TX Balancing Procedures

Brief Recap of Balancing and Closing the Day

Follow these steps to perform balancing:

• Balance all users’ totals for the balance date
• Manager prints the Daily Balance Summary for the Balance Date, and balance totals for all users to the day’s total
• Run the Daily Check Register Report for balance date
• Sum the Tax Collections Activity Report, Fee Collections Activity Report, Escrow/VIT Collections Reports, and balance the sum to the total on the Compare Daily Balance Summary for the balance date
• Close day when balanced

Tip 

Out of balance?

Be careful when assigning batch descriptions and balance dates. We recommend using the full date and year within the description and in the balance date field so that the batch is unique and not likely to be used again accidentally in the future. If you are out of balance, check for duplicate batches. When reviewing batches, if you see that a user has two batches with the same balance date, then you may need to change the balance date on one to the next day.

Another reason you may be out of balance is if a batch was reopened and used again. Compare the batch close dates with the date displayed on your reports.

You can also perform a payment search (File > Open > Payment) by date range and use the results to identify voided payments or mistyped payment amounts.

Purpose

Use this procedure to balance your drawer and close out the day at the end of the day, after you have collected the day’s payments.

Note:  All active days must be officially closed out in order to close out the month, and the year.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Daily Balance Summary Report.
2. In the Daily Balance Summary Report dialog box, choose one of the following options:

   

   • All Batches – Includes all batches, whether opened or closed, in the report.
   • One Batch – Includes a specific batch in the report. Select the name of the batch from the drop-down list.
     

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     Tip  The One Batch option is used to balance your batch. Print out the report, balance your drawer, and go back to the window to close the batch. The Close Batch check box is selected by default unless you choose All Batches which changes the Close Batch option to unavailable.

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   • Batch Balance Date – Includes all batches balanced within a certain time frame. Select the date from the drop-down calendar for the Begin field and the End field. You can also type the date in MM/DD/YYYY format.
     

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     Tip  If you have multiple employees using a single batch, select the One Batch and Pacs User options to see the monies posted by one user. (However, if Close Batch is selected when you generate the report, then the batch closes for all users.) After receiving the Balance Summary Report from all employees, the supervisor can generate a single report for all users and compare those totals with the totals on the reports given to them by the individual batch users. If discrepancies are found, reopened the batch if needed to correct them. A batch can be reopened if the balance date has not been reported to the entities and the day is not closed. If the day is already closed, a correction batch can be used in another day.

     If you create multiple batches (such as Escrow, VIT, Refund, and Special Inventory in addition to regular collections, the user could run the report for the Batch Balance Date to see all those monies in all of the batches on that batch balance date.

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3. To include batch data associated with one specific user, select the Pacs User option and choose the user name from the drop-down list.
4. To close the batch or batches listed in the report, choose Close Batch.
   

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   Tip  This option is generally not recommended. Generally, you should print out the report first and balance your drawer, then close the batch.

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5. To create an event recording the printing of this report, select Generate Event.
6. Click Preview to review the report on screen, or click Print to print a copy of the report.

Next Steps

If you are having a problem getting your drawer or batch to balance with the Daily Balance Summary Report, you need to run the Daily Balance Detail Report.

Purpose

Use this procedure to generate a report listing the payments posted to PACS. If you are having a problem getting your drawer or batch to balance after running the Daily Balance Summary Report, you need to run this detailed report. These reports are intended to help you balance your drawer and close out the day at the end of the day, after you have collected the day’s payments.

Note:  All active days must be officially closed out in order to close out the month, and the year.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Daily Balance Detail Report.
2. In the Daily Balance Detail Report dialog box, choose one of the following options:

   

   • All Batches – Includes all batches, whether opened or closed, in the report.
   • One Batch – Includes a specific batch in the report. Select the name of the batch from the drop-down list.
     

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     Tip  The One Batch option is used to balance your batch. Print out the report, balance your drawer, and go back to the window to close the batch. The Close Batch checkbox is selected by default unless you choose All Batches which changes the Close Batch option to unavailable.

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   • Batch Balance Date – Includes all batches balanced within a certain timeframe. Select the date from the drop-down calendar for the Begin field and the End field. You can also type the date in MM/DD/YYYY format.
3. To include batch data associated with one specific user, select the Pacs User option and choose the user name from the drop-down list.
4. To close the batch or batches listed in the report, choose Close Batch.
   

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   Tip  This option is generally not recommended. Generally, you should print out the report first and balance your drawer, then close the batch.

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5. To create an event recording the printing of this report, select Generate Event.
6. Click Preview to review the report on screen, or click Print to print a copy of the report.

