1.Overview #

Supplement processing in PACS Collections Release 8.0 involves the creation of bills, the generation of supplement statements, and the printing of supplement statements.

This document provides information about collections supplement processing for the activities required by your site.

Features

For tax offices that share a database with the appraisal district, and for tax offices that receive supplement data as an import or overlay of data from the appraisal district on a regular basis, information is provided about the following activities:

  • Creating bills
  • Generating supplement statements
  • Printing tax statements

For tax offices that receive a certified load from the appraisal district once a year, information is also provided about:

  • Supplementing properties

In addition, information is provided about modifying bills separately from traditional supplement processing.

Property Records in Supplement Mode

A supplement is a correction to a property record in a certified year. A property record for a certified year can be changed only in supplement mode.

When a property record is placed in supplement mode, the system makes a copy of the property with a new supplement number, and then opens the property record so that changes can be made.

If you work with a partner appraisal district, the supplement administrator at the appraisal district closes supplement groups at intervals, and then sends the property records to your tax office so that your staff can create the bills and print correct supplemental tax statements.

Supplements and Supplement Groups

If you a member of a tax office that receives a certified load from your partner appraisal district once a year and you need to make changes to the roll manually throughout the rest of the year, a numbering system for supplement groups and supplements allows you to manage property records changed in supplement mode.

PACS uses supplement groups to contain the supplement changes. A supplement group contains one or more supplements, although only one supplement for any particular year may be contained in a single supplement group. A supplement can contain any number of property records, and a property record can be moved from one supplement to another as needed.

Supplement and Supplement Group Numbering

System numbering for supplements is separate from system numbering for supplement groups. In the screen below, the circled area displays a selection for supplement 2 for a given year within supplement group 130.

SuppApp_GrpNum

As shown in the table below, supplement groups contain one or more supplements, and supplement numbers:

  • Correspond to a particular certified year
  • Increase based on the previous supplement used for the applicable certified year.

Supplement Number

Certified Year

Supplement Group Number

3

2006

99

9

2005

8

2005

98

2

2006

97

7

2005

Acceptance of Supplement Group or Individual Supplement

If you are a supplement administrator for a tax office that shares a server and database with an appraisal district, or if you are a Collections-only client that supplements properties, you can either accept a supplement at the group level, or you can accept and create bills at the individual property level.

If you accept a supplement group, the entire group is accepted as a whole and the bills are created for all properties within the group. For more information, see Accepting a Supplement Group.

If you choose the option Accept & Create Bills for Supplement for an individual supplemented property, bills are created for the single property and you can then print a corrected tax statement at the individual property level. For more information, see Accepting a Supplement for a Single Property.


Note:  Supplement groups must be accepted in the order in which they were created.


Bill Creation

You create supplement bills for each supplement group, which can contain multiple years’ supplements in the group.

You must create bills for each supplement group in order. That is, the group with the oldest accepted data that has not had bills created yet should be the first group for which you create bills. The next group for which you create bills should be the group with the next oldest accepted date.

You continue working with the supplement groups in this way, progressing until you have reached the most recently accepted group.

For more information, see Creating Bills for a Supplement Group.

2.Before You Begin #

Before beginning to use Collections supplement processing functions, ensure that the user rights listed below are assigned to the appropriate persons in your office as required.

Bill Modification User Rights

  • Manually Create Bills
  • Manually Modify Bills
  • Manually Move Bills
  • Update Bill Adjustment Codes on Bills
  • Write Off Balance Due

Refund Processing User Rights

  • Generate Refund

Supplement Processing User Rights

  • Generate Supplemental Roll
  • Create Bills
  • Print Statements

3.Supplement Group Maintenance #

Use the procedures in this section if you are a supplement administrator with responsibilities for the following activities:

  • Changing the status of a supplement group
  • Locking a supplement group
  • Listing property records in the selected year’s supplement
  • Accepting a supplement group
  • Printing the roll
  • Undoing a supplement group acceptance
  • Balancing adjusted certified totals
  • Creating bills for a supplement group
  • Undoing the creation of bills for a supplement group
  • Printing the Supplement Verification Report

Prerequisites

You must have the user right Supplement Administrator assigned to your user ID.

