TX Collections Reports

Purpose

Use this procedure to generate a report that lists totals for Cash, Checks, Money Orders, and Credit Card payments taken for the selected criteria. Use data in the report to balance a cash drawer at the end of the day. All active days must be closed to close out the month and, later, the year.

For more detail for each transaction, run the Daily Balance Detail Report, for the same criteria.

Procedure

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

   

   • All Batches – All batches are included in the report.
   • One Batch – A single batch is selected from the drop-down list.
   • Batch Balance Date – Batches balanced between the user-specified Begin and End dates are included in the report.
3. To focus report content on the batch or batches assigned to a particular user, select PACS User and choose the user name from the drop-down list.
4. To close batches that are addressed in the report, select Close Batch.
5. To generate an event associated with generating this report, select Generate Event.
6. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists each collection transaction along with a totals page listing the totals of cash, checks, money orders, and credit card payments received for the criteria specified. Use the report to balance monies collected or paid in a batch, date range, or for a specific user.

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.

Procedure

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

   

   • All Batches – All batches are included in the report.
   • One Batch – A single batch is selected from the drop-down list.
   • Batch Balance Date – Batches balanced between the user-specified Begin and End dates are included in the report.
3. To focus report content on the batch or batches assigned to a particular user, select PACS User and choose the user name from the drop-down list.
4. To close batches that are addressed in the report, select Close Batch.
5. To generate an event associated with generating this report, select Generate Event.
6. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists bills and their respective properties by bill adjustment codes. The report displays balances due on the bills coded to help you determine if the code needs to be removed.

Procedure

1. In PACS Collections, choose Reports > Collections > Adjustment Code Listing Report.
2. In the Adjustment Code Listing Report dialog box, click the Bill Adj. Code ellipsis to open the code chooser and select the required code(s) from the drop-down list.

   

3. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to print the Modified Bill Report, which allows you to see any bills that have been modified, including those that have been modified with the use of supplement processing.

You may use this report to balance any supplement processing changes in order to verify that bills were modified correctly.

Procedure

1. Choose Reports > Collections > Modified Bill Report.

   The Modified Bill Report dialog box is displayed.

2. You may select any combination of the following options as required.

   

   • Entity – The property records for the report must have bills for at least one of the entities specified here.
   • Supp Code – The property records for the report must contain one of the supplement codes specified here. Supp Codes typically specify a reason why a property was supplemented.
   • Modify Code – The property records for the report must contain one of the modify codes specified here. Modify Codes specify a reason why a change has been made to a record or bill.
   • Bill Adjustment – The property records for the report must contain one of the bill adjustment codes specified here. Bill Adjustment Codes typically specify a reason why a bill has been adjusted or modified.

     If you chose Bill Adjustment, then choose one of the following options:

     • Include Codes – Records with the specified Bill Adjustment Codes are included in the report.
     • Exclude Codes – Records with the specified Bill Adjustment Codes are excluded from the report.
   • Year – Select the year for which to print bills.
   • Sup Group – Select the supplement group associated with the year you selected for which to print bills.
   • Date Range – Select Date Range and specify beginning and end dates to print a report for bills created within a particular date range.
   • Totals Only – The report displays only totals, and details are omitted.
3. Click either Preview or Print as required.
4. Compare the Gain/Loss Tax amount on the grand total pages of the supplement roll to the grand totals for each entity on the modified bill report.

   If these do not balance, a detail report could be used as a comparison to find differences.

For information about printing the supplement roll, see Printing the Roll.

Purpose

Use this report to review a list of refunds that are due.

When using the Mass Post Refund Wizard, we recommend generating this report before using the wizard so that you will have a list of refunds to refer to.

When supplement processing, you can use this report to review supplement codes and reasons, such as late file exemptions, to determine whether to issue refunds based on the reasons.

This report supports compliance with Section 42.43 of the Texas Property Tax Code which requires that tax offices generate refunds in a timely manner.

Prerequisites

When supplement process, you must have balance the supplement roll with the Modified Bill Report.

Procedures

1. In PACS Collections, choose Reports > Collections > Refund Due Report.

   The Print Refund Due Report dialog box is displayed.

