3. 2 Permit System Advantages  Keeps track of all of your TABC permits in one place.  Stores all of the payment information.  Disbursement can be done through TaxLedge.  Can be updated by a TABC file load or manually.  Can generate receipts with numbers as provided by TABC.  Robust reporting options.  Branch office processing can be tracked by location.

4. 3 Permit System Definitions  While each permit is handled individually, they are grouped as accounts in the system.  An Account is where information for permits of the same type belonging to the same location and owner can be viewed and modified.  A Location is the business location where alcoholic beverages are consumed and/or sold.  A location can have more than one account depending on the types of permits they have.  Owners can have multiple permits, locations, and accounts.

5. 4 Permit System Logging into the Permits system is like using ACT's TCS product.  Double-click the Internet Explorer icon on your computer desktop. Enter the URL for the Permits application given to you by your supervisor. Press Enter.  Type your User Name and Password in the Logon window.  Click Connect or press Enter; the Main Menu of the Permits system will appear.

6. 5 Main Menu Buttons from left to right are: Account Search, Account Master, Account Status, Permit Renew/Reissue, Payments, Batch Menu, Online Help and Exit.

7. 6 Account Search Screen Search by Location or Permit Number.

8. 7 Account Status Screen Highlight a permit on this screen to display the following information:  Owner name, location/trade name and address  Amounts owed or paid  Issue and expiration dates  Type of permit  Receipt number (if a beer permit)  Permit status

9. 8 Account Status Screen  Add Permit Fees - allows the addition of fees to an existing permit showing zeros as fee amounts (usually due to conversion data).  Comments – shows any notes for a permit.

10. 9 Account Status Screen Remittance tab - payer information can be seen for each payment at the bottom of the screen.

11. 10 Account Master Also known as the Location/Owner Master screen.  View, add or change business and owner information.  Add a new permit  Add a comment to an account

12. 11 Permit Renew/Reissue Screen  Used for renewals and reissues. It uses the existing permit to add the renewal and calculates the fees to be charged based on the issue/expiration and system dates.  Historical permits can also be entered here.

13. 12 Permits Renew/Reissue Screen Beginning in 2009, TABC began collecting for 2 years instead of 1 year. Now most permits only need to be renewed every 2 years instead of every year.

14. 13 Taking Payments The Permits system organizes all payment activity by deposits. A deposit can be understood as a group of payments taken by an individual cashier.  Different deposits can be created each day, and several deposits can be open during the course of each day.  Overpayment and underpayments are not allowed, so permit deposits will never be out of balance.

15. 14 Taking Payments – Deposits The Deposit Control screen is where the deposits are managed. Deposits may be searched for, opened, or closed. Deposit Proof reports can be printed from this screen.

16. 15 Taking Payments – Deposits In the Deposit Control screen, the following information is used to create a deposit:  Deposit No: A combination of numbers and/or letters to identify the deposit.  Deposit Date: Defaults to the current date, but may be changed.  Receipt Date: Defaults to the current date, but may be changed. This date can be different from the deposit date, although it is usually the same.  Deposit Status: Defaults to Open. A deposit must be opened before payments can be entered. A deposit must be Closed before distribution of payments can be done.  Deposit Type: Defaults to License/Permit for taking payments. There are also deposit types for Refunds and Reversals.

17. 16 Taking Payments – Deposits Multiple accounts may be entered on this screen. Let’s say Valero wants to pay for five accounts with one check. All five accounts would be listed here for the single payment.

18. 17 Taking Payments – Deposits The Remittance screen offers a selection of payment types. You can also create alternate payer information. This payer information stays with the payment and has no affect on the account owner’s information.

19. 18 Taking Payments – Deposits The Fee Detail screen allows the user to pick and choose which permits will be included/excluded for a payment.  All older permits appear in this screen, but are excluded by default.  Once a permit has been excluded, the amount will auto-adjust on the remittance screen so the payment can be taken.

20. 19 Taking Payments – Reversals and Refunds  Reversal deposits - recommended if errors are made when taking a payment or if returned checks must be processed.  Refund deposits - used if TABC rejects an application or otherwise adjusts a processed payment. Refunds can be processed through TaxLedge.

21. 20 Taking Payments – Reversals  When doing a reversal, the entire payment must be reversed.  NSF fees can be added for returned checks. The Add NSF box only needs to checked for one of the permits on a payment.

22. 21 Refunds The refund deposit allows a user to refund all fees paid on a permit or just some of them.

23. 22 Refunds Once selected and processed, the refund can be seen on the Escrow column of the Account Status screen.

24. 23 Refunds On the Remittance tab, the refund information is shown as a $0.00 Remittance Amount.

25. 24 Refund Reporting The Refunds by Deposit report, batch menu no. 15010, is the equivalent of the TN536, batch menu no. 326, in TCS.

26. 25 Refund Batches for TaxLedge The Refund Process runs in edit and update modes. The edit report shows the names; the update report shows only a total. A file is created for processing through TaxLedge.

27. 26 Refunds After the refund has been processed through TaxLedge and posted back, negative rows display the refund check number. The information at the bottom of the screen is for, in this case, the refund recipient.

28. 27 Disbursements Processing the Collected Fees

29. 28 Disbursements Permits generally require both state and county fees to be paid, although county fees are not required for certain liquor permits. The state portion of liquor permits is paid directly to the state, while the county portion of these permits is paid to the county.

30. 29 Disbursements The Deposit Status report, batch menu no. 15104, provides a quick look at the open and closed status for deposits in the system. To process disbursements and refunds, deposits must be closed.

