARRANTS

Checking System  Warrants are written by the Department  A list or file is given to the Trustee and detail information is loaded in advance  Trustee distributes these, charging each department  Trustee transfers funding to the Bank in advance  There may be additional clearing accounts used for each department  Trustee will reconcile each item as it clears the bank.  Balance to Unreconciled Warrants  Option: Trustee provides only the banking process: Doesn’t handle detail of transactions. Posts totals from each department, usually keeping separate Banks on the Trial Balance. The department is responsible for reconciling. WARRANTS

Positive Pay  Trustee’s bank must be a willing participant  Departments send the TR detailed information of the checks written.  Trustee loads checks, creates a Bank file, and uploads it to the Bank  As checks begin to clear the bank, they must match the information that was uploaded to the Bank. The bank will charge the Trustee’s bank for these items that match.  Items that don’t match will be denied by the bank, until the Trustee can verify.  The general ledger process is much the same as Warrants or Checking.  Helps prevent Fraud  Bank provides a reconcile file that the Trustee can load WARRANTS

Warrants / Checking - Options and Reports WARRANTS Some options you might not be familiar with – Load Warrants No Diskette - to receive the GBBW1 files from departments through . Reconcile Export – The Trustee can provide a reconcile file back to the departments instead of a paper report, GBBW3 Monthly WA Listing A quick report of all distributed items, per department.

Warrants / Checking Options and Reports WARRANTS A quick access report that shows all warrants, payroll and vendor, by department that have been distributed that month. Run by expense (Trustee effective date)

Warrants / Checking - Options and Reports WARRANTS After loading warrants run an Undistributed Report first to verify totals before distributing

Warrants / Checking - Options and Reports WARRANTS

Warrants / Checking - Options and Reports WARRANTS Will distribute on the effective date, unless it’s reconciled then it will distribute on the reconcile date.

Warrants / Checking Options and Reports WARRANTS

Warrants / Checking Options and Reports WARRANTS

Warrants / Checking - Options and Reports WARRANTS WA entries on the GL might need to be explained. The WA by Distribution Number will give you this information. Find the Transaction number on the GL or on the Pre-post report from distribution

Warrants / Checking - Options and Reports WARRANTS

Warrants / Checking - Options and Reports WARRANTS Check Number Order is by the Trustee’s check number that you used to record the Reconciling amount. Could be a check # or a date. Summary Dept Order has Totals by Department. Unreconciled WA report should match your account if you distribute at the time a WA is written, and then later reconcile them.

Warrants / Checking – Troubleshooting WARRANTS If you are trying to distribute and message says there aren’t any to distribute. Check your undistributed warrant report and look at the reconciled and effective dates. Make sure the criteria you are keying matches.

Warrants / Checking – Troubleshooting WARRANTS A warrant file might contain too much information or old data, you can clean that up as long as they haven’t been Distributed or Reconciled. Under Menus > System Admin > Property Tax > Delete Undis& Unrec WA

Bankruptcy  Revenue code should be used for Bankruptcy payments after the bankruptcy tax year has been turned over for collection. Example: 2014 Tax in Bankruptcy was receipted to for it’s first year, then in July of 2015 it changed to Prior Year tax When it’s time to turn over all the 2014’s for collection to C&M in April 2016, any bankruptcy’s that stay in the Trustee’s office would change to at that time.  Run a Bankruptcy report  Change each receipt’s Tax Type to Bankruptcy  Change the Revenue Control  Change the Default Control BANKRUPTCY

Change receipt to Bankruptcy BANKRUPTCY Run a report Menu > Reports > Master > Bankruptcy to get a list of the receipt that need Tax Type changes

Change receipt to Bankruptcy BANKRUPTCY Add Bankruptcy indicator flag F9 other process, change tax type

Change receipt to bankruptcy  Choose Tax Distribution  Change the tax type from 01 Net Property to your Bankruptcy Code. BANKRUPTCY

Change Revenue and Default Controls BANKRUPTCY

Receipting & Adjusting Penalty & Interest BANKRUPTCY In this example the Courts are paying $65.00 and they designated how that money is to be applied. $56.75 to Principal $ 8.25 to Penalty & Interest The system wants to calculate it differently. You will need to override the system

Adjusting Penalty & Interest BANKRUPTCY Change the Penalty amount and enter the amount tendered. Disregard the “To Balance” calculations on the right side, this won’t apply for a Bankruptcy payment.