   

2. Select the entity, the year of the bill that is due for a refund, and the end date.

   Recommendations

   • We recommend that you use only the end date for the Refund Due Report and not a date range to ensure that all refunds currently due in PACS are included on the report.
   • For balancing purposes, we recommend that you enter a desired date range without specifying an entity and year.
3. Click either Preview or Print.

Purpose

Use this report to verify that refunds were issued correctly.

Procedures

1. In PACS Collections, choose Reports > Collections > Refund Paid Report.

   The Print Refund Paid Report dialog box is displayed.

2. Select the entity, the year of the bill that was refunded, and the date range in which the refunds were issued.
3. If you need to review totals by entity and year rather than reviewing a list of individual refunds, select the Totals Only check box.

   Recommendations

   • When supplement processing, we recommend that you specify a beginning and end date to print the report for bills created within a particular date range.
   • For balancing purposes, we recommend that you enter a desired date range without specifying an entity and year.

Click either Preview or Print.

Purpose

Use this procedure to generate a report listing the tax certificates that have been paid and the amounts that need to be disbursed to the entities.

Procedure

1. In PACS Collections, choose Reports > Collections > Tax Certificate Report.
2. In the Print Tax Certificate Report dialog box, choose one of the following options:

   

   • All Batches – All batches are included in the report.
   • One Batch – The batch selected from the drop-down list is featured in the report.
   • Batch Balance Date – Batches that were balanced within the specified date range are listed in the report.
3. To view details of batches associated with a single entity, select the entity from the Entity drop-down list.
4. To assign a requestor’s name to the certificate, do one of the following:
   • Type the name in the Requestor field
   • Click the Search button, then select an account type and use the search wizard to select the requestor
5. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists the properties with delinquent taxes due by your criteria.

You can also use this report to comply with open records requests for all properties with taxes due by selecting all Entities, an Effective Date, and Details and Totals. This report cannot be exported.

For collections exports to attorneys’ offices, the Collection Data export (File > Export > Collection Data) is most commonly used.

Procedure

1. In PACS Collections, choose Reports > DTR > Delinquent Tax Roll Report.
2. To print taxes for specific entities, type the entity code in the Entity field, or click the ellipsis to open the code chooser and select entities from the list of available entities.
3. To generate all available tax data, select To select Print Taxes for all Entities.

   

4. In the Print Options section of the Print Delinquent Tax Roll dialog box, select the following options as needed:
   • Year – The assessment year
   • Geo ID – Properties assigned the particular Geo ID number are included
     

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     Tip  Choosing Like from the drop-down list allows users to enter an approximation of the Geo ID; choosing Equal requires that the exact ID is entered.

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   • Property Type – These property types are included
   • Bill Adjustment – Property records with one of these bill adjustment codes are included

     If you chose Bill Adjustment, then choose on e of the following options:

     • Include Codes – Records with the specified Bill Adjustment Codes are included in the report.
     • Exclude Codes – Records with the specified Bill Adjustment Codes are excluded from the report.
5. Select the Sort Order.
6. Select the Effective Date for data included in this Tax Roll Report.
7. Choose whether to print Details and Totals, or Totals Only.
8. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists the total amount due for a specified mortgage company. This report is helpful when a mortgage company asks for a total due for payment. It can also identify properties when a mortgage company check does not match the total properties for a specified mortgage company.

Procedure

1. In PACS Collections, choose Reports > DTR > Mortgage Company Tax Due Report.
2. In the Print Mortgage Company Tax Due Listing dialog box, select the company name from the Mortgage Company field drop-down list.
3. Confirm or modify the Year and Effective Date as needed.
4. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists entity tax rates for all years currently in your PACS Collections system.

Procedure

1. In PACS Collections, choose Reports > Entity > Entity Tax Rate Report.
2. To generate data for a particular entity, select the Entity option and choose the required entity name from the drop-down list. If you did not select the Entity option, then rates for all entities will be included in the report.

   

3. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists the amounts that have been collected and posted as escrow or prepayments on properties.

Procedure

1. In PACS Collections, choose Reports > Escrow & VIT > Escrow Collections Activity Report.
2. In the Print Escrow Collections Activity Report dialog box, select the Escrow Year from the drop-down list. The default selection is for all years.