In This Section

  • Changing the Status of a Supplement Group
  • Listing Properties in the Selected Year’s Supplement
  • Accepting a Supplement Group
  • Printing the Roll
  • Undoing a Supplement Group Acceptance
  • Balancing Adjusted Certified Totals
  • Creating Bills for a Supplement Group
  • Undoing the Creation of Bills for a Supplement Group
  • Printing the Supplement Verification Report

3.1.Changing the Status #

Purpose

Use this procedure either to limit changes or allow additions to a supplement group.

Prerequisites

  • You must have the user right Supplement Administrator assigned to your user ID.
  • The supplement group must have a status of C (Coding).

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Select a supplement group and right-click Details.

    The Supplement Group dialog box is displayed.

  3. Select one of the following:
    • L (Locked) –Prevents additional changes to a supplement group.
    • TO (Temporarily Open) –Allows property records to be changed within a supplement group, but does not allow property records to be added.
  4. Click OK.

3.2.Listing Properties in Supplement #

Purpose

This procedure is optional in Appraisal Data Import processing.

Use this procedure to identify the properties contained within a supplement group.

Prerequisites

You must have the user right Supplement Administrator assigned to your user ID.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance

    The Supplement Group List is displayed.

  2. Select a supplement group, right-click and choose List Properties in Selected Year’s Supplement.

    A list of property records within the supplement for the selected year is displayed.

3.3.Accepting a Supplement Group #

Purpose

Use this procedure when all changes to property records within a supplement group have been completed and you are ready to apply the changes in the system.

When you accept a supplement group, the system carries out data validation checks and applies freeze ceilings to the property records as necessary.


Important   You must accept supplement groups in the order they were created.


For example, the figure below contains open supplement groups 127, 128 and 129. If you need to accept supplement group 129, you must first accept the two opened supplement groups: first 127, and then 128, before you can accept 129.

Prerequisites

  • You must have the user right Supplement Administrator assigned to your user ID.
  • You have verified that the supplement group to be accepted has a status of L (Locked).

    You can use the information displayed in the Supplement Group List (Activities >. Assessment > Supplement Functions > Supplement Group Maintenance) to verify the status. For information about locking supplement groups, see Changing the Status of a Supplement Group.

Procedure

  1. In PACS Collections, choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Right-click the supplement group and choose Accept Supplement Group.

    The Supplement Group Accept Wizard is displayed.

  3. Select the supplement group to accept, and then click Finish.

    A message indicating freeze ceiling processing is displayed.

  4. You are prompted to acknowledge that the system has accepted the supplement group. Click OK.

3.4.Printing the Roll #

Purpose

Use this procedure after you have accepted a supplement group to review each property in the supplement group and look for errors.

Prerequisites

  • You have accepted the supplement group.
  • The user right Generate Supplement Roll is assigned to your user ID.
  • The user right Supplement Process is assigned to your user ID.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Select the supplement group and right-click Print Roll.

    The Print Supplement Roll dialog box is displayed.

  3. Select the entities to include in the roll.
  4. Select the print options as required, including the following:
    • Sort Order – The criteria used to sort the roll.

      If you choose Operator, you can divide the roll easily among reviewers. If you choose Alpha, the roll matches your modified bill report.

    • Group by Action – When selected, groups the properties into supplement action categories D (delete), C (change) and A (add).
    • Total Page Only – When selected, prints totals only.
  5. Click either Print or Preview as required.

Result

If you find errors that you need to correct, you will need to undo the supplement acceptance, unlock it, and make your corrections.

For more information, see Undoing a Supplement Group Acceptance.

3.5.Undoing a Supplement Group Acceptance #

Purpose

Use this procedure to undo the acceptance of supplement groups.


Important   If you need to undo the acceptance of a supplement group that has been followed by acceptances of subsequent supplement groups in the system, you first need to undo the acceptance of the subsequent groups in descending order.


For example, the figure below contains supplement groups 84, 85, and 86. If you want to undo the acceptance of supplement group 84, since supplement groups 85 and 86 have already been accepted, you must first undo the acceptance for supplement group 86, and then undo the acceptance of 85 before you can undo the acceptance for 84.

SuppApp_84thru86

Prerequisites

You must have the user right Supplement Administrator assigned to your user ID.

You have determined whether there are supplement groups that were accepted subsequent to the acceptance of the supplement group you need to undo.

