NextGen Trustee Reports This class will review NextGen Trustee reports and how to run them. We will cover which reports are best suited for various needs and how to properly run those reports. Additionally, we will look at the benefits of creating and using Report Templates and Report Packages.

Trustee/Financial Management Reports The Trustee “GL” reports are found under Financial Management – Reporting – Reports (with exception of the RDB report which is found under Trustee, Reporting, Reports) From the Reports Search screen, click “Find” for a list of reports. You can also type the name or first few letters of the name of the report you are looking for to narrow your search results. Double click on the report you need to open it.

Trial Balance & Balance Sheet It is very important that you run a Trial Balance or Balance Sheet regularly to check balances To run the Trial Balance Report, select it from the reports search screen Choose the LGC Trial Balance Filter Template, the Fiscal Year, and the Thru Period Check the box for “999 – County Trustee” in the Account Controls Box NOTE: You should normally only have one filter template for the Trial Balance and Balance Sheet reports and those should already be set up for you Click “Next” to run the report A “Filter Template” is a template that has report criteria saved in it. When a filter template is selected, the saved criteria is loaded in for you, making the report quicker and easier to run. If desired, you can have multiple filter templates saved for a report.

Trial Balance & Balance Sheet Check your balances, paying close attention to your Cash On Hand balance and balances in the refund and undistributed taxes accounts. You should always make sure the fund is in balance by checking the Fund Totals Ending Balance. This should always be zero.

The Balance Sheet is ran with the same criteria as the Trial Balance The Fund Totals line should always show a balance of zero Trial Balance & Balance Sheet

Account Analysis Reports There are three standard Account Analysis Reports: Account Analysis, Account Analysis By Department, and Account Analysis By Department with Beginning & Ending Balances Select the Account Analysis Report you want to run, choose the filter template and other report criteria as needed on the General Tab. You can enter a specific account number or account number range in the From and Thru GL account number fields. When entering a full account number in the From and Thru Account fields, you do not have to select the Account Control Code. Click “Next” to generate the report when finished selecting the report criteria

Account Analysis Reports You can leave the account number range blank on the General tab and select accounts to include in the report on the Account Segments tab. For example, if you want to select specific functions to include in the report, click on the Function Segment Description and then select the function codes you want to include in the report. You can also select any other account segments you would like by clicking on the Account Segment and then selecting the codes for the segment to include.

In most instances, you will not need to go to the Advanced tab for Account Analysis reports as long as you chose a report template that already had the standard “Advanced” criteria set up. One exception would be if you are running the account analysis and only want specific transaction types included in the report. Account Analysis Reports

After you have selected the accounts to include in your report, you can save a filter template for use the next time you need to run an Account Analysis with the same report criteria. To do this, go to the General Tab and click on the ellipsis in the Filter Template field and choose “Add New Report Filter”. Enter a Name and Description for the Filter Template. Click “Save and Close” in the ribbon bar to save the template. Note: When adding a new filter template or saving changes to an existing template, it is a good idea to not have the Fiscal Year and the periods selected since you will likely use the template across many fiscal years and periods.

Account Analysis Reports After saving a report template, the system takes you back to the report criteria screen where you only need to select the Fiscal Year, Period any specific date range needed before running the report. Click “Next” to run the report Account Analysis Report – This report does not include the source code (more detailed transaction information)

Account Analysis by Department – Contains the source code Account Analysis by Department with Beginning and Ending Balances – contains the source code summarized by date Account Analysis Reports The Beginning and Ending Balances are on both reports, with the AA by Dept with Beginning & Ending Balances listing those at the bottom.

Account Analysis Reports Total Taking a closer look at the Account Analysis by Department Reports Account Analysis by Department There are 3 separate transaction lines listed for the account on 1/19, one for each receipt to the account for the day Account Analysis by Department w/Beginning & Ending Balances There is only one transaction line listed for the 3 receipts to the account on 1/19 on this report

Department Report – End of Month Select the Department Report from the report search screen Choose the Department Report Template Select the Fiscal Year and Thru Period Select the Account Control Code Click “Next” to run the report If you would like to run the report for specific departments, go to the “Account Segments” tab Click on “Department” in the Account Segments box Click on the checkbox in the Chart of Accounts title bar to remove the selection for all departments Select the Department(s) to include in the report

Department Report – End of Month The Department Report lists the account numbers, beginning balance, total debits and credits for the period, and the ending balance

Journal Listing The Journal Listing report should have filter templates set up for each transaction type, including one for all types. Select the desired template Select the fiscal year, period and any other desired criteria on the General tab You can select any specific account segments needed on the Account Segments tab If you want to select the transaction types to include in the report, you can do that from the Advanced Tab Click “Next” to run the report

Journal Listing Example of the Journal Listing report NOTE: The transactions are not separated by department on this report

Journal Listing by Department The Journal Listing by Department can be ran like the Journal Listing report, but as the title suggests, the data on the report is separated by department number.

