1. Local Government Corporation
Resource 2018
NG Trustee Demo

2. Resource 2018 NextGen Trustee Demo
2016 Resource - NG Trustee Receipting
Resource 2018 NextGen Trustee Demo
Property Tax Search
Miscellaneous and Property Tax Receipting
Receipting Methods
Corrections
Assessment Changes
Refunds
Tax Relief
ADA Adjustments

3. NextGen Property Tax Search Views
2017
Multiple Property Tax Search methods are available.
Users can set a desired Search View on their profile and still access other views.

4. NextGen Property Tax Inquiry Screen
2017
User can access various information by clicking on a desired tab.
General Screen will also show penalty amount owed if customer has a balance.

5. NextGen Trustee Receipting
Trustee – Receipting – Add Receipt
Add a new receipt batch or make sure the correct batch is selected if you already have one added.
You can select a batch from the drop-down arrow or add a new one by clicking on the ellipsis and choosing to “Add New Receipt Batch.
When adding a new Receipt batch, you can select Receipt Defaults. An example might be to remove the check box for “Print Receipts” if you are doing a batch that is all mail and you don’t need the receipts printed.
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LGC-2/26/2017

6. NextGen Trustee Receipting
If you have been receipting into a receipt batch and want to change the receipt defaults, you can click on the ellipsis on the receipt home screen and choose “Edit Receipt Batch”.
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This takes you back to the Receipt Batch screen where you can change the defaults. Click Save and Close to continue receipting with the new defaults.
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7. Miscellaneous Receipting
Make sure your batch information is correct and select “Miscellaneous Receipt Express” as the method.
Click “Next” to continue
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Enter the Description and Amount for the receipt
Enter the amount, revenue code, allocation and any commission info for each distribution line.
Make sure the “Working Receipt Date” is correct.
2017
2/26/2017
Tip: If a revenue code you need to use on a receipt is not on the drop-down list to select or if you enter a code and get the “red shield” indicating it is invalid, you can click on the ellipsis button in the revenue code field and choose to add the revenue code.
Ellipsis Button

8. Miscellaneous Receipting
Enter the payment information and select or change print options as necessary.
Click “Finish” when done.
You will be returned to the add receipt screen where you can add another miscellaneous receipt.
You can also click on the Back button in the ribbon bar or the “Receipt” link to return to the batch screen where you can select a different receipt method.
2017

9. Miscellaneous Receipting – Re-Receipt
What if you have entered a Miscellaneous Receipt and then find that the receipt was entered incorrectly?
Re-Receipt to make corrections
When doing a Re-Receipt, it is very important that you have an open receipt batch to put the new receipt in before you begin the Re-Receipt process.
Bring the receipt up from the receipt batch it was entered in or from Receipts (Trustee, Receipting, Receipts)
Click on the Options Wheel in the Ribbon Bar
and Select “Re-Receipt”
The system will bring up a
void screen where you will need
to enter the void date and reason
2/26/2017
Click Void to continue

10. Miscellaneous Receipting – Re-Receipt
The system brings up the Receipt Batch screen
If the batch you need your re-issued receipt put in does not default in, click on the dropdown arrow in the Batch field and select it
The receipt method defaults to “Multiple Receipts”. It is very important that you do not change this method.
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The “As of Date” should be the receipt date
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Double click on the receipt record in the Receipt Items screen to open it

11. Miscellaneous Receipting – Re-Receipt
Change any necessary information on the receipt screen and click “Next” to continue
2017
The system takes you back to the receipt items screen.
Click “Next” to continue to the payment information screen.