You can use the information displayed in the Supplement Group List (Activities >. Assessment > Supplement Functions > Supplement Group Maintenance) to check the acceptance status.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Select a supplement group and right-click Undo Accept Supplement Group.
  3. Change the status of the supplement group from Locked to Temporarily Open (For information about this procedure, see Changing the Status of a Supplement Group.)
  4. Make changes to the property records in the supplement group as required to correct errors.
  5. Change the status of the supplement group from Temporarily Open to Locked.
  6. Accept the supplement group again. (For information about this procedure, see Accepting a Supplement Group.)

3.6.Balancing Adjusted Certified Totals #

Purpose

Use this procedure after you have accepted a supplement group.

Procedure

  1. In PACS Appraisal, run the Print Adjusted Certified Totals report (Reports > Supplement > Print Adjusted Certified Totals).
  2. Balance the totals as follows:

    Last Adjusted Certified Totals plus/minus Supplement Roll Total = New Adjusted History Total

  3. Do one of the following:
    • If your totals do not balance, correct errors as required before creating bills for the supplement group.
    • If your totals balance, create bills for the supplement group with the Create Bills for a Supplement Group activity.

3.7.Creating Bills for a Supplement Group #

Purpose

Use this procedure to create bills for the properties in the supplement group.


Important   You must create bills for supplement groups in the order in which the supplement groups were created. For example, if there are two open supplement groups, 128 and 129, you must first create bills for supplement group 128 before you can create bills for supplement group 129.


Recommendation Part of this procedure involves selecting a batch. We recommend that you create a separate batch for each supplement group, which allows you in the future to identify when and where changes were made.


Note:  To ensure accurate reporting and balancing, consider the following when creating bills and refunds:

  • Any refunds resulting from the supplement process will be reported as having occurred on the Batch Balance Date used in this procedure.
  • Any bills created using the supplement process will be reported on The Modified Bill Report as having been modified on the Created Date of the batch used–not the Batch’s Balance Date.
  • To avoid seeing inconsistencies on your Recap Reports, we recommend paying close attention to the dates you set and use between the End of Day procedures and Supplement Processing procedures.
  • If you have closed the day and now intend to modify bills through supplemental bill creation, you need to reopen the day.

Prerequisites

  • You use either a PACS Collections-only database, or a shared PACS Appraisal and PACS Collections database.
  • You must have the following user rights assigned to your user ID:
    • Accept & Create Bills for Supplement
    • Create Bills
    • Supplement Administrator

Procedure

  1. Choose Activities > Assessment > Supplement Functions> Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Identify the supplement group with the status Accepted for which you need to create bills.

    Important   When you select a supplement group, the system processes every year within the group.


  3. Select a supplement group and right-click Create Bills for a Supplement Group.

    The Supplement Group Create Bills dialog box is displayed.

    supp group create bills

  4. Click Change Batch to select a batch for the process.
  5. To specify a due date other than the system-created date, select the due date and the supplement group to create bills for.

    Note:  The due date is the day on which you would like P&I to begin to calculate on bills. The Effective Due Date is the effective due date for all bills in the supplement group that have tax amounts due. Due dates should fall on the last day of the month.


    The system sets the Effective Due Date based on taxable increase or decrease, omitted supplemental code and date the supplement was accepted.

    Calculation Notes:

    In PACS Collections, regular and omitted interest calculations are as follows:

    Regular interest =

    ((@bill_m_n_o) – (@omitted_improvement_bill_m_n_o) –

    ((@bill_m_n_o_pd + @discount_mno_pd + @underage_mno_pd) – (@refund_m_n_o_pd + @refund_disc_mno_pd)))

    Omitted interest =

    ((@omitted_improvement_bill_m_n_o) –

    ((@bill_m_n_o_pd + @discount_mno_pd + @underage_mno_pd) – (@refund_m_n_o_pd + @refund_disc_mno_pd)))

    The same calculus applies for I&S.

    The total interest is the sum of the regular and omitted interest. For example:

     

    Regular

    Omitted

    Total

    Improvement Value

     

    15000

    100000

    M&0 Tax Rate

     

    .5

    .5

    I&S Tax Rate

     

    .25

    .25

    M&0 Tax Value

    425.00

    75.00

    500.00

    I&S Tax Value

    212.50

    37.50

    250.00

     

    Regular M&0

    Omitted M&O

    Regular I&S

    Omitted I&S

    Total

    Value

    425.00

    75.00

    212.50

    37.50

    750.00

    Interest Rate

    11.00

    8.00

    11.00

    8.00

     

    Interest

    46.75

    6.00

    23.38

    3.00

    79.13

    * Interest on omitted improvement tax calculates starting the 120th day after the supplemented bill’s due date.