Adjusting Penalty & Interest BANKRUPTCY Make sure to answer No on this screen. The system is still wanting to calculate this the correct way. Respond “No” and make the changes manually. If you answer yes, you will need to go back and void this payment and start over.

Adjusting Penalty & Interest BANKRUPTCY Make your changes on this screen to match what the Court has designated.

ACV – TAX RELIEF You can reconcile ACV’s in the system by a Payment File, or Manually. Under Other choose Reconcile ACV’s > Single Record Maint and key in the receipt number and date paid. ACV Reconciliation and Balancing

ACV – TAX RELIEF To reconcile by importing a payment file, you will need to request a payment file from the state. The state will this file to you. Save the file from into your DiskCopy folder at the server.

ACV – TAX RELIEF The state payment file also contains receipts that have been paid to the Applicant. These will show on the ACV Batch Reconciliation Report as an error. The PD TO (paid to) column shows “A” for Applicant. The error shows “ACV Has Not Been Applied”. This error is more of a notification that payment has been sent to the applicant. Receipts without errors will be reconciled, when you choose Import Batch.

ACV – TAX RELIEF Run the ACV report located under Menus Reports A-L ACV Applied and Reconciled, it should match the payment amount. Follow up by posting the State payment to the General Ledger, either by Miscellaneous Receipt or manual CR.

ACV – TAX RELIEF Balance the ACV account After posting your Misc Rcp and reconciling the ACV’s, pull another ACV report for Unreconciled. The total of this should equal the account on the GL.

TAX AGGREGATE Tax Aggregate Balancing There are two (2) Tax Aggregate Reports to choose from: Current Tax Aggregate, or the Tax Aggregate by Tax Year. These are found under Menus > Reports > Audit

TAX AGGREGATE The Tax Aggregate by Tax Year has more detail. Plus it pulls information from different fields of the receipt, allowing us to double check the system for accuracy. In order to get accurate results, there shouldn’t be anyone receipting while these Reports are being run. The cutoff date should be the most current receipt date.

TAX AGGREGATE Add the “Taxes Collected” amounts from the Net Property and the Public Utility together. Do the same with Unpaid Totals. Paid = $ 1,260, Unpaid = $ 820,429.34

TAX AGGREGATE Run a Master Summary Report to get a comparison. Menus > Reports > Master > Master >Summary > Receipt. Select the default of Receipt #s through Choose All for Paid and Unpaid, and Both for Personal and Real taxes.

TAX AGGREGATE Paid = $ 1,260, Unpaid = $ 820,429.34

TAX AGGREGATE Paid = $ 1,260, Unpaid = $ 820, As long as there wasn’t any receipting taking place, other tax reports should match too.

TAX AGGREGATE There may be times when the Tax Aggregate doesn’t balance. Usually there is a simple explanation. Check these items first before going further;  No receipting should have been taking place while running these reports.  Pick a future date where you know there hasn’t been any receipting; Tomorrow or Monday’s date.  Run a Clerk & Master paid report. The Current Tax year should not be listed.  Balancing the Tax Agg back to the Revenue 40110, etc. is optional. If you choose to we suggest you do it every month. Offices that have multiple city tax collections will need to add in 40610, and any other accounts you might use for tax receipts. Check the Account Analysis for JE’s or Manual entries. Also check the Default codes for Current and Prior Years.

TAX AGGREGATE The Tax Aggregate By Tax Year also keeps track of changes done to tax receipts. Additions - new receipts added Increases - changes to existing Deletions – actual deletes from the system *we recommend you decrease the taxes to 0.00 instead Decreases - reduce existing receipt

TAX AGGREGATE Changes show up on Audit Reports. The Summary Net Change report is a condensed report showing one line of detail per activity. Audit reports will balance back to the Tax Aggregate by Tax Year.

TAX AGGREGATE An increase to a parcel by mistake, and then changing it back will still record those 2 changes There are several versions of Audit Reports. The Summary Net Change is just one of the them. Go to Menus > Reports > Audit to see your choices. Audit Change codes should be as descriptive as possible. To set up new reason codes go to > Menu > Control Code > Audit Chg Reason.