   

3. To gather the required data, choose from the following options as needed:
   • Batch – The batch with the desired collections activity
   • Date Range – The Begin Date and End Dates between which the collections activity occurred
   • Other – The system can check for collections activity related to a specific Property ID or Taxpayer found through a search
4. If needed, choose Split Report into Payments and Voids Sections.
5. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this report to generate a listing of escrow collected according to date, batch, property ID, and/or taxpayer ID.

Procedure

1. In PACS Collections, choose Reports > Escrow & VIT > Special Inventory Escrow Report.

   The Special Inventory Escrow Report is displayed.

   

2. Select the year for which to print the report.
3. Use the following options as required:
   • Month
   • Batch
   • To limit the report results to a date range in which the escrow batches were posted, select Batch Balance Date Range and then select a date range in the drop-down lists.
     

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     Note:  If you select a beginning date and leave the end date blank, the end date will be set to the current system date.

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   • To limit the report results to either a specific property ID or specific taxpayers, select Other.
     • To search by property ID, select Property ID, and then select Search to display the property search wizard. Enter criteria to select the property ID to include in the report.
     • To search by taxpayer, select Taxpayer, and then select Search to display the taxpayer search wizard. Click search to enter criteria with which to select the taxpayer to include in the report.
4. Click Preview or Print.

Purpose

Use this report to generate a listing of sales posted as well as escrow collected according to date, batch, property ID, and/or taxpayer ID.

Procedure

1. In PACS Collections, choose Reports > Escrow & VIT > Special Inventory Escrow Report with Sales.

   The Special Inventory Escrow Report with Sales is displayed.

   

2. Select the year for which to print the report.
3. Use the following options as required:
   • Month
   • Batch
   • To limit the report results to a date range in which the escrow batches were posted, select Batch Balance Date Range and then select a date range in the drop-down lists.
     

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     Note:  If you select a beginning date and leave the end date blank, the end date will be set to the current system date.

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   • To limit the report results to either a specific property ID or a specific taxpayer, select Other.
     • To search by property ID, select Property ID, and then select Search to display the property search wizard. Enter criteria to select the property ID to include in the report.
     • To search by taxpayer, select Taxpayer, and then select Search to display the taxpayer search wizard. Click search to enter criteria with which to select the taxpayer to include in the report.
4. Click Preview or Print.

Purpose

Use this report to generate a listing of VIT properties for which sales were not reported according to month, batch, property ID, and/or taxpayer ID.

Procedure

1. In PACS Collections, choose Reports > Escrow & VIT > Special Inventory Late Filing Report.

   The Special Inventory Late Filing Report is displayed.

   

2. Select the year for which to print the report.
3. Use the following options as required:
   • Month
   • Batch
   • To limit the report results to a date range in which the escrow batches were posted, select Batch Balance Date Range and then select a date range in the drop-down lists.
     

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     Note:  If you select a beginning date and leave the end date blank, the end date will be set to the current system date.

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   • To limit the report results to either a specific property ID or a specific taxpayer, select Other.
     • To search by property ID, select Property ID, and then select Search to display the property search wizard. Enter criteria to select the property ID to include in the report.
     • To search by taxpayer, select Taxpayer, and then select Search to display the taxpayer search wizard. Click search to enter criteria with which to select the taxpayer to include in the report.
4. Click Preview or Print.

Purpose

Use this report to generate a taxpayer statement showing the amount paid as well as the amount due and any penalties due. You can send this statement to taxpayers to inform them of their status.

Procedure

1. In PACS Collections, choose Reports > Escrow & VIT > Special Inventory Sales Statement.

   The Special Inventory Sales Statement is displayed.

   

2. Select the year for which to print the report.
3. Use the following options as required:
   • Month
   • Batch
   • To limit the report results to a date range in which the escrow batches were posted, select Batch Balance Date Range and then select a date range in the drop-down lists.
     

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     Note:  If you select a beginning date and leave the end date blank, the end date will be set to the current system date.

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   • To limit the report results to either a specific property ID or a specific taxpayer, select Other.
     • To search by property ID, select Property ID, and then select Search to display the property search wizard. Enter criteria to select the property ID to include in the report.
     • To search by taxpayer, select Taxpayer, and then select Search to display the taxpayer search wizard. Click search to enter criteria with which to select the taxpayer to include in the report.
4. Click Preview or Print.