Procedure

Use this procedure to generate a list of the checks collected. Typically, you will include this with the deposit so that you do not have to list the checks by hand. This is a helpful tool if you are researching a returned check.

Note:  The check register report does not report cash or money order amounts. However, money orders posted as checks are included.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Daily Check Register Report.
2. In the Daily Check Register dialog box, select one of the two following options:

   

   • One Batch – Lists checks only one individual batch. Select the name of the batch from the drop-down menu.
   • Batch Balance Date Option – Lists checks from all open batches within a certain timeframe. You can select the timeframe from the drop-down calendar for the Begin and the End dates, or you can type the dates in MM/DD/YYYY format.
3. To sort the checks by payer name, select the Sort by Payer option.
4. Click Preview to review the report on screen, or click Print to print a copy of the report.
   

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   Tip  If this report does not balance to your tally on the checks received, then the batch can be reopened and payments voided and reposted in the same batch on the same day, or in a new batch the next day.

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Purpose

Use this procedure taxes collected and refunds made, by entity, according to the parameters set. This report is used primarily for distributing the collected monies. The tax collections reports are used to balance the monies being distributed. This report can help you with the distribution of the monies collected.

This procedure is optional for daily processing.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Tax Collections Activity Report – By Year.
2. In the Tax Collections Activity Report – By Year dialog box, select the following options as needed:

   

   • Entity – Tax collection activity related to the selected Entity is collected and displayed in the report.
   • Year – Tax collection activity for the selected year is gathered and displayed in the report.
3. Select one of the following options:
   • Date Range – Report data falls between the selected Begin Date and End Date.
   • Batch – Collection activity associated with the selected batch or batches is featured in the report. If you selected One Batch, use the drop-down menu to choose the required batch. If you selected Batches, enter the batch names in the field or use the Add/Remove button to use the code chooser to select batches.
4. Click Preview to review the report on screen, or click Print to print a copy of the report.

Purpose

Use this procedure to help you distribute monies collected. This report is optional for daily balancing.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Tax Collections Detail Activity Report – By Year.
2. In the Tax Collections Detail Activity Report – By Year dialog box, select the following options as needed:

   

   • Entity – Tax collection activity related to the selected Entity is collected and displayed in the report.
   • Year – Tax collection activity for the selected year is gathered and displayed in the report.
3. Select one of the following options:
   • Date Range – Report data falls between the selected Begin Date and End Date.
   • Batch – Collection activity associated with the selected batch or batches is featured in the report. If you selected One Batch, use the drop-down menu to choose the required batch. If you selected Batches, enter the batch names in the field or use the Add/Remove button to use the code chooser to select batches.
4. Click Preview to review the report on screen, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report listing tax collection details, including current/delinquent taxes. This is optional for daily balancing.

Procedure

1. In PACS Collections, choose Activities > Daily Collections >Tax Collections Detail Activity Report (Current/Delinquent) – By Year.
2. In the Tax Collections Detail Activity Report (Current/Delinquent) – By Year dialog box, select the following options as needed:

   

   • Entity – Tax collection activity related to the selected Entity is collected and displayed in the report.
   • Year – Tax collection activity for the selected year is gathered and displayed in the report.
3. Select one of the following options:
   • Date Range – Report data falls between the selected Begin Date and End Date.
   • Batch – Collection activity associated with the selected batch or batches is featured in the report. If you selected One Batch, use the drop-down menu to choose the required batch. If you selected Batches, enter the batch names in the field or use the Add/Remove button to use the code chooser to select batches.
4. Click Preview to review the report on screen, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a list of the checks processed in the system. This report lists the checks used to distribute the monies collected to the entities. You can use the register to review any of the checks that you have accepted.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Reports > Check Register.
2. In the Print Check Register dialog box, select from the following options as needed:

   

   • Chart of Account(s) – Report data is based on the Chart of Account(s). Click the ellipsis button to select from the Chart of Accounts.
   • Date Range – Report data includes checks processed between the selected Begin Date and End Date.
3. Choose one of the following formatting options:
   • Page break between “Chart of Accounts”
   • No Page break between “Chart of Accounts”
4. Click Preview to review the report on screen, or click Print to print a copy of the report.

Purpose

If you collect fees, run the Fee Collections Activity Reports as part of your distribution balancing.

Tip  If fees and escrow are collected, sum the totals from the Tax Collections Activity Report, Fee Collections Activity Reports, and Escrow/VIT Collections Activity Reports; this sum should equal the total displayed on the Daily Balance Summary or Detail Report for the day.