  6. If required, select one of the following options:
    • Printed Defaulted Installment Agreement Report – When selected, any properties within the supplement group that have installment agreements will be listed on the Defaulted Installment Agreement Report.
    • Include BPP Rendition Penalty Bills – When selected, bills are created for BPP rendition penalty bills within the supplement group.
  7. Click Finish.

    A message is displayed indicating that the bills are being processed.

  8. You are prompted to acknowledge that the process is complete. Click OK.

Result

The bills are created, and if you selected the Print Defaulted Installment Agreement Report, the report is printed.

When the Supplement Group List is refreshed, the list displays a status of Bills Created for the supplement group.

3.8.Undoing the Creation of Bills #

Purpose

Use this procedure to undo the creation of bills for the properties in the supplement group.

Prerequisites

  • You use either a PACS Collections-only database, or a shared PACS Appraisal and PACS Collections database.
  • You must have the user right Supplement Administrator assigned to your user ID.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Select the supplement group for which bills have been generated and right-click Undo Create Bills for Supplement Group.

    The Undo Create Supplement Group Bills wizard is displayed.

  3. Select the supplement group you want to undo bills for, and then click Finish.

    A message is displayed indicating that the bills are being deleted.

  4. You are prompted to acknowledge that bills have been deleted. Click OK.

3.9.Printing the Supplement Verification Report #

Purpose

This procedure is optional in Appraisal Data Import processing.

Use this report to compare current assessed, exempt, and taxable values for property records in a supplement group compared to the previous values in place before the supplemental changes.

This report includes the supplement groups and a listing of properties, along with details about issues other than recalculation, such as duplicate primary addresses on a property.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.

    The Supplement Group List is displayed.

  2. Select a supplement group and right-click Print Supplement Verification Report.

    The Supplemental Group Balance dialog box is displayed.

  3. Select the supplement group and entities for the report.
  4. Click either Print or Preview as required.

4.Accepting a Supplement for a Single Property #

Purpose

Use this procedure to accept a supplement for a single property.

You can use this procedure when you cannot wait for bills to be created for all properties within a supplement group.

Prerequisites

  • The property is in the status of Coding.
  • The user right Accept & Create bills for Supplement is assigned to your user ID.

Procedure

  1. Open the property.
  2. Choose Property > Accept & Create Bills for Supplement.

    A message is displayed indicating that the system is accepting and creating the bills.

  3. You are prompted to acknowledge that the supplement has been executed. Click OK.

Result

Bills are created for the single property.

5.Creating Supplement Bill Statements #

Purpose

Use this procedure to create and print supplement bill statements.

Statement Groups

The statement groups referenced in this procedure are the ones created at the time levy statements were printed. You may have more than one statement group to choose from, depending on which entities were printed together on the levy statements.

Year Selection

The year defines the statement groups, and your tax office may have different groups for different years.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplemental Statement Maintenance.

    The Supplemental Statements window is displayed.

  2. Right-click anywhere in the window and choose Create Supplemental Statements.

    The Levy Statement Wizard is displayed.

  3. Select the year.
  4. Select the levy entity statement group for the supplement.

    Important   You must create statements for each year in your supplement group.


  5. Click Next.

    Another window of the Levy Statement Wizard is displayed with every supplement that has been processed in PACS for the year you selected in the previous window.

  6. Select the supplement for which you need to create statements, and then click Next.

    Another window of the Levy Statement Wizard is displayed.

  7. Complete the options used to define the creation of the statements, including the following:

    levy statement wizard

    • Generate by – If you select Property, the system prints one statement per property with no consideration of the owner. If you select Owner, the system prints one statement per owner that includes all properties for a single owner.

      Note:  If you have a large number of mineral properties, you may want to select Owner for your mineral properties. If you do this, you will need to create a second run of statements for the other property types and select Property.


    • Property Types – Selected check boxes indicate the property types to be used for creating statements. To exclude properties based on property types, clear the property type check boxes as required.

      Note:  If you chose to generate by owner, property types default to mineral properties only.