Purpose

Use this procedure to generate a report that lists the total amount of attorneys’ fees collected. Data can be gathered and organized by entity, year, and date range.

You can use the report to balance the attorneys’ fees shown on the Tax Collection Activity Reports for the same date, year, and entity criteria.

Procedure

1. In PACS Collections, choose Reports > Fees > Attorney Fees Report.
2. In the Print Attorney Fees Report dialog box, choose from the following report criteria as needed:

   

   • Entity – Entity that the attorney’s fees are associated with
   • Year – The assessment year
   • Date Range – Time period during which fees were assessed
3. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists all mortgage companies with their corresponding mortgage company IDs.

Procedure

1. In PACS Collections, choose Reports > General > Mortgage Company List.
2. In the Print Mortgage Company List dialog box, select one of the following options:
   • Like – Allows you to enter an approximation of the Mortgage Company’s name
   • Range – Allows you to select an alphabetical range using existing Mortgage Company names from the database
3. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report that lists all the mortgage companies in your system with their properties and related taxpayers.

Procedure

1. In PACS Collections, choose Reports > General > Mortgage Company List w/ Owner & Property Information.
2. In the Print Mortgage Company List w/ Owner & Property Information dialog box, select one of the following options:
   • Like – Allows you to enter an approximation of the Mortgage Company’s name
   • Range – Allows you to select an alphabetical range using existing Mortgage Company names from the database
3. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to generate a report listing mobile home movement events.

Procedure

1. In PACS Collections, choose Reports > Mobile Home Movement Report.
2. In the Print Mobile Home Movement Listing dialog box, select the Begin and End dates to specify a range of time during which mobile homes were reported to have moved.
3. To include all records of Mobile Home movement in the report, select the List All option.
4. Click Preview to generate an on-screen preview of the report, or click Print to print a copy of the report.

Purpose

Use this procedure to create a monitor.

About Monitors

Monitors are queries or stored procedures that gather and report specific, up-to-date information according to your schedule–as often as every second, if needed.

Definitions

query – an operation coded in the programming language SQl. Written as a declarative SELECT statement, a query retrieves data from one or more data tables or expressions.

stored procedure – may be several SQL statements combined into an extensive or complex operation or task.

Note:  Monitors cannot be to run to delete or update records.

In PACS Appraisal, an example monitor is the daily statistics monitor, which displays the number of inquiries and protests processed each day, along with other information such as phone numbers and taxing units. In PACS Collections, a monitor might provide a list of the top delinquent taxpayers by entity, a list of properties not imported in the appraisal data import by year, or it might give you drawer totals by payment type every hour.

Monitors allow you to create reports that work with your data, and the results can be pasted into Excel and shared or manipulated.

For more information about creating and storing custom monitors on your system, contact True Automation Client Services.

Prerequisites

• Users who need to edit a monitor have been assigned the Monitors –Edit/Run user right.
• Users who need to see and run a monitor have been assigned the Monitors –Run Only user right.

Procedure

1. In PACS Collections, choose File > Open > Monitors.

   The PAS Monitors window is displayed. The list of monitors can be sorted by the column headers.

2. Within the PACS Monitors window, right-click and choose Add.

   The Edit Monitor dialog box is displayed.

   

3. Enter a name for the monitor.
   

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   Tip  We recommend your office have and follow a naming convention system so that if you amass a lot of monitors over time, you will be able to sort and locate your monitors easily.

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4. In the Query or Stored Procedure pane, enter the SQL query or stored procedure that will retrieve the data to be displayed in the monitor. Up to 4,000 characters are allowed.
5. Set the minutes and seconds for the refresh rate.
   

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   Tip  Having multiple monitors with very short refresh rates can slow down your system.

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6. To inactivate the option to sort columns in the Monitor Results columns, select the Disable List Sort check box.
7. Click Assign Users to select the users who will be able to view the monitors when they log in.

Next Steps

• Double-click a monitor to view its results.
• Results may be sorted by the column headers.
• Up to 8,000 rows of results are displayed.
• When the prop_id and prop_val_yr are given, you can open the property directly from the monitor results list by right-clicking on the property and choosing Open Property.