WA Balancing

Use these procedures to balance your collections on a daily basis.

Generally, each user runs the daily summary and/or detail reports to balance the cash drawers, and the collections supervisor runs the reports to balance all batches, make the deposits, and handle the distribution.

Purpose

Use this procedure to review a listing of payments made within a specified time range.

When using this report for daily balancing, you can use this report to balance the tendered amounts in the End of Day Balancing – Cash Drawer dialog box (Activities > Daily Process > Cash Drawers) against the totals in the Amount Paid column.

The Amount Paid column is located at the upper right of the report. For example:

Procedure

1. In PACS 9.0, choose one of the following:
   • Reports > Daily > Payment Detail Listing
   • From the End of Day Balancing – Cash Drawer dialog box (Activities > Daily Process > Cash Drawers), click Payment Detail Listing.

   

2. In the Payment Detail Listing Report dialog box, choose one of the following:
   • Print All
   • Print Single Listing
     • If you choose Print Single Listing, select the type of listing to print.
3. To print payments for a year, select Year and enter the year.
4. In the Sort By field, specify the criteria by which to sort the report.
5. Select one of the following report types as needed:
   • Summary
   • Detail
   • Totals Only

   Note When using this report for daily balancing, select Totals Only.

6. Select one of the following options to specify the criteria for which payment information will be retrieved:
   • Date Range
   • Batch(es)
   • Drawer(s)
7. 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.
8. 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 create a report that lists the checks and money orders that your office collected. You can include this report with deposits so that you don’t have to provide separate documentation listing the check numbers.

Procedure

1. In PACS 9.0, choose Reports > Daily > Check Register Report.
2. In the Report Settings section of the Daily Check Register Report dialog box, choose one of the following options for which to retrieve check data, and complete the corresponding fields:
   • Cash Drawer
   • Batch
   • Batch Balance Date
3. To sort the list by the names of the payers, select the Sort by Payer check box.
4. To group data by balance date and then by tender type, select Group by Tender Type.
5. 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.
6. 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 report to display information about payments collected and refunds and voids issued by cashiers.

Payment, refund, and void amounts are listed for each cashier. Voided amounts are displayed under the cashier who voided the payment (not the user who collected the original payment).

Procedure

1. In PACS 9.0, choose Reports > Daily > Cashier’s Grouping Summary.
2. In the Cashier’s Grouping – Summary Report dialog box, complete the following options as required:

   

   • Batch Balance Date
   • User Name

     User who performed the action.

   • Payment Source

     The source of the payment for which to report to filter the report criteria. Click and move items from the left column to the right column using the arrows, and click OK.

   • Group By User
     • Batch User

       The ID of the user associated with the batch into which the payment, void, and/or refund transactions were placed.

     • Transaction Originating User

       The ID of the user who executed the payment, void, or refund.

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 report to review a:

• Payment summary by user.
• Payment breakdown, which provides information about payment tender.

The report retrieves transactions for the office according to the date you specify.

Procedure

1. In PACS 9.0, choose Reports > Daily > Daily Summary.
2. Complete the following options as required:

   

   • Batch Balance Date
   • Source

     The source of payment.

   • User

     User who performed the action.

   • Tax Area

     The tax area to which the property area is assigned.

   • Transaction Type

     Select this option to filter by transaction type.

   • Include Refunds

     Note When using this report for daily balancing to balance to the Refunds Paid Report, select Include Refunds.

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 report to view refunds generated, invoiced, issued or mailed against credit balances on accounts in either detail or summary format.

Balancing

When using this report for daily balancing, verify that this report balances to the Daily Summary Report ( Reports > Daily > Daily Summary).

When using this report for monthly balancing, you must use the same date range used for the Fiscal MTD Recap report, the Fiscal YTD Recap report, and the Fiscal YTD Summary report.

Procedure

1. In PACS 9.0, choose Reports > Refunds > Refunds Paid Report.

   

2. In the Selection Criteria section of the Refunds Paid dialog box, to include one or more property, account, or tax district/levy IDs, click , select the IDs, and click OK.
3. Choose Refund Types and Refund Status options as required..
4. To include a refund date range, choose a start date and/or end date in the Refund Date drop-down lists.
5. To include a balance date range, choose a start date and/or end date in the Balance Date drop-down lists.
6. To include a check number range, enter a starting check number and/or an ending check number in the Check Number Range fields.
7. To include a refund amount range, enter a minimum amount and/or maximum amount in the Refund Amount fields.
8. To set the report type, select one of the following in the Report Type section:
   • To create a detailed report, select one of the following:
     • Sort By Check #
     • Sort By Property
     • Sort By Owner
     • Sort by Levy/Agency/Fee Type
   • To create a summary report, select one of the following:
     • Group By Check #
     • Group By Property
     • Group By Owner
     • Group by Levy/Agency/Fee Type
9. 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.
10. 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 either to close a day once the day has been balanced, or to reopen a day when monies need to be applied to a day after it has already been closed.

When carrying out daily balancing, you can reopen a day to make corrections. You will need to reopen the batch as well.

Note When a day is closed, no one can create or select a batch for the closed day.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Receipting > Recap – Day End Procedures
• The day prior to the day you will close has already been closed.

Procedure

1. In PACS 9.0, choose Activities > Daily Process > Close/Reopen Day.
2. In the Close/Reopen Daily Collections dialog box, select a day and do one of the following:

   Tip To select more than one day, click and drag the cursor across the days to be closed.