    • Sort Order – Choose the sort order in which you need the statements to be generated (alpha, geo, or zip order).

      Tip  If you print statements in-house, and you plan to print the statements in a specific sort order, selecting the same sort order now allows you to resume the print job from a particular statement id if the print run is interrupted. You do not have this option if the print sort order is different from the generate sort order.


  8. To include comments in statement runs about delinquent taxes or an escrow balance on a property, select one or more of the following options.
    • Include “Delinquent taxes exist…” Comment on Statements – If selected, a comment about delinquent taxes is printed on the statement.
    • Include “Escrow balance exists…” Comment on Statements – If selected, a comment about an escrow balance is printed on the statement.

      Note:  The options above are disabled if you chose to generate the statements by owner.


    • Include “Return Service Requested…” Comment on Statements – If selected, the phrase “Return Service Requested” is printed on the statement.
  9. Click Finish.

    A message is displayed indicating that statements are being created.

  10. You are prompted to acknowledge that the statements have been created. Click OK.

Next Steps

If multiple years exist in the supplement group, repeat this procedure for each year. After all statements are created, continue with the Printing Supplement Statements procedure.

6.Printing Supplement Statements #

Purpose

Use this procedure to print a supplement statement for every property within a supplement group at one time.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplemental Statement Maintenance.

    The Supplemental Statements window is displayed.

  2. Right-click the supplement group for which you need to print statements and choose Print Supplemental Statements.

    The Print Supplemental Statements Wizard dialog box is displayed.

  3. Select one of the following Print By options as required to print statements:
    • Property – All properties within the statement group.
    • All Mortgage Companies – All the mortgage companies within the statement group.
    • Mortgage Company – Only for a specific mortgage company. Select the mortgage company from the drop-down list.
    • All Agents – Properties with agent assignments that have the authority to receive a tax bill.
    • Agent – A specific agent. Select the agent from the drop-down list.
    • Undeliverable – Property owners with addresses coded as undeliverable. (The status undeliverable indicates that the Mail returned check box is selected in the owner record.)
    • Special Inventory – Those properties flagged as special inventory properties.
    • Foreign Address – Property owners with any address other than a U.S. address.
    • All Taxserver – All tax server coded accounts.
    • Taxserver – A specific tax server.
  4. Click Next.

    Another version of the Print Supplemental Statements Wizard is displayed.

  5. Select the agent, mortgage, and tax server printing options.
    1. Select one of the following print options to:
      • Print Agent Statement Copy – Send a statement to the tax agent (and the taxpayer if required) that has authority over the property.
      • Print Mortgage Statement Copy – Send a statement to the mortgage company of the property (and the taxpayer if required).
      • Print Taxserver Copy – Send a statement to the tax server (and the taxpayer if required) of the property.
    2. Select the following agent, mortgage and taxserver printing options as required:
      • Print Agent & Taxpayer Copy – If you want a copy of the tax statement to be printed to the taxpayer and any and all agents on a property, select this option.
      • Print Agent Copy Only – If you do not want the taxpayer to receive a copy of the tax statement, select this option, which generates statements only to the agents on a property.
      • Do not print Agent or Taxpayer Copy – To skip properties with an agent, select this option. 

        Note:  If you prefer to run your taxpayer statements in one group and your agent statements separately, select this option. You can then make a second print run and select Agents on the first Print Levy Statements Wizard screen.


  6. Select the following options as required to:
    • Include Undeliverable Addresses – Include statements in the run for property owners with addresses coded as undeliverable. (The status undeliverable indicates that the Mail returned check box is selected in the owner record.)
    • Include Foreign Address – Include statements in the run for property owners with any address other than the US.
    • Include Statements with Zero Tax Due – Override the PACS default that suppresses statements from printing with zero tax due.
    • Include Statements with Zero Tax Due if OV65 – Override the PACS default that suppresses statements with zero tax due if over 65 automatically.

      Note:  You may wish to use this option to send out zero tax due statements to over 65 taxpayers that will use the zero tax statement as a receipt that they do not owe any taxes.


    • Include Special Inventory Accounts – Include statements for special inventory properties in the run.
    • Print Summary Statements – Print statements in owner ID order. For owners that have multiple statements, a summary statement is printed after the last statement for that owner.
    • Sort Option – Select alphabetical, geographical or zip code order.
    • Print beginning with statement ID – Reprint groups of statements starting with a specific statement ID number.
  7. Select print or export options.
    • Print – When selected, sends statements directly to your printer.

