FlexGen Trustee Review Class In this session we will review dashboard receipting, troubleshooting day end issues, pitfalls of assessment changes, adding messages to property tax records, and dashboard versus traditional inquiry.

Allows receipting of a single or multiple taxes with minimum amount of effort Allows partial payments of batch receipts by allowing you to spread payment individually to the receipts Everything is on one screen unless a default code is required. Select Individual or Batch for receipting. If you choose Individual, the Description defaults in for “Individual Receipt(s)”. If you Choose Batch, you have to enter in a Description.

The Receipt Date, Discount Date, and Penalty Date Defaults in the login date, but any of these dates can be changed if necessary. You can enter in the receipt number(s) or you can use the lookup options to select receipts

If you need to add or change a Discount, Tax Relief or Penalty & Interest Amount, select “Dsc/Pen (F7)” while your cursor is on the line for the tax record to modify.

In Dashboard Receipting, you can do a partial payment on a single receipt or on multiple receipts within a batch by simply keying in the amount you wish to apply to the receipt.

If you have an overpayment, you can apply it to any of the receipts you choose. When you key in a payment amount of more that the amount due on a receipt, you will get a pop up message asking if it is an overpayment. If you answer Yes, the system will apply the overpayment to the receipt you entered the overpayment amount on and will make appropriate entries for the refund. If you answer No to overpayment, the additional amount will be counted as change given.

Receipt totals are displayed on the totals line and the payment amount total should equal the amount tendered for the batch. After you have finished entering all the receipts for the batch, choose “PayDet (Ctl F1)” to advance to the payment information fields.

Enter the payment information in the appropriate fields. After entering the payment details, press enter to continue. You will be prompted to “Process Receipts Now?” Answer Yes to finish processing the payments.

A batch options menu comes up. You can choose to print a batch report or print the receipts and you can choose to delete the batch.

Example of the Batch Report with Payment Detail This report contains payment information as well as listing each receipt. You may find that this report is a better option than printing each individual receipt.

Drawer Checkout Errors Error on TRPM read - This is usually due to someone receipting on a zero tax amount. Error on TRPT read - This is usually due to missing payment information on a receipt. You will need to contact LGC to assist in correcting these errors.

Cash Received Checks Total Revenue Total Difference What if your drawer checkout total payments received does not match the total revenues on the checkout report? Run a Non COH Drawer Checkout Report – Payments that don’t hit Cash on Hand will show on the non COH drawer checkout rather than the standard Drawer Checkout. The revenue totals on the standard Drawer Checkout, however, do include those with payment types that don’t hit COH.

What if….Your drawer checkout is correct and the cash/checks in your cash drawer match what the checkout shows you should have….. You have prorated and the GL entries for the prorate process are correct and the COH amount matches what you have….

…..Then you run the Pre-Deposit Report and the amount of the deposit does not match the cash and checks you had for deposit. How do you find this? COH amount from proration is $ 4, For a difference of 1, Run the Drawer Checkout LIFO report. Look at the most recent time stamped receipts on the report. Normally when this happens, it is because you did your drawer checkout, balanced and prorated and then entered another receipt for the same date prior to doing the deposit process.

Some auditors require all payments received by mail for property taxes to be logged and for someone to verify that those payments have been posted as part of the daily balancing process. The Drawer Checkout Report By Payment Method makes this task much easier, showing the receipt number, date, payment type, payment number, amount and posted status and date. Daily, Day End, Other, Drawer Checkout by Payment Method Drawer Checkout by Payment Method

This report is ran by date range and will show totals for all payment types for the date range and receipt type(s) selected. This includes No New Money and voided payments. If you are having trouble balancing for the day, you may find the Payment Type & Method Totals report helpful. Daily, Day End, Other, Payment Type & Method Totals.

Things to keep in mind as part of your daily work If you have set up a new Department code and processed receipts or other transactions to the new department and then find that your Trial Balance is out of balance, make sure you have added the summary account number to the GL ( dept#). Add GL Account is found under Menus, Accounting, Maintenance, Add New G/L Account. When you have prorated your receipts and you find that you have a credit balance in the account and your cash on hand is over by the same amount, check your voids/re-receipts. If you void a receipt that has been prorated, the system will generate a void entry and debit the revenue and credit the (undistributed taxes) account. When you re-apply the payment to a new receipt, you should use 88 – No New Money as the payment type. Keep in mind that you only should use no new money as the payment type on a re-receipt if the original receipt had already been prorated. If the original receipt was not prorated, you should use the original payment type on the new receipt. You discover you have receipted money on the wrong property tax receipt. How do you correct this? If the receipt has not yet been prorated, you can void it and receipt the payment on the correct receipt as you normally would. If the receipt has been prorated, you will need to void it and receipt the money back in on the correct receipt number using no new money (88) as the payment type. Make sure to key in the amount that you originally received as no new money. If the amount due is more, the receipt will show as partially paid. If the amount due is less, you will need to mark it as an overpayment and do a refund out of the account. What do I do if I have a returned check on a property tax? You will need to void the receipt and do a manual journal entry to record the money for the check coming out of your bank. The entry will be a JE with a Debit to the (undistributed taxes) account and a credit to your bank account (11130 – Bank#). When you receive payment from the taxpayer, you can receipt the tax as you normally would.

