Payment History Wizard June 20, 2013

Payment History Wizard  Payment history can be entered in ACT 7 for prior years by using the Addback wizard.  Payment history can be entered by users having the CAD Save Calc Ag Rollback job. 2

Client Preferences  ACT8041_ALLOW_CURRENT_YEAR : Set to Y to enter payment history for the current tax year. To allow additions only for prior years, set it to N. Adding history to current year may cause reports to be out of balance.  ENFORCE_ACCOUNTING_PERIODS : If this is set to Y, the AC deposit for the deposit date used in the Payment History Addback screen must be open. If it isn't, you will get a warning message. 3

Payment History Wizard  A new receivable is created if you are adding history for a unit that does not already exist for that account and year. If the receivable already exists, the existing receivable levy increases by the amount of the payment you add. After saving the information, a closed online deposit is created having a deposit control type of HA assigned). For new receivables, the Receivable screen will have a change date that is the same as the deposit date of the payment that was added, which will prevent problems with report balancing. Other screens will have a change date of the current date (the day the payment was added). 4

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 To add payment history to an account, follow the steps below:  From the Main Menu, select Update, then History Addback (new). A new browser window appears that contains the History Addback Deposit screen.  If any part of this screen is cut off, you can resize the browser window. To move from field to field, you can press Tab or click in the desired field.  There are four general areas on these screens:  In the left column are buttons for each step in the addback process. The step you are currently working on is expanded to show brief instructions.  The right column shows the certified owner for the account being displayed (if any), any sticky notes that exist for the account, the most recent accounts entered on these screens, and, in the About section, a link to more detailed online help instructions.  The central portion shows the appropriate entry fields and data for the account for which you are adding a payment.  The bottom of the screen contains messages and buttons for saving, continuing to the next step, and other navigation actions. 7

Payment History Wizard  The Deposit No. must begin with 'HA'. This is entered for you. If you want to use or search for an existing deposit,  Click the magnifying glass () next to the Deposit No. field. A list of existing deposits that match the current Deposit No. is displayed in a popup window.  To do a different search, change the Deposit No. in the field at the top of the popup window, then click Search.  Click the deposit you want to use. The popup window will disappear and the deposit number will be in the Deposit No. field. 8

Payment History Wizard  To create a new deposit,  Enter the deposit number you want to use in the Deposit No. field. You can overwrite any existing deposit number.  The Deposit Date defaults to the day before the earliest fiscal begin date for the current year jurisdictions. You can change this to an earlier date, but not to a later one. You can click the calendar icon () to select a date.  Enter a Receipt Date. You can click the calendar icon () to select a date.  (optional) In the Deposit Note field, enter any descriptive information about the deposit. (Note: this can also be done after clicking Save.)  Click Save to create the deposit.  To continue, click Next. To leave the addback wizard, click Done, then click Yes on the confirmation message. If you click Done, you can return to the wizard at any time and locate the deposit again. 9

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Payment History Wizard  If you clicked Next, the Remittance screen appears.  An Account No. will be carried over from the Tax Collection System. To use a different account, either delete what is there and key in a new number or copy and paste one from the Recent Accounts list on the right side of the screen. The account must be a valid number, otherwise an error message will appear.  The Remit Type defaults to Check. Change it if needed to the correct type of payment.  In the Remit ID field, enter the check number, or other identifying number for the remittance. This can be left blank if necessary.  In the Remit Amount field, enter the payment amount.  To continue, click Next. To leave the addback wizard, click Home, then click Done. To go back to the previous screen (the Deposit screen), you could also click Back. 12

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Payment History Wizard  If you clicked Next, the Year/Tax Units screen appears.  If you need to pay a year that is not displayed on this screen, enter that year in the blank Year field at the top of the list.  (optional) To see the names of the tax units, click the " tax units " link next to the desired year. The list consists of those units that exist in the Tax Collection System for that year.  The units listed for each year are the ones that will be paid. To change the unit list, you can delete the unit numbers that are not being paid, or add other units. If you add units, new receivables will be created.  Place a checkmark in the Select column for the years (and units) you are paying.  If you need to leave the screen before completing the payment addback, click Save to save your current information. (The Remit ID and Remit Amount are not saved.)  To continue, click Next. To leave the addback wizard, click Home, then click Done. To go back to the previous screen (the Remittance screen), you could also click Back. 15

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Payment History Wizard  If you clicked Next, the Allocation screen appears.  You must manually enter the allocation amounts in the Levy, Penalty, Interest, Attorney, and Escrow columns for each tax unit.  At any time, you can click Save to calculate the Grand Total.  When the Grand Total equals the Remitted Amount, the Next button will appear.  To continue, click Next. To leave the addback wizard, click Home, then click Done. To go back to the previous screen (the Tax Units screen), you could also click Back. 19

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Payment History Wizard  If you clicked Next, the Process screen appears. This shows the years, units, and amounts that will be paid. If you need to change any of the information, you can either click Back or click in one of the amount fields and attempt to change the data. This will also shift you back to the previous screen.Process  If you are sure the data is correct, click Save to complete the addback.  To enter another payment, click Home. To leave the addback wizard, close the browser window by clicking the red X at the top right of the screen. 23

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Thank You!