WA Auto Pay Processing

Purpose

Use this procedure to select properties for enrollment or removal from Auto-Pay.

Procedure

1. In PACS 9.0, open a taxpayer record and expand the Auto-Pay panel listing all properties associated with the taxpayer.

   

2. Select the properties to enroll in Auto-Pay.
3. Do one of the following:
   • Click Cancel to remove a property from Auto-Pay.

     

   • Click Enroll to add a property to Auto-Pay.

     

   1. If you selected Enroll, in the Auto-Pay Enrollment Wizard, review the list of selected properties. Then click Next.

      

   2. Complete the following in the Auto-Pay Enrollment Wizard dialog box:

      

      • If the taxpayer has existing enrollment account information, access information from those accounts from the Existing Enrollments drop-down list.
      • Routing / Transit #

        A nine digit bank code identifying the taxpayer’s financial institution.

      • Account Number

        Taxpayer’s bank account number. 17 characters maximum.

      • Financial Institution

        Bank name.

      • Authorization Name

        Name of the person who authorized use of bank account information.

      • Account Type

        Checking or Savings.

      • Payment Code

        Payment schedule. Half and full payments are available.

      • Enrollment Date

        The default date is today’s date.

   3. Click Finish.

Result

The taxpayer’s selected properties are enrolled in the Auto-Pay program.

Note When an enrolled property record is opened, the “Enrolled in Auto-Pay” notification is displayed at the top of the property record.

Purpose

Use this feature to change existing Auto-Pay enrollment information.

Procedure

1. In PACS 9.0, open a taxpayer record and expand the Auto-Pay panel.
2. Select an enrolled property and click Details.
3. To update the taxpayer’s account information, complete the following options as required:

   

   • Routing / Transit #

     A nine digit bank code identifying the taxpayer’s financial institution.

   • Account Number

     Taxpayer’s bank account number. 17 characters maximum.

   • Financial Institution

     Bank name.

   • Authorization Name

     Name of the person who authorized use of bank account information.

   • Account Type

     Checking or Savings.

   • Payment Code

     Payment schedule. Half and full payments are available.

   • Enrollment Date

     The default date is today’s date.

   • Last Canceled Date

     If the property was previously canceled from Auto-Pay, this field will show the date of cancelation.

4. Click OK or Apply.

Purpose

Use this procedure to change the payer on an Auto-Pay account.

Prerequisite

• In order to use this procedure, the following user right is required:
  • Auto-Pay Edit

Procedure

1. In PACS 9.0, open the property and expand the Owner & Agent panel.
2. Review the Auto-Pay Account field in the Taxpayers section.

   

3. To change the Auto-Pay account holder, click Change to Agent to open the Account Search Wizard.
4. To open the Auto-Pay account holder’s Taxpayer or Agent view, click Details.

Purpose

Use this procedure to quickly enroll multiple properties at once.

Prerequisite

• In order to use this procedure, the following user right is required:
  • Auto-Pay Edit

Procedure

1. In PACS 9.0, choose Activities > Auto-Pay > Auto-Pay Quick Entry.
2. Click Add.
3. In the new row in the Auto-Pay Quick Entry dialog box, enter the Property ID and click Enter to display the Auto-Pay Account Name, GEO ID, and Legal Description.
4. Complete the following options:

   

   • Routing/Transit #

     A nine digit bank code identifying the taxpayer’s financial institution.

   • Account Number

     Taxpayer’s bank account number. 17 characters maximum.

   • Financial Institution

     Bank name.

   • Authorization Name

     Name of the person who authorized use of bank account information.

   • Account Type

     Checking or Savings.

   • Payment Code

     Payment schedule. Half and full payments are available.

5. Continue adding rows as required for additional properties.
6. Click Update.

Purpose

Use this procedure to track all owner/agent changes on accounts enrolled in Auto-Pay. You can automatically remove accounts from Auto-Pay enrollment following such changes. You can also review the accounts to determine whether the new owner/agent and the previous owner/agent might be the same person with different PACS account IDs. If this is the case, you can keep the enrollment active under the previous owner name.

Prerequisites

• In order to use this procedure, the following user right is required:
  • Auto-Pay Edit

Procedure

1. In PACS 9.0, choose Activities > Auto-Pay > Manage Account Changes.
2. In the Auto-Pay Account Change Management dialog box, review the list of properties that have had an ownership change.
3. To transfer or cancel enrollment for a property that has had an account change (i.e., ownership or agent), click Add.

   

4. Choose one of the following options:
   • Transfer

     Select to keep the property enrolled with the existing account information.

   • Cancel

     Select to remove property from Auto-Pay.

   

5. Choose Process

Purpose

Use this procedure to generate reports listing taxpayers and properties enrolled in Auto-Pay.

Prerequisites

• In order to use this feature, the following user right is required:
  • Auto-Pay File Creation and Auto-Pay Reports

Procedure

1. In PACS 9.0, choose Reports > Auto-Pay > Enrollment Report.

   

2. Set the Report Options to include criteria for the report.

   To generate a report listing all taxpayers/properties enrolled in Auto-Pay, clear the Enrolled Date Range and Print Deleted Properties Only boxes.

3. In the Output Settings section, do the following:
   • In the Format drop-down list, select the report output format.
   • In the Filename field, enter the report file name.
   • In the Description field, enter a report description.
4. Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.

Purpose

Use this procedure to verify that Auto-Pay account information is valid before generating an ACH file/payment run.

Tip A Pre-Note is a zero dollar transaction created and sent through the ACH network.

Prerequisites

• In order to use this feature, the following user right is required:
  • Auto-Pay Reports

Procedure

1. In PACS 9.0, choose Export > ACH Pre-Note File Export.

   

2. Specify the path, file name.
3. Select the enrollments to Pre-Note and the date for this transaction, then click OK.

Result

The Pre-Note File report will be saved in the specified path location.

Note If any pending ownership changes have not been processed on any enrolled properties, PACS displays the Auto-Pay Ownership Change Processing dialog box. For more information about processing pending ownership changes, see Managing Auto-Pay Ownership Changes.

Purpose

Use this procedure to validate Auto-Pay accounts and amounts before generating the ACH File and Payment Run.

Procedure

1. In PACS 9.0, choose Reports > Auto-Pay > ACH File Report.

   

2. In the Output Settings section, do the following:
   • In the Format drop-down list, select the report output format.
   • In the Filename field, enter the report file name.
   • In the Description field, enter a report description.
3. Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.

Purpose

Use this procedure to process payments for taxpayers enrolled in Auto-Pay. This action will also generate and save a report.

Prerequisites

• The ACH File report has been run. For more information see Generating the ACH File Report.

Procedure

1. In PACS 9.0, choose Activities > Auto-Pay > Create ACH File and Payment Run.

   

2. In the dialog box, designate a location where you want the export file to be placed in your system, type the new file name, enter the dates, and click OK.

   Note If any pending ownership changes have not been processed on any enrolled properties, PACS displays the Auto-Pay Ownership Change Processing dialog box. For more information about processing pending ownership changes, see Managing Auto-Pay Ownership Changes.