Procedure

1. In PACS Collections, choose Reports > Fees > Fee Collections Activity Detail Report.
2. In the Print Fee Collections Activity Detail Report dialog box, specify which data displays in the report by choosing one of the following criteria options:
   • All Batches – Collect and display fee collection activity from all batches
   • One Batch – Collect and display fee collection activity from a specific batch
     • Choose the batch from the drop-down list
   • Batch Balance Date – Collect and display fee collection activity recorded from all batches during a specific time frame
     • Select the Begin and End dates during which collections activity occurred.
3. Choose the type of fees displayed in the report from the Fee Type drop-down list.

   

4. Click Preview to generate a copy on your monitor, or click Print.

Now, do the following to generate the Summary version of the report.

Procedure

1. In PACS Collections, choose Reports > Fees > Fee Collections Activity Summary Report.
2. In the Print Fee Collections Activity Summary Report dialog box, specify which data displays in the report by choosing one of the following criteria options:
   • All Batches – Collect and display fee collection activity from all batches
   • One Batch – Collect and display fee collection activity from a specific batch
     • Choose the batch from the drop-down list
   • Batch Balance Date – Collect and display fee collection activity recorded from all batches during a specific time frame
     • Select the Begin and End dates during which collections activity occurred.
3. Choose the type of fees displayed in the report from the Fee Type drop-down list.

   

4. Click Preview to generate a copy on your monitor, or click Print.

Prerequisites

The Distribute Funds user right is assigned to your user ID.

Prior to closing a day, we recommend that you run and balance all reports for that day.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Close/Reopen Day.
2. In the Close/Reopen Daily Collections dialog box, select the day you wish to close or reopen. Use the drop-down lists at the top of the dialog box to select the month and year, if necessary.

   

3. Then use the following options as needed:
   • Close Day – Closes the selected day.
   • Reopen Day – Reopens the selected day.
     

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     Note:  If possible, do not reopen a day or month if distribution has already been performed for that day or month. To correct transactions that were incorrectly posted on a day or month that has already been distributed, we recommend opening a separate batch for the day. To continue with reopening the day for which monies have been distributed, you are required to complete procedures for reopening the month. See Closing and Reopening the Month for more information.

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4. When you are finished, click Close.

Next Steps

1. To do your daily distribution for the County and other entities, every day, after you have balanced for the day, closed the day (Activities > Daily Collections > Close/Reopen Day), choose Activities > Daily Collections > Distribute and select those charts of accounts that you are cutting the checks for or doing ACH deposits on that day. For more information on distributions, see Distribution.

Purpose

Use this procedure to set up your Chart of Accounts. The Chart of Account is basically a check or ACH with M&O, I&S, PI, Attorney fee, overages, fees.

Prerequisites

We recommend you list or understand the ACH deposits or checks you issue on regular basis. You list should include the following:

• An indication of what is being paid in the check (M&O, I&S, Attorney Fee, etc.)
• The address for checks that are mailed
• An indication of payment frequency: Daily, weekly, monthly, or yearly
• ACH or checks written for Tax Certificate Fee or Other Fee Collections

You can use this listing when you set up your chart of accounts that you will map to entities. Here is an example list:

Note:  Although your entity may not have an I&S rate, you may create and collect Late Ag Penalty and map this in your chart of accounts.

Procedure

1. In PACS Collections, choose Tools > Code File Maintenance > Chart of Accounts.
2. Complete the following fields in the Chart of Account dialog box:
   • Account Number – This number determines the sequence of accounts displayed in the distribution history and in the chart of account list.
     

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     Tip  If you distribute in a certain order, then create your chart of accounts in the sequence you are used to. The lowest number is listed first. We recommend using three digit numbers or higher.

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   • Description – Enter the name to whom the check is written.
   • Bank Account – This field is for your record keeping only.
   • Comment – This field is for your record keeping only.
     

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     Note:  Bank Account and Comment are not used in the system and are for your information only.

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3. In Check Line1 through Check Line4 fields, enter the addressing information printed on the check that should display in the envelope window.
4. Select ACH Deposit if this Chart of Account describes an ACH Deposit. If this chart of account is used for generating a check, leave the option unselected.
5. Click OK.
6. Repeat this procedure to set up other accounts as needed.

Next Steps

Map the chart of accounts with entities.

Purpose

Use this procedure to map each component of taxes collected for an entity to the chart of accounts.

Prerequisites

You have performed the procedure described in Setting Up the Chart of Accounts.

Procedure

1. In PACS Collections, open an entity to be included in distribution. Then click the Distribution Breakdown tab.
2. For each component of taxes collected for the entity, click Search to open the list of the chart of accounts.