12. Miscellaneous Receipting – Re-Receipt
Tip: If the original receipt has not been prorated, use the original payment type for the re-issued receipt
If the original receipt has been prorated, the payment type to use for the re-issued receipt depends on the payment type used:
For payment types that DO NOT hit Cash on Hand (ACH, BIS, etc.,) use the original payment type on the re-issued receipt (unless you have your controls set up for all payment types to hit COH).
For payment types that do hit Cash on Hand (cash, check, money order, etc.,) use no new money as the payment type
Make any corrections to the payment screen and click “Next” to continue

13. Miscellaneous Receipting – Re-Receipt
The Summary Screen comes up. Click Finish and then Close to complete the “Re-Issued” receipt.
2/26/2017
If you do a search for the receipt number that was Re-Issued, you will see two transactions with the same receipt number. The original receipt will show as voided.
2017
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14. Property Tax Receipting
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There are multiple methods available for property tax receipting.
Property Tax Express – Used for receipting individual receipts
Multiple Receipts – Used for receipting multiple receipts. This option is most useful for receipting multiple receipts where searches are required to select the receipts for payment
Import Property Tax Payments – This option is used for importing mortgage company payment files, lockbox payment files, and online payment files.
Property Tax Group – Allows you to select receipts for payment by Group. Groups of parcels can be set up for use in selecting receipts from year to year.
Taxpayer – Allows you to select receipts by taxpayer. Taxpayers are set up for use with installment or prepayments.
Property Tax Grid – This option is used to receipt multiple receipts by keying in the receipt numbers in the grid or by using barcode scanner.

15. How to Record Returned Payments
To enter a returned payment in your software, bring up the receipt and choose “Returned Payment” from the Options Wheel.
2017
2/26/2017
Enter the date and any notes for the returned payment.
Click “Next” to continue.
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16. 2016 Resource - NG Trustee Receipting
Returned Payments
Enter the amount of the returned payment or click on “Return Available Amount” and the system will fill in the amount for you
Click “Next” to continue
2017
A summary screen comes up. Make sure the information is correct.
Click “Finish” when done.
NOTE: The revenue will be reversed into the Undistributed Taxes Account (28310) when prorated.
You will need to enter the transaction taking the returned payment out of the bank and the account
2017

17. Correcting Property Tax Receipts “Received Of” Name
You do not have to void a receipt to correct the “Received Of” name
To correct the Received Of name, bring up the receipt under the batch it was processed in or under Receipting – Receipts
Select the Payments tab and then double click on the Receive Of name
A window opens where you can change the Received Of name
You have to enter a change reason
Save and Close when done
You can reprint the receipt with the correct Received Of name when finished
This method is also used for correcting the received of name on miscellaneous receipts

18. Correcting Property Tax Receipts Wrong Receipt Paid
If you have a payment that was applied to the wrong receipt, you can do a transfer
Open the receipt that was paid in error
Click on the Options Wheel and select “Transfer”
2017
2/26/2017
Enter the date for the transfer and any notes
Click “Next” to continue
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19. Correcting Property Tax Receipts Wrong Receipt Paid
Enter the transfer amount and click “Next” to continue
2017
Choose “Select Property Tax” to select the property tax record to transfer the payment to

20. Correcting Property Tax Receipts Wrong Receipt Paid
Enter the receipt number or do a search to find and select the receipt to transfer the payment to.
Key in the correct Amount. In this example, the receipt that was paid in error was for , so this is the amount we are transferring.
2017
2/26/2017
Click Next to continue when finished.
NOTE: Do not transfer more to a receipt that is due on it. If the receipt you are transferring to is less than the receipt that was paid in error, only transfer the amount due on the correct receipt and do a refund from the original receipt of the excess amount.

21. Correcting Property Tax Receipts Wrong Receipt Paid
The items screen comes up
Click “Next” to continue
Note: You can transfer a receipt payment to more than one receipt if necessary
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Make sure the information on the summary screen is correct and click “Finish” to complete the transfer

22. Correcting Property Tax Receipts Receipt Paid in Error
If a property tax receipt was paid in error and needs to be refunded, you can use the “Issue Refund” option to make the correction
Bring the Receipt transaction up on the screen and select “Issue Refund” from the Options Wheel.
Enter the date for the refund and enter the refund amount (or click on “Refund Available Amount” for the amount to be filled in for you).
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Click “Next” to continue

23. 2016 Resource - NG Trustee Receipting
Correcting Property Tax Receipts Receipt Paid in Error
The Refund Screen comes up
Make any necessary changes to the refund information and click “Next”
Add any notes you would like and click “Next”
You can make changes to the revenue and/or allocation if necessary, but you should not need to change this information

