1 Advanced Tools for Account Searches and Portfolios Dawn Gamache Cindy Bylander

Searching 2,461 accounts 2

Restricting Search to Unpaid 3

Move to Statement List - Select 4

Move to Statement List - Store 5

Move to Statement List - Save 6

Move to Statement List - Select 7

Choose Additional Accounts 8

Add to Saved List 9

Add New Accounts 10

Use Select List to Create Statements 11

Enter Select List Number (Request Seq No.) 12

Postcards or Other Statments 13

Use the Select List to Create a Payment Agreement 14

Importing to Payment Screen 15

Imported Accounts 16

Pay Accounts 17  Wait for it……  Wait for it…..

18 Portfolios – What, Why, When, Where and How What:  A group of accounts payable with one check or credit card/eCheck Why:  Users can leave & return without losing their list of accounts  Fiduciaries can create and maintain their own portfolios  Lock (freeze) accounts and amounts due as of a given date  Pay by credit card or eCheck

19 Portfolios – What, Why, When, Where and How When & Where: Batch Payments from within ACT 7  Scan or key in account numbers (as many as you want)  New searches by attorney ID or owner ID  Change As Of Date  Create Excel spreadsheet  Lock the portfolio  Post with Portfolio ‘wizard’

20 Portfolios – What, Why, When, Where and How Mortgage Companies or Individuals on Tax Office Web Site  Search by name, account number, location, fiduciary number, add or delete accounts  Change As Of Date  Lock the portfolio and pay online by credit card or eCheck  Tax office can post with Portfolio ‘wizard’  Create Excel spreadsheet

21 How – Batch Payments: From the ACT 7 main menu select Payment and then select Batch Payments from the dropdown menu Portfolios – What, Why, When, Where and How

22 Portfolios – Client Preferences, Entitlements Client Preferences  INTERNET_CURR_YEAR: affects all web site data  PORTFOLIO_LOCK_AMT: set to either CURRENT (for locking only current year amounts due) or TOTAL (for locking total amounts due). Entitlements  PORTFOLIO – to access internal portfolio PORTFOLIO_LOCKBOX – to access portfolio payment wizard

23 Portfolios – Tasks/Jobs, Help URL Tasks  Manage Internet Payments Job (ACT created)  Head Cashier Online Help Link:  try_-_Portfolios.htm

24 Create a New Portfolio Click Create a New Portfolio

25 Create a New Portfolio Enter a Login Name Enter a Password Re-enter Password to confirm Click Create a New Portfolio

26 Create a New Portfolio Click Start Using My Portfolio to open your portfolio. If people forget their passwords, have them create a new login name and password and re-create the portfolio.

27 Change As Of Date for Levy Due This affects calculations for account on the Account List page. Once submitted, all amounts will be as of the new date until the browser is closed.

28 Searches – Available within TCS and for external users

29 Searches - Within TCS Only Includes Owner ID and Attorney searches

30 Add Accounts Manually Select Add Portfolio Accounts

31 Add Accounts Manually  Enter Account Numbers (manually or with a scanner)  Click Add These Accounts

32 Searching, cont’d. After the accounts have been added:

33 Delete Accounts  Select the accounts to delete by checking the check boxes  Click Delete Selected Accounts

34 Create Excel Spreadsheet  Click the Excel version link  Click the Download Your Spreadsheet link on the next page  Select Save (not Open)

35 Excel Spreadsheet The.csv file name is auto-generated.

36 Portfolio Locks  Create a Portfolio Lock - Lock by amounts due by exact amount - Lock by amounts due and pay off one account at a time (if you don't want to pay only the locked amount) - Lock by attorney (inside TCS only) - Lock half-pay amounts due for specific tax units  View Existing Portfolio Locks (a link at top of page)

37 Lock Portfolio Accounts  Select the accounts to lock by checking the check boxes  Click a Lock option

38 Lock Portfolio Accounts  Enter a Lock Description  Change Lock Amount as needed to match check amount  Click Lock Accounts & Amounts

39 Lock Portfolio Accounts The Lock ID is used when posting the payments for these accounts for the locked amounts. You can write it down or click View My Existing Locked Portfolios.

40 Portfolio Payment Wizard On the Main Menu, select Portfolio Lockbox from the Payment drop-down list

41 Portfolio Payment Wizard  Enter the Lock ID for the portfolio you want to post  Press F8. The number of accounts and total amount locked will appear.  From Lock ID field, press Tab

42 Portfolio Payment Wizard  Select Fiduciary (alternate payer)  Choose Payment Type: check, credit, eCheck, money order, EFT  Enter Check No. and Deposit No.  Change Deposit and Receipt Dates if needed Check No. needed only if paying by check

43 Portfolio Payment Wizard  Change Special Rule if needed (see online help )  Apply By: - Exact Amount (check amount equals locked amount, posts exact amounts locked) - By Account (pays one account at a time, over/under amount applied to last account)

44 Portfolio Payment Wizard  Leave Process Option set to Edit  Click Submit Lockbox; a Request Seq. appears  Click Refresh Status until End Time Appears  Check lockbox reports in Batch Menu as normal

45 Portfolio Payment Wizard If the Edit reports are correct, post the portfolio  Return to the Portfolio Lockbox screen. From the Lock ID field, press Tab  Click Add Job Request to add a new line  Change Process Option to Post  Click Submit Lockbox; a new Request Seq. appears  Click Refresh Status until End Time Appears

46 Pay Locked Portfolio with Credit Card Some tax offices allow taxpayers or fiduciaries to pay locked portfolios by credit card or eCheck on the website. (To post these, use the Portfolio Lockbox wizard just shown.) Click Pay by Credit Card

47 Pay Locked Portfolio with Credit Card Lock ID, user name, locked amount and lock description are given at top. Payment amount cannot be changed, unlike credit card payments for single accounts Fill in payer information as normal for credit cards

48 Pay Locked Portfolio with Credit Card A typical confirmation page. Lock ID, etc. are given

49 Pay Locked Portfolio with Credit Card

50 Pay Locked Portfolio with Credit Card This confirmation page appears after entering credit card information.

51 Pay Locked Portfolio with Credit Card Even if this had been successful, no pending credit card payment info will appear on the web site or Account Status

52 Pay Portfolio with eCheck Click Pay by eCheck

53 Pay Portfolio with eCheck Same information as when paying by credit card

54 Pay Portfolio with eCheck Same screen as when paying by credit card

55 Pay Portfolio with eCheck Similar screen to what is seen when paying by credit card

56 Pay Portfolio with eCheck  Enter Routing Number and Bank Account Number.  Click Submit.

57 Pay Portfolio with eCheck To post the eCheck payment, use the Portfolio Lockbox screen.