   

3. The Chart of Accounts dialog box opens. Choose from the following options:

   

   • To create a new account, click New.
   • To review or edit an account’s details, highlight the account and click Details.
   • To remove an account from the system, highlight the account and click Remove.
   • Highlight the appropriate account and click OK to select the account.
     

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     Note:  The selected chart of account for M&O is the account to which the M&O check is written. The selected chart of account for I&S is the account to which the I&S check is written. And so on.

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4. Continue searching for and adding an account for each component.

   

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   Note:  Miscellaneous Fees: Fee types are set up through Tools > Code File Maintenance > General > Fee Types. Here, you enter the fee code, description, amount, and associated entity. In the Entity field of the Fee Type Code, select an entity to which the fee’s distribution check goes. If the distribution check for the fee does not go to an entity, select an entity that does not have a miscellaneous fee set on its Distribution Breakdown tab.

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Click Apply to save your changes. Click OK to save your changes and close the Entity record.

Purpose

Use this procedure to distribute the monies collected through taxes and fees to the appropriate entities (or other recipients). You may distribute for some accounts daily, and others weekly or monthly.

Important   If you collect a fee from the entities, PACS does not currently permit users to net out the fee from the amount being distributed. You must send the full collection amount to the payee and they return payment for your collections fee.

Additionally, penalty M&O and penalty I&S can not be netted out from the amount being distributed.

If you choose not to use PACS Distribution module, you can perform distributions based off of reports you generate.

Prerequisite

• Chart of Accounts have been created and mapped to entities’ Distribution Breakdown
• The day is closed

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Distribute.
2. Use the arrows in the Batch Distribution Wizard code chooser to select those charts of accounts for which you are cutting checks or making ACH deposits.

   

3. Select the Exclude accounts with “0” balance or negative balance to automatically omit those accounts from the distribution.
   

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   Note:  If you select the Exclude accounts with “0” balance or negative balance option, accounts fitting that description do not display in the next screen of the Wizard.

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4. After you have selected the necessary accounts, click Next to view the amounts to be distributed. The distribution is not performed.

   The accounts and amounts are displayed.

   

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   Tip  Click the Account column header to arrange the accounts according to account number sequence. Use the scroll bar to view M&O, I&S, Penalty, Interest, Attorney Fees, Overages, Tax Certificate Fees, and Miscellaneous Fee amounts.

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5. Review the data. If needed, compare the values displayed in the Batch Distribution Wizard with those displayed in the Tax Collections Activity Report, Fee Collections Activity Detail Report (shows fee types collected), & Tax Certificate Report, all run for the same date range for which you are distributing.
6. To remove an account, highlight the account and click Remove. Or click Details to review the current, delinquent, and total amounts of M&O, I&S, Penalty, etc.
7. To print checks in account number sequence, select the Print Check, enter the Starting Check Number for the displayed distributions and enter the time period you are distributing for in the check memo field. The memo prints on the check; the check number is stored in the distribution record.
   

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   Note:  To print checks, load three-part check paper in your printer.

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8. When you are ready to distribute, click Finish.
   

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   Note:  If checks do not print correctly, a message displays asking for confirmation that checks printed. From here, you have the option to restart with the check number of your choosing.

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Purpose

Use this procedure to generate a report showing the distributed amounts in chart of account order.

Procedure

1. In PACS Collections, choose Activities > Daily Collections > Reports > Chart of Account.
2. In the Print Chart of Account dialog box, select the Chart of Account(s) option, click the ellipsis button and use the code chooser to select specific accounts to include in the report.

   

3. If needed, adjust the As of Date.
4. Click Preview to review the report on screen, or click Print to print a copy of the report.