Assessment changes are made in Master Maintenance (Trustee, Maintenance, Master) If you try to make an assessment change on a property tax that has payments made on it you will get an error message. Paid in Full MessagePartial Payment Message You will have to void all receipt transactions for the property tax prior to making the assessment change. For multiple partial payments on a tax record, you will need to void the most recent transaction first. The system will default the most recent transaction when you bring it up under Void Property Tax Receipts. If you try to void the transactions out of order, you will get a warning message.

If your county is on Tax freeze and you bring up a tax record that is on tax freeze to make an assessment change, you will get a message saying “Property Tax Amount is Frozen”. You can make changes to any fields necessary except the tax amounts. In order to make changes on the tax amount fields, choose OthPrc(F9) and the select “Other Information” on the pop up menu. Code 99 in the Ward field is the identifier for a frozen tax record. To allow changes to the tax amounts, go to the Ward field and space out the 99 in that field.

After removing the code 99 from the ward field, press “Return (F9)”. Answer “Yes” to Data Ok? You will be returned to the Master Maintenance screen where you can change the tax amounts. Make sure you go back to the “Other Information” screen when finished and add the 99 code back to the ward field before saving.

If you need to make an assessment change on a tax type other than net property, you will have to go to the tax distributions screen to make those changes for the tax amount. OthPrc(F9) and select Tax Distribution Enter the correct tax amount and Update (F4) to return to the master screen. Update (F4) to save when finished. You will be prompted to enter a change reason.

Change order to change or delete an assessment with no previous payment  Enter new assessment amounts in Master Maintenance  For Delete Orders, you may delete the entire record, but this is not recommended – changing the assessment amounts to zero is preferred Change order to delete an assessment with prior payments  Void any receipt transactions  Change the assessment amounts to zeros in Master Maintenance  Issue refund check out of the Overpayment Account if refund flag of “YES” is used for the void.  If a refund flag of “No” is used for the void, write the refund check out of the undistributed taxes account or the overpayment account, keeping in mind that if the overpayment account is used that additional entries will need to be made. Decrease an assessment with taxes already paid in full  Void any receipt transactions  Make the assessment changes in Master Maintenance  Re-receipt original payment as no new money with overpayment flag of Yes  Issue refund check out of the overpayment account Increase an assessment with taxes already paid in full  Void any receipt transactions  Make the assessment change in the Master Record  Re-receipt original payment amount as no new money leaving a balance due reflecting the increase in the tax assessment

You can add Special Messages to tax records that will generate a Pop-Up message when the tax record is selected for receipting. To add or maintain special message codes, go to Maintenance – Special Message Enter the desired information for the message code. (This field is not required) The text entered in Message 1 and 2 lines will appear on the screen when receipting. The Clear flag indicates if the message should be cleared from the tax record if the receipt is processed after viewing the message from the receipting screen. The Hold Flag field indicates if a tax record should be turned over to the Clerk & Master. A flag of 01- Yes will prevent any tax records with this message code attached to them from being turned over when you run the C&M Process.

To add a message code to a tax record, bring the record up in Master Maintenance. Enter the Message Code or do a Look Up to find and select a code. Update (F4) to save when finished adding the message code. NOTE: Adding message codes from master maintenance does not require a change reason if that is the only change you make.

When a tax record that has a special message code attached is selected for receipting, the message lines from the code will display in a pop up message on the screen. Press OK to continue with receipting or Cancel if you do not wish to continue processing the receipt.

The LookUp option for Dashboard Inquiry offers the same selections as the Traditional Inquiry Screen.

Dashboard Inquiry allows you to view information for the tax year and receipt number selected, but also lists paid and unpaid information for other tax years associated with the parcel, all on one screen. Inquiry (F9) from Dashboard will take you to the traditional Inquiry screen. The detail information listed in the top section of this screen will change to whichever tax year you select in the list in the bottom section.

Selecting StmRct(F6) will print a tax statement if the tax record selected is unpaid or it will print a duplicate receipt if it has been paid in full.

Tax Distribution and Payment History are the same as the options in traditional inquiry. Add/Maintain Notes brings up the notes screen where you can add notes for the tax record selected. Parcel Notes Listing will list all notes for all tax years associated with the parcel selected. Options

Receipt (F7) will bring up the tax record in the receipting screen. This is a handy shortcut if a taxpayer is in your office inquiring about their taxes and decide they want to pay while they are there. There is no option to “jump” to receipting from the traditional inquiry screen.

View(F8) allows you to display or print the Dashboard View Report This report is the same information you can view in the Dashboard inquiry screen in a report format. It prints the detail tax information for the tax year selected and also lists all the tax years associated with the parcel. The report has amounts for tax amount, tax relief, and tax amounts that are paid/unpaid with grand totals at the bottom.