24. Correcting Property Tax Receipts Receipt Paid in Error
Review the information on the summary screen for accuracy and click “Finish” to complete the process
2017
The property tax record will show an unpaid balance after the refund process
2017
2017

25. Assessment Change What to do if the taxes are already paid
If you have an assessment change order and the taxes are already paid, you DO NOT need to void the receipt to make the changes.
To make the assessment change, bring up the tax record and select “Correct Taxes/Fees” from the Options Wheel
Select or enter a change reason and enter a certificate number if you have one.
Click OK to continue

26. Assessment Change – Taxes Already Paid
2017
Enter the date for the Assessment change and any notes or messages
2017
Click “Next” to continue
Make changes to the assessment values or tax amounts as needed. For this example we are decreasing the values, creating an overpayment.
If changing assessed values, the “Calculate Tax Correction Amount” button will figure the adjustment amount for you.
Click “Next” to continue

27. Assessment Change – Taxes Already Paid
A Summary Screen comes up. Make sure the information is correct and click “Finish” to complete the assessment change.
2/26/2017
If there was an additional amount due, this would be a good time to print a Tax Statement to send to the taxpayer showing their new balance due.
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We will choose “Issue Refund” since this example has an overpayment.

28. Assessment Change – Taxes Already Paid
The overpayment amount defaults in. Click “Next” to continue the refund steps as you would any other refund.
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2017
When the refund steps are finished, you will be returned to the screen with the tasks box.
This is a good time to print the Tax Statement to send to the taxpayer along with the refund check.

29. Keeping Track of Refunds
An easy way to keep track of refunds and record check information for those refunds is to use the Refunds records – Trustee – Receipting - Refunds
Do a search for the refund record you need to update and double click on the record to open it.
Enter the check date and number and the amount will fill in for you.
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Save and Close when done.

30. 2016 Resource - NG Trustee Receipting
Keeping Track of Refunds
From the refunds screen you can search for paid, unpaid or all.
If you use the refund records and keep them updated, you could search for “unpaid” to see what checks you need to write.
If you search for all records, the status field will indicate those records that are paid or unpaid.
The check date field will be blank and the check amount field will be zero until the records are paid. Then that information will show.
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You can also double click on any of the records to open them and from the Detail tab, you can view more information on the receipt the refund is for.

31. Tax Relief – Making Corrections
If you are in the receipting screen and you find that the tax relief amount to apply is missing or incorrect, you can enter or correct the amount.
2017
In this example, there was no tax relief amount, but we entered in the Apply Amount field.
2/26/2017
The payment screen correctly pulls in the State Tax Relief Amount.
John Smith
John Smith
The tax relief issued and applied amounts are updated on the Property Tax Record.
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32. Tax Relief – Making Corrections
You can also add, change, or void tax relief from the Property Taxes screen
If you need to issue tax relief, bring up the tax record and from the General Tab, click on the options wheel in the ribbon bar and select “Issue Tax Relief”
Enter the Issue Date and amount
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Click “Next” to continue to a notes screen where you can add any notes. Click “Next” again to advance to the summary screen where you can click “Finish” to complete the process.
You can use this same method to adjust the tax relief issued amount. After choosing to “Issue Tax Relief”, enter the amount of the adjustment in the Issue Amount field (negative to decrease and positive to increase)

33. Tax Relief – Making Corrections
If you need to void the tax relief issued amount, bring up the tax record in Property Taxes
Go to the Tax Relief tab and double click on the “Tax Relief Issued” Transaction to open it
10/1/2016
Click on the Options Wheel and select “Void Tax Relief Issued”
Enter the Void date and reason and click “Void” to finish
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NOTE: If you have applied tax relief in error on a property tax receipt, you must void the receipt and re-receipt it without applying the tax relief to properly correct it

