1.Creating a Daily Batch for Mass Maintenance Processing #

Purpose

Use this procedure to create a batch or change the details of a batch.

Prerequisites

  • In order to perform this procedure, the following user rights are required:
    • Daily Batch > Daily Batch Assign
    • Daily Batch > Daily Batch Delete
    • Daily Batch > Daily Batch Admin

Procedure

  1. In PACS, choose Activities > Mass Maintenance (Property) > Daily Batch.
  2. To add a new batch, complete the following steps:
    1. Click Add Add to add new batch.
    2. To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.
    3. In the Daily Batch Details dialog box, complete the Description and Comment fields, and select the Assign check box if required.
    4. Click Ok
  3. To edit the details of an existing batch, complete the following steps:
    1. Highlight the batch and click Details. Details icon
    2. Edit the Description and Comment fields, and select the Assign to this batch now check box if required.

      Note A user will only be able to do mass updates if a daily batch has first been assigned to that user.

    3. Click OK.
  4. To delete a batch, highlight the batch and click Delete Delete.

    Note:  A batch cannot be removed if any kind of mass maintenance has been done in that batch.

2.Managing a Daily Batch at the End of the Day #

Purpose

Use this procedure to do one or more of the following activities:

  • Recalculate property records within a batch.
  • Print appraisal cards for property records within a batch.
  • Print a report for a batch that reflects the change of value for the records within a batch. This report is useful, for example, when you need to check values changed on multiple property records after a mass update.

Procedure

  1. In PACS, choose Activities > Mass Maintenance (Property) > End of Day.

    batch eod

  2. In the Daily Batch End of Day Procedures dialog box, choose one or more of the following options:
    • Recalculate Properties – Recalculates records within a batch and displays the number of recalculation errors next to Error Count.

      Note If there are errors, the View button is enabled as shown above. Click View to display the Recalculation Errors dialog box, which contains information for each error. For example:

    • Print Appraisal Cards – Prints appraisal cards or field cards. Complete the following card printing options as required:
      • Include Sales Information
      • Include Income Approach
      • Include Sketch on Back
      • Include Sketch on Front
      • Print BP Report
    • Print Batch Report – Prints a report that reflects the change of value for the records within a batch.
  3. Click Process.

Result

  • If you selected Recalculate Properties, the properties are recalculation and the number of recalculation errors, if any, is displayed.
  • If you selected Print Appraisal Cards or Print Batch Report, the cards or report are sent to your PACS inbox.

3.Creating and Closing a New Payment Batch #

Purpose

Use these procedures to:

  • Create a new payment batch.
  • Close an existing batch.

Prerequisites

  • In order to perform these procedures, the following user right is required:
    • Receipting > Batch > Add Batch
  • In order to perform these procedures, the following user rights may be required:
    • Receipting > Batch > Reopen Closed Batch
    • Receipting > Batch >Batch Reprint Tax Receipts

Procedure – Creating a Batch

  1. Do one of the following:
    • Select Yes when prompted with a system message to create a batch. This generally occurs at the time a payment is being processed or modified, or a mass operation is being processed that requires a batch.
    • Choose Activities > Daily Process > Enter Payment Batch.
  2. In the Select Batch dialog box, click Add. Add
  3. Complete or review the following fields as required:

    Mass Apply Escrow, Create New Batch

    • Description
    • Comment
  4. To reprint tax receipts for payments in the batch, click Reprint Tax Receipts.
  5. Click OK.

Procedure – Closing a Batch

  1. Choose Activities > Daily Process > Enter Payment Batch.
  2. In the Select Batch dialog box, select a batch.
  3. Complete or review the following fields as required:
    • Comment
    • Created Date
    • Balance Date
    • Deposit Date
  4. Click Close Batch to close the current batch (which is displayed in the Batch ID field).

    Note After a batch is closed, no payment or other function will be allowed to use the batch. Payments cannot be posted to a closed batch, and any operation requiring a batch does not accept a closed batch.

4.Selecting a Batch #

Purpose

Use this procedure to select a batch.

A batch is needed for posting payments and refunds, modifying bills, or a mass update. If a batch is not open when performing one of these operations, you are prompted to select an existing batch or create a new one.

Also, there is a standard batch requirement for many Collections features, such as bill modification, payment posting, and quick posting. When you click the button to select a batch, a dialog box is displayed that lists all of the open batches.

Procedure

  1. In PACS,  do one of the following:
    • Select a batch if you are running a process that prompts you to select a batch. For example, when mass applying escrow, you can select a batch other than the default batch by clicking Change Batch, as shown:

      Change Batch

    • Choose Activities > Daily Process > Enter Payment Batch.
  2. In the Select Batch dialog box, select a batch.
  3. To review the details of the batch, click Details. Details icon
  4. After you have chosen the batch to use, click Select.

5.Reviewing Batches #

Purpose

Use this procedure to review online a list of payments contained within a batch.

If you would like a detailed overview of the contents of a batch, you can use the Payment Detail Listing Report (Reports > Daily > Payment Detail Listing).

Procedure

  1. In PACS, choose Search > Payment.
  2. Locate the Batch field in the Payment Details section of the Payment Search window.

    search_payment_batch

  3. In the Batch field, enter the code of the batch for which you need to view details.
  4. Click Search to display the Payment Search Results window, which lists the contents of the batch.

    search_payment_results

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