Trustee’s Report – Month To Date Select the filter template for the report, the period information and select the account control

Click on the Account Segments tab to select departments to include in the report The standard filter template for this report should have all departments selected Trustee’s Report – Month To Date Note: If you need to run any Month To Date Trustee’s report with only certain departments on a regular basis, it would be a good idea to save a filter template with those departments selected

Trustee’s Report – Month To Date Example of the Month to Date Trustee’s Report

Trustee’s Report – Year to Date The Year to Date Trustee’s Report is ran the same way as the Month To Date report with exception of the “From Period”. When running the YTD Trustee’s Report, you should always select the first month of the Fiscal Year (July) as the “From Period”.

Trustee’s Report – Year to Date Example of the Year To Date Trustee’s Report

Transaction Listing/Transaction Number Order The Transaction Listing by Transaction Order is like the Daily Transaction Listing you had in FlexGen To run this report, select the Fiscal Year, the From and Thru Period, and enter the date range for the report

Transaction Listing/Transaction Number Order Example of the Transaction Listing by Transaction Number Report:

Trustee/Financial Management Report Packages Report Packages are used to create a “group” of reports that can be ran all at one time All NextGen Trustee/Financial Management sites will have a Month End and a Year End report package set up. Those are the report packages you select when doing the period end. These have the standard reports required for period end. Financial Management – Reporting – Report Packages

Trustee/Financial Management Report Packages To add a new Report Package, go to System Administration – Report Packages From the Report Package Search screen click “New” in the ribbon bar

Enter a Description for the Report Package Edit Access should be Public unless you want the report package restricted to only the user that added it Special Processing should be “Period End” Choose the output format and printer (if desired) Trustee/Financial Management Report Packages Select the Reports to include in the package (Report Definitions) Enter the number of copies to print Select the Report Filter (this should be a Report filter that is set up to run with the criteria you are setting the report package up for – example: if setting up a Report Package for BOE, then the Report filters should be set up to run for the BOE departments) Click “Save and Close” in the ribbon bar to save the Report Package

Trustee/Financial Management Report Packages When doing period end, select and run your normal Month End Reports Package and then select any additional monthly report packages you need to run In this example we have selected the report package for the Monthly BOE Reports Click “Next” to run the report package

NextGen Trustee Reports Trustee – Reporting – Reports Click on “Find” to display available reports or enter the name of a report to find it. You can also enter the first few letters of a report name and click “Find”.

Department Disbursement Status Report The department Disbursement Status report can be ran by multiple statuses and date range types, giving you the necessary report options for researching any balancing issues related to the Department Disbursements You can also choose to run the report for “Summary Only”. This will give you a totals only report. Reconciled Department Disbursements Report

Payment Number Report You can run the payment number report for any payment type that you enter a payment number for (This report is most commonly used for a listing of Checks) Select the Receipt type, enter the receipt date range, and if desired a Payment Number range (usually left blank) Select the Order Option and then select the Payment Types to include in the report

Payment Number Report Example of the Payment Number report ran for payment type of “Check”

Payment Number Report If you need a listing for a payment type that does not use payment numbers, you can go to Trustee – Receipting – Receipts and do a search by Payment Number Choose the Payment Type and Receipt Date Range and click “Find” to return results If needed, you can export the results to Excel

Returned Payment Report With the option to process returned payments in NextGen, you may need to run a report of the Returned Payments This report is ran by date range and entity (the entity would only be used if you collect both county and city property taxes)

Transfer Listing Report If you need to run a report of money transferred from one receipt to another, you will need to run the Transfer Listing Report The report is ran by date range The report will show the receipt date, the transfer date and the Transfer “from and to” receipts and amount

Voided Receipt Listing The Voided Receipt Listing is ran by Receipt Type and Void Date Range Normally you will select all users when running this report, but you can run it for individual users You may need to run this report monthly for your auditor

Trustee Audit Report The Trustee Audit Report is a detailed report of changes to property tax records You can choose to run the report for Specific Audit Actions (Update, Insert, Delete) or for all

Trustee Transaction Audit Report The Trustee Transaction Audit Report is like the Summary Audit Net Change Report you would have ran in FlexGen You should compare the net changes on this report to the total increases and decreases on the Aggregate Reports

Property Tax Paid & Unpaid Report The Property Tax Paid & Unpaid Report can be ran for specific tax types or for all An example of when you might run this report would be if you needed a listing of all Rollback taxes for the year with paid and unpaid totals Select the tax year, property type, and use Taxing Entity of County (Unless you collect property taxes for a city) After you select the Taxing Entity, the tax types come up where you can select the types to include in the report