      Note:  To print to PDF format, we recommend that you use PrimoPDF, and not Adobe Distiller or Adobe PDF Writer.


    • Export – When selected, allows you to create a print-image file that you can either copy to storage media or e-mail to a printing company.

      Note:  If you selected Include “Return Service Requested…” Comment on Statements in the Levy Statement Wizard and you are sending the export to a print vendor, you must inform the print vendor to include the comment.


  8. Click Finish.

    A message is displayed indicating that statements are being printed.

  9. Repeat steps 1-8 for each year statements were created for.

Next Steps

If multiple years exist in the supplement group, repeat this procedure for each year.

Once the statements are printed, the supplement process is complete.

7.Deleting Supplemental Statements #

Purpose

If supplement statements are incorrect, use this procedure to delete the statements.

Procedure

  1. Choose Activities > Assessment > Supplement Functions > Supplemental Statement Maintenance.

    The Supplemental Statements window is displayed.

  2. Right-click anywhere in the window and choose Delete Supplemental Statements.
  3. You are prompted to confirm that you want to delete the statements. Click Yes.

8.Printing Individual Supplement Statements #

Purpose

Use this procedure to print a supplement statement for a single property.

Procedure

  1. Open the property.
  2. Choose Property > Create New Tax Statement.

    The Create New Tax Statement dialog box is displayed.

    tax statement create new

  3. Select the owner to whom the statement will be mailed.
  4. If required, select the following options:
    • Set the printer to duplex printing
    • Print half payment information
    • Include “Return Service Requested…” Comment on Statements – If selected, the phrase “Return Service Requested” is printed on the statement.
  5. Click Print.

    A message is displayed indicating that the tax statement is being created.

9.Manually Modifying Bills #

Purpose

Use this procedure to manually modify bills.


Tip  As you are making modifications, if you realize that any amounts you entered are incorrect, in the Levy Calculation Option (described in Step 8 below), select <-Reset Bills> to set the bills back to their original amounts.


Prerequisites

The user right Manually Modify Bills is assigned to your user ID.

Procedure

  1. Open a property.
  2. Choose Property > Bills > Modify Bills.

    The Modify Bill Wizard is displayed.

  3. Specify the bills to be modified by selecting the following options:
    • Select the Bill(s) you wish to modify for taxpayer – Select the taxpayer whose bills you want to modify.
    • All, Current, Delinquent – Select one of these options to filter the bills.
    • Year – Select the year to modify bills for.
    • Entity – Select the entity to modify bills for.

    System Tips 

    • To select multiple bills from the list, press Ctrl and click the bills.
    • To select a group of bills adjacent to each other in the list, click the first bill in the group, press Shift, and then click the last bill of the group.
    • To modify all bills for the property, click Select All.
  4. Click Next.

    Another version of the Modify Bill Wizard is displayed with options for entering modification details.

  5. Click Change Batch to specify the batch for modifying bills.

    Note:  You can create a new batch, but it is not a requirement to create a special batch for modifying bills.


  6. Enter modification details by selecting the following options:
    • Modify Date – The day that the modification is reported.

      Note:  This option works in the same way that the batch balance date works for Collections batches.


    • Modify Code – The code that indicates the type of the modification.
    • Modify Reason – The text explanation describing the reason for the modification.

      Important   To create a detailed audit trail, you must select Modify Reason.


    • Adjustment Code – The code that indicates the reason for the modification.
  7. Click Next.

    Another version of the Modify Bill Wizard is displayed.

  8. In the Levy Calculation Option drop-down box, select one of the following:
    • No Change – Use this selection to change the effective due date on the bills.
    • Modify to Tax Paid – Automatically sets the balance due to zero, and changes the tax to the amount of base tax paid on each bill.
    • Modify Based on Value – Calculates the new base tax based on a change in value. If you choose this option, you must select each bill and click Details to open the Modified Bills Details dialog box.
    • <-Reset Bills> – After beginning modifications, you can choose this option to set the bills back to the amounts that were in the system before the modifications were begun.
  9. If you chose the Modify Based on Value option, select a bill and click Details. In the Modified Bills Details window, do the following:
    1. Change the assessed value and exemption amount, which PACS will use to recalculate the tax.
    2. If required, to change the M&O and I&S amounts, select Override.
    3. Click OK.
  10. When you are sure that the new amounts are correct, click Finish to complete the modification of the bills.