31. 30 Disbursements to the State Payment distributions to the state are processed on the Disbursement screen. A file is created that can be loaded into TaxLedge's refund program. TaxLedge can print the checks or send an electronic payment, depending on your office’s procedures. Reconciliation reports can be used to verify the process. These reports could also be used for the totals needed if TaxLedge is not used.

32. 31 Disbursements to the State Click the Pay to State checkbox(es), then Send to Disbursements

33. 32 The State Payment Reconciliation Report, batch menu no. 15101, can be run after the permits have been selected for disbursement. It shows the permits selected, fee amounts and the load number. This report can also be run after the state disbursement process has been completed. At this point the report will also show the check number that was sent to the state. Disbursements to the State – Recon Report

34. 33 Disbursements to the State – Recon Report

35. 34 Disbursements to the State - TaxLedge Disbursements are processed in TaxLedge using the Refunds screen.

36. 35 Disbursements to the State - TaxLedge Select either County or State to process. When the state load is processed, the county commission must be processed separately before doing the postback. Depending on the selection from the above list, one of these confirmation windows will appear. (PERS = State PERC = County)

37. 36 Disbursements to the State - TaxLedge Reference/comment/reason: If comments are the same for multiple permits, one check will be printed for each comment. If applied to all, only one check will print (which is normal for Permits). Always check the Combine Payments Override Max. Allowed.

38. 37 Disbursements to the State - TaxLedge In the Check Writer, select the load to process.

39. 38 Disbursements to the State - TaxLedge This is where the checks are printed. Be sure everything is correct before updating and printing.

40. 39 Disbursements to the State - TaxLedge Once the checks are printed, the screen will alert you to post back the payments. This will not occur on a state load until the county commission funds have also been processed.

41. 40 Disbursements to the State - TaxLedge After clicking the Post Back button, this screen will appear. Check the box(s) next to the batches to be posted back to Permits, then click the Post Checks button. The disbursement process has now been completed.

42. 41 To see the disbursed permits and fees, check Show Disbursed. The permits and fees are shown by the load number from the disbursal. If the process was completed through TaxLedge, the check number is also displayed. Disbursements to the State

43. 42 Disbursements to the County  When disbursing to the county, the process is run from batch menu no. 15103.  This process also creates a file that can be loaded into TaxLedge. TaxLedge can print the checks or send an electronic payment, depending on your office’s procedures.  A reconciliation report, batch menu no. 15102, can be used to verify the process. This report can also be used if TaxLedge is not used.  If TaxLedge is used for disbursements, the report will show the check numbers used for payment. These check numbers also appear on the Disbursement screen after the TaxLedge postback process has been run.

44. 43 Disbursements to the County The County Disbursement Process runs by date range. This creates a file for TaxLedge. The TaxLedge processing is the same as the county side of the state disbursement. The key is to remember to use the exact same dates when running this process and the County Payment Reconciliation Report.

45. 44 Disbursements to the County – Recon Report This report can be run before and after the process to see what will be paid and what has been paid. Just remember the dates have to be the same for this report as you use on the process.

46. 45 Voiding Disbursements If for some reason a disbursement load needs to be voided, this can easily be done. When a void is done in the Permits system, the permits and fees in that load will return to the undisbursed listing and can be selected again for a new load. There is a void button on the Disbursement screen If the load has been sent to TaxLedge and processed, the regular TaxLedge process for voiding refunds must be done there first.

47. 46 Fee Maintenance  The state sets most of the permit fees. These state fees do not change yearly as ad valorem (property) tax rates might.  Not all permit fees are collected by the county. The Permits system keeps track of the fees that can be collected by the county.  Some permit types also have additional fees that can collected by counties. These county fees cannot be more than 50% of the state fees. The exact amount is decided at the local (county) level. A comprehensive list of these fees is maintained in our online help.  Only the permit types that allow collection of county fees can be changed on the Fee Maintenance screen. For these fees, late fees may also be changed. Changing state and surcharge fees is done by ACT.

48. 47 Fee amounts are added to the Permits system by ACT. This allows the amounts to auto-populate when adding a permit to an owner/location. County fees and late charges can be changed by authorized users. Fee Maintenance – The Screen

49. 48 Reporting and Processes Reports are available for the following processes:  Deposits and payments  Receipts and statements  Disbursements  TABC monthly file loads  Refunds

50. 49 Reporting and Processes The Batch Menu screen is where the reports and processes can be selected. Either highlight the selection or enter the number in the Selection box and press Enter on your keyboard. The parameter screen for the report or process will appear.

51. 50 Reporting and Processes TABC Receipt Totals report, batch menu no. 15002 – a summary of payment activity. Totals by deposit, day, location and the date range selected are included. It can also be run for a specific location.

52. 51 Reporting and Processes Liquor Receipts - all permits paid appear on one receipt or can be reprinted individually. Beer Receipts prints three copies per permit, per state requirement. Once your receipt is approved by TABC, ACT can create the receipts with the correct county seal.

53. 52 Reporting and Processes The TABC Monthly Update process adds the information from the file downloaded from TABC to the ACT Permits system. It updates existing permit information, adds new liquor permits and identifies the changes.

54. 53 Reporting and Processes This TABC Receipt Numbers report, batch menu no. 15009, shows how your TABC-issued receipt numbers are being used. This report can also be submitted to TABC as the weekly report for Voids.

55. 54 This concludes our presentation.