34. Reimbursing (Reconciling) Tax Relief - Manually
To manually mark tax relief as being reimbursed by the state, bring the tax record up in Property Taxes
Click on the Options Wheel and choose “Reimburse Tax Relief”
2017
Enter the reimbursement date and Amount
Click “Next” to continue
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35. Reimbursing Tax Relief
Manually
Enter any notes you may need and click “Next”
A summary screen comes up.
Make sure the information is correct, click “Finish” to complete the reimbursement.
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36. Reimburse Tax Relief with Payment File
In order to use this option, you must be receiving the electronic payment file from the state.
To reimburse tax relief by payment file, go to Trustee – Property Taxes – Import Tax Relief Reimbursements
The File Definition defaults in for you.
Click on the ellipsis in the File field to browse to the location where you saved your payment file
Select the import file and click “Open”

37. 2016 Resource - NG Trustee Receipting
Reimburse Tax Relief with Payment File
Click on “Next” to continue
The tax relief reimbursement records are pulled into the Grid. If there are any errors, they will appear in the Message field
Make sure the Relief total amount is correct and click “next” to continue
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38. 2016 Resource - NG Trustee Receipting
Reimburse Tax Relief with Payment File
The system takes you to a summary screen – Click “Finish” to complete the reimbursement process.
A confirmation screen comes up.
Click on the link in the tasks box to print the Tax Relief Report.

39. Reimburse Tax Relief with Payment File
2017
The Tax Type should be State Tax Relief
Make sure the tax year is correct
Choose Applied and Reimbursed
Enter the Reimbursed date in the from and through Reimbursement Date fields
Click “Next” to run the report
Tax Relief Report – the total reimbursed should match what the state paid for the date entered

40. ADA Adjustment Process
If you have Special School Districts, you will receive adjustment information from the Department of Education based on the Average Daily Attendance.
Calculating the adjustment percentages and gathering revenue totals to make these adjustments can be very time consuming.
In NextGen a new feature has been added to calculate the new percentages and the adjusting entries for you.
Example of ADA Adjustment info from the Department of Education

41. ADA Adjustment Process
To open the ADA Adjustment process, go to Trustee, Receipting, ADA Adjustment
Click on the drop down arrow in the department field to select the department and enter the count from the ADA Adjustment you received from the Department of Education. Do this for each School District.

42. ADA Adjustment Process
After you have entered all of your Departments for the ADA Adjustment and the counts for each department, click on the “Calculate Percent” button
The percentages for each department will display on the screen
Click “Next” to continue

43. ADA Adjustment Process
Select the Fiscal Year, the Thru Period and the Thru Date indicating the date range to adjust the revenues through
Enter the Transaction Date, the Period and the Description for the transaction. (The description will default in as “ADA Adjustment”)
The box to adjust commissions is checked by default – only remove this check mark if you DO NOT want the commissions adjusted for the ADA changes
May 2018
5/1/2018
5/1/2018
May 2018
Select the revenues that will need to be adjusted for the new ADA
Click “Next” to continue
May 2018
5/1/2018
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44. ADA Adjustment Process
The system will calculate the original amounts, the total amount, and the new amounts for each revenue and department
Click “Next” to continue

45. ADA Adjustment Process
The ADA Adjustment entries are calculated for you
Click on the Options Wheel and Select “Print ADA Transaction” to print a pre-post report of the transaction
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May 2018

46. ADA Adjustment Process
The ADA Transaction Report will list the entries for the commission adjustment as well as the revenue adjustments

47. ADA Adjustment Process
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May 2018
After you have printed your ADA Transaction Report, click on the check box to enable the Finish button
Click “Finish”

48. ADA Adjustment Process
A Confirmation Screen comes up indicating that the ADA Adjustment entries have been posted to the General Ledger.
Click “Close” to close out the ADA Adjustment Process
This process does not adjust your allocations. You will need to enter any changes to the percentages/amounts on your allocations for the new ADA percentages.
To adjust the allocations, go to Trustee, Administration, Allocations
Bring up any allocations that need to be adjusted and enter the new percentages and then click “Save and Close” on the ribbon bar to save the changes

49. QUESTIONS ???

50. HELP !!

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