10.Moving Bills #

Purpose

Use this procedure when the current year owner is not the owner responsible for the bills, and you need to move bills from one existing property to another.

Prerequisites

The user right Manually Move Bills is assigned to your user ID.

Procedure

  1. Open a property.
  2. Choose Property > Bills > Move Bills.

    The Move Bill Wizard is displayed.

  3. Select the following options:
    • All, Current, Delinquent – Select one of these options to filter the bills.
    • Year – Select the year of the bills you will move.
    • Entity – Select the entity of the bills you will move.
  4. In the Taxpayer drop-down box, select the taxpayer whose bills you want to move.
  5. In the Move bills to property field, enter the number of the property to which you want to move the bills.

    Note:  You can use the Search button to search for the property.


  6. Click OK.

    System Tips 

    • To select multiple bills from the list, press Ctrl and click the bills.
    • To select a group of bills adjacent to each other in the list, click the first bill in the group, press Shift, and then click the last bill of the group.
    • To modify all bills for the property, click Select All.

Result

The system generated events for bills that were moved.

You can view the events, which contain details about the move, on the Events tab of the property record. You can view the events the property record the bills were moved to as well as the property record that the bills were moved from.

11.Manually Creating Bills #

Purpose

Use this procedure to create bills in your system manually.

You can use this procedure when your tax office receives payment for a delinquent bill that has already been purged from the system, or for other reasons.

Prerequisites

The user right Manually Create Bills is assigned.

Procedure

  1. Choose Property > Bills > Manually Create Bill.

    The Manually Create Bill window is displayed.

  2. Complete the following fields:
    • Year – Select the year for the bill you are about to create.
    • Entity – Select the entity code for the bill you are creating.

      Note:  The entities listed in the drop-down box are the entities on the property. If no entities are displayed, select List All to view all the entities in the system.


    • Modify Code – Select the code for the supplement.
    • Modify Reason – Enter the reason for creating the bill manually.
    • Effective Due Date – The date that the bill must be paid by to prevent penalty, interest, and attorney fees from accruing.
    • Assessed Value – Type the assessed value for this bill, which PACS uses to calculate the net taxable and tax due.
    • Exemption Amount – Type the exemption amount for this bill, which PACS uses to calculate the net taxable and tax due.
    • Net Taxable – PACS calculates this value based on the assessed value and exemption amount you entered.
    • Tax Rate – Taken from the entity record’s tax rates for the year.
    • M&O Tax – Calculated based on the next taxable value and the tax rate.

      Note:  If you need an M&O amount different than the calculated figure, or if you do not have the assessed value and exemption amounts, select the Override check box, and then enter the correct amount.


      I&S Tax – Calculated based on the net taxable value and the tax rate.


      Note:  If you need an I&S amount different than the calculated figure, or if you do not have the assessed value and exemption amounts, select the Override check box, and then enter the correct amount.


  3. Important   Verify that the Supplemental Bill check box is selected. If it is not selected, the system adds this bill into the original tax column on your recap reports, and not in the adjusted tax column.
  4. Click OK to create the bill.

12.Printing the Modified Bill 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.

    Collections Reports, Modified Bill Report, 8109x

    • 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 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.
    • 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.

13.Using the Refund Due Report #

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.

    Collections Reports, Refund Due Report, 8109x

  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.

14.Processing Supplement Refunds #

Purpose

Use this procedure to generate a refund for a taxpayer.

Prerequisites

The user right Generate Refund is assigned to your user ID.

Procedure

  1. Open the property.
  2. In the Views drop-down list, select Bills.

    The refunds due are displayed.

  3. Select the negative bills you need to process as a refund, and then click Move to Refund Cart.

    The Refund Cart window is displayed.

  4. Click Generate Refund.

    The Generate Refund window is displayed.

  5. If applicable, type the check number.
  6. Verify that the batch displayed is the correct batch to use.
  7. Under Refund To, select the person who should receive the refund.
  8. Click OK.

Result

A refund receipt is generated, which you can give to the person in your office who processes refund checks.

15.Using the Refund Paid Report #

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.
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