TX Fee Processing

Purpose

Use this procedure to create fee type codes. You use these codes when creating or searching for particular kinds of fees.

Prerequisites

The Codefile Maint: Fee Type user right is assigned to your ID.

Procedure

1. In PACS Collections, choose Tools > Codefile Maintenance > General > Fee Types.
2. In the Fee Type Maintenance dialog box, click New to create a new Fee Type Code.
3. Then, in the Fee Type Detail dialog box, enter the following:

   

   Code – The fee ID that displays in the system and on the bill.
   • Description
   • Amount
4. If, when applied, you want this fee to be calculated with the tax certificate, select Include on Tax Certificate.
5. For proper fee distribution, choose the entity associated with the fee from the Entity drop-down list.

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   Note:  For Miscellaneous Fees, in the Entity field, 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 account set on its Distribution Breakdown tab.

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6. Click OK.
7. To delete an existing fee, highlight the fee in the Fee Type Maintenance dialog box and click Remove.

   

8. To modify an existing fee, highlight the fee in the Fee Type Maintenance dialog box and click Details. Make adjustments as needed and click OK.
9. When you have finished setting up fees, click Close.

Purpose

Use this procedure to assign fees to properties, litigation records, or to the various account types. Fees can be created and assigned through the central menu option (File > New > Fee) or from an open record.

Procedure

1. In PACS Collections, choose File > New Fee.
2. In the New Fee dialog box, select the appropriate fee from the Fee Type drop-down list.

   

3. To assign the fee in a year other than the current appraisal year, edit the year displayed in the Year field.
4. To enter a new fee amount other than the one assigned to the selected fee type, then select the Override option and enter the Fee Amount.
5. To assign the fee, select one of the following options:
   • Account
   • Property
   • Litigation
6. Then, click Search and use perform a search to locate the needed assignee.
7. If needed, enter a Comment in the space provided.
8. To issue a tax certificate at this time, select the Tax Certificate option and click Start Wizard to use the Tax Certificate Wizard to locate the assignee.
9. If you did not assign a tax certificate, click Apply or OK to complete the fee assignment. If you did assign a tax certificate, then the fee has already been assigned and you are finished.

Purpose

Use this procedure to process fee payments using the payment cart.

Prerequisites

The batch you are posting payment to has been created.

Procedure

1. In PACS Collections, do one of the following:
   • Open the Property record with the fee and click the Fees-Tax Cert view. Then highlight the fee or fees in the Property Fees grid and click Move to Cart.
   • Open the Taxpayer record with the fee and click the Fees tab. Then highlight the fee or fees displayed in the grid and click Move to Cart.
   • Open the Litigation record with the fee and click the Fees/Events view. Then highlight the fee or fees in the Property Fees grid and click Move to Cart.
   • Choose File > Open > Fees, then perform a search for the fee or fees you wish to process. In the Fee List, highlight the required fee or fees, then right-click and choose Move to Payment Cart.
     

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     Note:  You can select multiple fees in the Fee List by holding either the Shift or Ctrl key and clicking on Fees in the list.

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2. In the Payment Cart dialog box, highlight the fee being paid and click Post Payment. To remove a fee from the Payment Cart, highlight the fee and click Remove Bill/Fee.

   

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   Note:  If any unpaid fees are associated with the property, you are asked whether you would like to include them in the transaction. Fees must be paid in full.

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3. In the Payment Information section of the Post Payment dialog box, complete the following options as required.

   

   • Batch – Click this button to create a new batch, select an already existing batch, or change the current batch. The selected batch is displayed in the field to the right of this button. A Batch is required to post a payment.
   • Paid By – The payor. The current taxpayer displays by default. To clear this field, click the X to the right of this field, then type in the required payor name.
   • Code – The type of payment being processed. If you are processing an installment, the code defaults sets to Partial because the balance is not being paid in full. Over Payment and Under Payment describe payments made that fall within the overage or underage allowance respectively.
4. In the Amount Paid By section, enter the following information about the tenders used to make the payment:

   

   • If you are entering more than payment type, select Multiple Tenders. Then, for each payment entered, click Submit to queue the payment for posting and clear the following fields for the next payment.
     