Procedure

1. Count the drawer to determine how much money was collected.
2. Run the Daily Balance Detail or Summary using the options to match the drawer counted.
3. If each drawer has its own batch, run Daily Balance Report for the batch that matches the drawer.
4. If the collections were collected together for the day and counted together, run the Daily Balance Report for the date range of the collections. For example, if I counted the money for today then the Report should be run for just today, but if the money counted was for Monday, Tuesday, Wednesday, then the Report should be run for that date range.
5. The total on the Detail or Summary report should match the total collected for the same criteria, batch, date range, etc. The total paid should match the amount of money counted. The check amounts should equal the total at the bottom of the Payments and Check amounts, and the same procedure applies for cash. The last column is the total of the cash and checks.
6. If the Daily Balance Report is run for a date range and not for a single batch the payments will be grouped in batch order. If the total paid does not balance to the amount of money the user counted, run the Daily Balance Detail Report to find the error. Usually the error is due to a void in the wrong batch, or numbers transposed while entering the payment in the payment cart.
7. Compare the checks to the amounts on the reports. Where a difference is found, research to find the problem. If the amount entered is wrong, void the payment in the batch it was taken in, and repay the payment correctly in the same batch.
8. The user can print the tax collections reports (detail or summary) for the same criteria as the Daily Balance Reports to balance to the Tax Collections Reports.
9. At the end of the month, the user should run a Tax Collections Report, a Month to Date recap and a Year to Date Recap.
10. The Tax Collections report reflects collections for the criteria specified that should be a date range for the month. The amounts collected are the amounts applied to taxes due. The amount paid at the bottom of the report reflects the total amount of money collected.
11. The year-to-date recap for the current month: Balance the year-to-date recap across for every year. For example, Adjusted tax – Effective Taxes Paid = Balance Base Tax Paid + Penalty + Interest + Attorney Fee + Overage = Payments Original Roll – Adjustments = Adjusted Tax.
12. Verify the numbers on the Month to Date Recap to the current Year to Date Recap.
13. The following columns allow the user to take the amount from the prior month YTD:
    • Recap + the MTD recap amounts to = the current YTD
    • Base Tax Paid
    • Under
    • Discounts
    • Effective Taxes Paid
    • Penalty
    • Interest
    • Attorney Fee
    • Overage
    • Payments
14. The following columns allow the user to take totals from the Modified Bill Report for the current month + the prior month YTD to equal the current month YTD:
    • Adjustments
    • Adjusted Tax

PACS simplifies month-end procedures by incorporating some of your processes into the software application.

You can close and reopen months within PACS, and print a variety of Month End Reports that will aid in your account balancing.

Purpose

Use this procedure to select from a variety of reports presenting monthly data.

Procedure

1. In PACS Collections, choose Activities > Month End Procedures > Month End Reports.
2. In the Print Collection Recaps Reports dialog box, select from the following Report Type options as needed:
   • Print Month to Date Recap
   • Print Year to Date Recap
   • Print DTR Totals
   • Print Fiscal Month to Date Recap
   • Print Fiscal Year to Date Recap
   • Print Monthly As of Recap
     

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     Note:  Fiscal Recap Reports pull data from Fiscal Totals built into the system based upon the entities’ fiscal year.

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3. To ensure that you have selected a combination of reports that can be used to balance each other, select Generate Self Balancing Report.

   

4. To focus report data on collection records associated with specific entities, click the ellipsis button and use the code chooser to select entities.
5. Choose one of the following options:

   

   • Closed Month – Collection data from the selected month is collected and displayed in the report.
   • Date Range – Collection data processed between the selected Begin Date and End Date is collected and displayed in the report.
6. Click Preview to review the report on screen, or click Print to print a copy of the report.

Purpose

Use this procedure to close the month after you have balanced the month. You can also reopen a month by following this procedure.

Months must be closed in order to perform Year End Procedures which rolls over fiscal year end balances into new beginning fiscal terms. For more information, please see the Fiscal Year Processing user guide.

Prerequisite

The Distribute Funds user right is assigned to your user ID.

All days in the month are closed.

Procedure

1. In PACS Collections, choose Activities > Month End Procedures > Close/Reopen Month.
2. In the Close Month dialog box, select the month you wish to close or reopen. If required, use the Year drop-down list. Then choose one of the following options:

   

   • Close Month
     • If you clicked Close Month, then adjust the Begin Date and End Date for the fiscal month as needed, then click OK.

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     Note:  If any days within the selected date range are not closed, a warning displays.

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   • Reopen Month
3. If you are finished, click Close.

Purpose

Use this procedure to carry over existing balances into the new fiscal year. Perform this function after the last month of the fiscal year is balanced. This completes the Year End Balancing.

Procedure

1. In PACS Collections, choose Activities > Year End Procedures > Fiscal Year Rollover.
2. In the Fiscal Year Rollover dialog box, select the check box next to the Entity requiring a balanced rollover.

   

3. Use the Rollover Month and Rollover Year drop-down lists to select the month and year you want to rollover.
   

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   Note:  FY means use ending date of the entity’s fiscal year as the rollover date. FY is useful if you want to use fiscal recap reports throughout the year.

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4. Click OK.
   

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   Important   After new tax bills are created for the new year, you must enter the new M & O (maintenance and operations) and I & S (interest and sinking, i.e., debt) portions of the tax rate levy amounts into your fiscal year for each entity.

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