Property Tax Paid & Unpaid Report Example: Property Tax Paid & Unpaid Report for AdValorem and Rollback Taxes When running the report for multiple tax types, the taxes will be listed separately by type For any tax types with tax rates, those rates are also listed If you use a revenue code other than for AdValorem or Rollback Taxes, this is a good report to use in comparing the Revenue totals on the FM reports to actual taxes collected for those revenue codes

Property Tax Roll Report The Property Tax Roll Report can be ran by tax year, property type, paid/unpaid/all, and by receipt number range or Parcel range This is a good report to run to for a summarized listing of your tax roll and for comparing totals to the tax aggregate report

Property Tax Master Detail Report The Property Tax Master Detail Report is a detailed property tax listing (this report has recently been added in NextGen) The report is ran by tax year, property type, and taxes/fees (paid, unpaid, all) You can enter a receipt number range or leave blank for all You can choose to have the report sorted by receipt number, parcel number, or by owner name

Property Tax Master Detail Report The Master Detail Report has summary totals at the end as well as the criteria used in running the report

Property Tax Summary Master Report The Summary Master Report is ran by tax year, property type (real, personal, or all), and by Taxes/Fees (paid, unpaid, or all) The Summary Master Report is often ran for totals comparison when balancing the Tax Aggregate

Tax Aggregate Report - Detail Select the Tax Year and enter the Thru Transaction Date for the Report If you are running the aggregate report for a tax year that has been turned over to the Clerk & Master, check the box if you want to Include Clerk & Master Payments The Detailed Aggregate Report separates the totals for Public Utility from the other tax types

Tax Aggregate Report - Summary Select the Tax Year and enter the Thru Transaction Date for the Report Select to Include Clerk & Master Payments if required The Tax Aggregate Summary does not separate the Public Utility Taxes into separate totals

Tax Aggregate Report by Tax Type Select the Tax Year and enter the Thru Transaction Date for the Report Select to Include Clerk & Master Payments if required Select the Tax Types to include in the report In this example, we ran the Tax Aggregate by Type Report for Rollback Tax only If checking aggregate totals by tax type, you can compare these totals with the Property Tax Paid & Unpaid Report since it has taxes listed by tax type with totals

Receipt Listing Reports If you do a search for reports, entering “Receipt List” in the search name field, the results returned will be the receipt listing reports You may run many of these reports on a daily basis The criteria for all of the Receipt Listing Reports is the same You can select a tax year or leave it as “None” for all tax years Enter the receipt date range for the report Select receipt type (Property, Miscellaneous, or All)

Receipt Listing Reports Receipt Listing – Detail Report

Receipt Listing – Detail (Condensed) Receipt Listing Reports Receipt Listing – Type Summary

Receipt Listing Reports Receipt Listing – Revenue Code Summary Receipt Listing – Tax Code Summary Receipt Listing – Tax Year Summary

Receipt Listing Reports Receipt Listing – Totals Only Receipt Payment Type Totals Report

NextGen Trustee Report Packages You can add report packages for Daily Receipt Listings to make those reports quicker and easier to run Go to System Administration – Report Packages to add a new Report Package Click on “New” in the ribbon bar

NextGen Trustee Report Packages Enter a description for the report package Edit Access should be Public (Unless you want to restrict who can bring up the Report Package) Special Processing should be “None” Choose the output format and default printer if desired Click on the dropdown arrow in the Report Definition Field to select reports to add Enter the number of copies to print Select the Report Filter – if you don’t have one set up, you will need to add one Note: At this time only Receipt Listing Reports can be ran in a report package for Trustee

NextGen Trustee Report Packages If you need to add a Report Filter for any of the reports, click on the ellipsis in the Report Filter field and choose “Add New Report Filter” Enter a Name and Description for the Report Filter (In this example, we have used the report name as the Name and Description for the filter) Click on Save and Close in the Ribbon Bar when finished adding the filter

NextGen Trustee Report Packages When finished adding reports to the report package, click Save and Close in the Ribbon Bar

NextGen Trustee Report Packages To run the report package, go to Trustee – Reporting – Report Packages Click on “Find” to search for your report package Double Click on the Report Package to open it

NextGen Trustee Report Packages The report package comes up with a list of the reports saved in your package Click on the General Tab and select Tax Year if desired Enter the from and thru receipt dates and select the receipt type or leave as “All” You only need to select cities if your county collects taxes for a cities The reports come up on the screen (like the period end reports) and you can then save to pdf or print

Audit History Report Your auditor may ask for an Audit History Report, ran for Audit Fields In the past you had to get this information from a search screen, but a report has been added for this – System Administration – Reports – Audit History Report To run the report for your auditor, enter the From and Thru Dates and select the check box for “County Audit Fields” Click “Next” to run the report Audit History Report:

Questions?