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     Tip  Submit all payments in the Amount Paid By window prior to posting.

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   • Tender Type – Select the method of payment from the Tender Type drop-down list. Then enter the following as required:
     • Tender Amount – Amount being paid; this field is required
     • Check#/MO# – For Check or Money Order payment types, the check or order number displayed on the payment (optional)

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     Note:  Money orders are not included in the Check Register Report. If you wish to run a Check Register Report that includes money orders, we recommend entering the money order as a check and indicating the MO # in the Check # field.

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     • DL Number – The driver’s license number of the payor writing the check (optional)
     • DL Expiration – The expiration date displayed on the payor’s driver’s license (optional)
     • DL State – The state that issued the payor’s driver’s license (optional)
     • Credit Card Type – For Credit Card payment types, the brand of the credit card; select from the drop-down list
       

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       Note:  Credit Card types are created through Tools > Code File Maintenance > Credit Cards > Types and Tools > Code File Maintenance > Credit Cards > Charge.

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     • Last 4 digits – The last four digits of the credit card
     • Auth. Code – The authorization code of the credit card
5. When processing multiple tenders, use the following options displayed below the Amount Paid By payment window:
   • Details – Displays the recently entered payment info of the highlighted payment
   • Remove – Deleted the payment from the queue
   • Apply to next payment – If selected, any change due is not issued to the payor. Rather, the amount is posted to taxes or may be applied towards any other payment currently due.
6. Review the following information displayed at the bottom of the Post Payment dialog box and use the options as needed:
   • Total Paid – The total amount of payments to be posted.
   • Balance Due – The balance that will remain due on the bills included in the transaction. This is the difference between the amount paid and amount due.
   • Print Receipt – Prints the receipt at the time of posting.
     • Copies – The number of receipts to print. A default can be set by choosing Tools > Set Receipt Copies.

     

7. Click Post to post the payment. If multiple tenders were submitted, then all submissions are posted.

Purpose

Use this procedure to remove unpaid fees from various records.

Procedure

1. In PACS Collections, do one of the following:
   • Open the Property record with the fee and click the Fees-Tax Cert view. Then highlight the fee or fees in the Property Fees grid and click Remove.
   • Open the Taxpayer record with the fee and click the Fees tab. Then highlight the fee or fees displayed in the grid and click Remove.
   • Open the Litigation record with the fee and click the Fees/Events view. Then highlight the fee or fees in the Property Fees grid and click Remove.

Procedure

1. In PACS Collections, choose Reports > Fees > Attorney Fees Report.
2. In the Print Attorney Fees dialog box, specify which fees display in the report by choosing from the following criteria:
   • Entity – Display fees associated with specific entities.
     • Choose from the Entity drop-down list.
   • Year – Display fees issued during a single tax year.
     • Choose from the Year drop-down list.
   • Date Range – Display fees issued during a specific time frame.
     • Select the Begin Date and End Date of the time frame during which attorney fees were issued.

     

3. Click Preview or click Print to generate a copy.

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.

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.

Procedure

1. In PACS Collections, choose Reports > Fees > Fees Statement Report.
2. In the Print Fees Statement Report dialog box, choose one of the following options, enter the applicable search term and click Search:
   • File As – The taxpayer’s name
   • Prop ID
   • Lit ID – The litigation record ID number
3. Select the fee records to be included in the statement from the Fee Type drop-down list.
4. To collect and display fees assigned during a specific time frame, then select Date Range and enter the Begin and End dates.
5. To omit paid fees, select Include only unpaid fees.

   

6. Click Preview to view a copy on screen, or click Print to generate a hard copy.

Procedure

1. In PACS Collections, choose Reports > Fees > Outstanding Fees Report.
2. In the Print Outstanding Fees Report dialog box, edit the year as needed.
3. Choose the fees that are displayed in the report from the Fee Type drop-down list
4. To collect and display only the fees that were assigned during a specific time frame, select Date Range and enter the Begin and End dates.

   

5. Click Preview to view a copy on screen, or click Print to generate a hard copy.