TX Mass Post Refunds

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 processing, you must have balanced 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 the Mass Post Refund wizard described in this procedure to issue refunds for multiple properties at one time. With this wizard, you can identify all properties with a refund due, and print checks, receipts, and/or statements of account.

The wizard issues one refund per property.  If there are multiple bills on a property for which refunds are due, the wizard issues a single refund for all of the relevant bills on the property.

Comparison of the Mass Post Refund Wizard and the Refund Cart

In some cases, you may need to use the Refund Cart for your refund tasks. The following table provides a comparison of uses for the Mass Post Refund wizard vs the Refund Cart.

To Access the Refund Cart

To access the Refund Cart, open a property record, select the Bills view, select bills, and then click Move to Refund Cart.

Prerequisites

• The Generate Refund user right is assigned to your user ID. For information about setting up user rights, see the User Rights User Guide .

We recommend generating the Refund Due Report report before using this wizard so that you will have a list of refunds due to refer to when using the wizard.

Procedure

1. In PACS Collections, choose Activities > Mass Post Refund.

   The Mass Post Refunds window is displayed.

2. Click Next to proceed to the Mass Post Refunds – Step 1 of 4 window.

   A list of refunds due is displayed.

3. If required, choose the following options:
   • To view the property record associated with a refund, select the line and then click Details.
     

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     Caution   If you modify the property record while viewing it, after closing the property record, choose Reload on the Mass Post Refunds – Step 1 of 4 window to ensure that all refund data is updated correctly.

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   • If you do not want to issue a refund that is listed, select it and click Remove.
4. Click Next to proceed to the Mass Post Refunds – Step 2 of 4 window.

   A list of the owners who will receive the refunds is displayed.

5. If you need to issue the refund to someone other than the owner (such as the mortgage company or the agent), or if you want to apply the refund to taxes due, do the following:
   1. Select the owner and then click Change.

      The Refund Detail dialog box is displayed.

   2. Either specify who should receive the refund, or select Apply to Taxes Due, and then click OK.
6. On the Mass Post Refunds – Step 2 of 4 window, click Next.
7. You are prompted to create a new batch. Click Yes to access the Batch dialog box and then do the following:
   1. Enter a description to identify your batch and complete other fields as required.
   2. Click OK.
8. On the Mass Post Refunds – Step 3 of 4 window, select your print options.
   

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   Note:  If you select Print Checks, verify that the check number in the window corresponds with the starting check number on your check stock.

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9. Click Next to proceed to the Mass Post Refunds – Step 4 of 4 window and review a summary of your selections. Then click Finish.
10. If you selected Print Checks, you are prompted to load check stock in your printer. Load the check stock and then click OK.
11. You are prompted to indicate whether the checks printed correctly. Either click Yes to proceed, or if they did not print correctly, click No and do the following:
    1. On the Mass Post Refunds – Print Checks window, select the checks to reprint.
       

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       Note:  Verify that the check number in the window corresponds with the new starting check number of your check stock.

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    2. Click Reprint.
    3. After reprinting the checks, click Finished.

       You are prompted to remove the check stock from your printer.

Result

Depending on the print options you selected on the Mass Post Refunds – Step 3 of 4 window, receipts, statements of account, and/or checks are printed.

The wizard automatically voids any checks that you reprinted.

Next Steps

To verify that refunds have been issued correctly, you can use the Refund Paid Report and the Refund Due Report.

You can also go to the property record and review the refund information under the tabs Tax Due, Pay History, and Audit Trail.

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.
4. Click either Preview or Print.