   

   • Click Close Day to close the day.
   • Click Reopen Day to reopen the day.
3. Click Close.

Purpose

Use this procedure to verify that the Daily Summary Report totals minus the miscellaneous receipt fee amount balances to the distribution.

Procedure

1. In the Distribution FMS Verification Report (Reports > Distribution > FMS Verification), locate the credit amounts on the Account Type Cash for the Transaction Type Receipt-Underage.
2. In the Daily Summary Report (Reports > Daily > Daily Summary), locate the total.
3. Add the credits for the receipt underage from the Distribution FMS Verification Report to the Daily Summary total. Then subtract the miscellaneous receipt fee amount.

   Example In the example below, 23.32 is added to 56,194.32. That is, 56,194.32 + 23.32 = 56,217.64.

   The miscellaneous receipt fee amount of 100.00 is subtracted: 56,217.64-100.00 = 56,117.64.

4. Verify that the resulting total from the calculation in the step above is the total credit amount on the Distribution FMS Report.

   Note Debits for overage events minus credits for underage events equal the variance on the Daily Summary Report. (.15 + .02) – (21.73 + 1.59) = 23.15

   

Purpose

Use this procedure to verify that the Miscellaneous Receipt Fee amount on the  Daily Summary Report balances to the miscellaneous receipt distribution.

Procedure

• Use one of the following options:
  • Verify that the total amount on the Revenue Merge Report balances to the Miscellaneous Receipt Fee amount on the Daily Summary Report.

    

  • Verify that the amount calculated by subtracting the debits from the credits for Revenue account types on the Distribution FMS Verification Report balances to the Miscellaneous Receipt Fee amount on the Daily Summary Report.

    

Purpose

Use this procedure to verify that total adjustment amount on the Modified Bills Report balances to the adjustments distribution.

Procedure

1. In the Modified Bills Report (Reports > Bills > Modified Bills Report), locate the grand total amount for adjustments. For example:

   

2. In the Distribution FMS Verification Report (Reports > Distribution > FMS Verification), subtract the credit amount from the debit amount for accounts with the Accounts Receivable account type. For example, subtract 43.89 from 90.07.

   

3. Verify that the result of the subtraction in the FMS Verification report balances to the grand total amount for adjustments on the Modified Bills Report.

Purpose

Use this report to review payments and accounts affected by treasurer receipts within a specified date range.

Procedure

1. In PACS 9.0, choose Reports > Accounting > Revenue Merge Report.

   

2. In the Revenue Merge Report dialog box, complete the following options as required:
   • Balance Date Range

     The date for which report data is retrieved, and for which payments are being collected.

   • Transaction Date Range

     The date the transaction occurred.

   • Begin Date
   • End Date
   • Account Number
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 report to review bills that have been modified, including bills that have been modified due to cancellations or supplements. You can group bills on the report according to tax district, agency, fee type and/or property.

Note When using this report for monthly balancing, you must use the same date range used for the Fiscal MTD Recap report, the Fiscal YTD Recap report, and the Fiscal YTD Summary report.

Purpose

Use this report to review bills that have been modified, including bills that have been modified due to cancellations or supplements. You can group bills on the report according to tax district, agency, fee type and/or property.

Note When using this report for monthly balancing, you must use the same date range used for the Fiscal MTD Recap report, the Fiscal YTD Recap report, and the Fiscal YTD Summary report.

Procedure

1. In PACS 9.0, choose Reports > Bills > Modified Bill Report.
2. In the Report Options section of the Modified Bill / Fee Report dialog box, select and complete the following fields as required:

   

   • Taxing District

     The tax district to which the property belongs.

   • Assessment Agency
   • Fee Type
   • Supp Code

     The supplement code assigned to the modified bills.

   • Bill/Fee Code

     Codes placed on a bill to indicate a specific instance such as bankruptcy or suit filed.

     • Choose either Include Codes to include bills with the codes that were specified, or choose Exclude Codes to exclude bills with the codes specified.
   • Sup Group

     The code assigned to the supplement group containing the supplements to which the bills were assigned.

   • Batch
   • Transaction Date

     Transactions that occurred within the From and To date range selected are displayed.

   • Batch Balance Date
   • To generate the report for a specific property, select and enter the ID number in Property ID field.
   • To specify how you want the properties grouped within the report, complete the Group By field.
3. To set the output settings, complete the following fields in the Output Settings section:
   • 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.

     Note We recommend that you enter a specific description to help you to identify this report later. Reports can be displayed after they are generated under the Inbox option. The file name will be listed as the subject, so a detailed description will help to better identify the report.

4. Click Preview to preview the report. Click Post to generate the report.

>Procedure

1. In PACS 9.0, choose Reports > Bills > Modified Bill Report.
2. In the Report Options section of the Modified Bill / Fee Report dialog box, select and complete the following fields as required:

   

   • Taxing District

     The tax district to which the property belongs.

   • Assessment Agency
   • Fee Type
   • Supp Code

     The supplement code assigned to the modified bills.

   • Bill/Fee Code

     Codes placed on a bill to indicate a specific instance such as bankruptcy or suit filed.

     • Choose either Include Codes to include bills with the codes that were specified, or choose Exclude Codes to exclude bills with the codes specified.
   • Sup Group

     The code assigned to the supplement group containing the supplements to which the bills were assigned.

   • Batch
   • Transaction Date

     Transactions that occurred within the From and To date range selected are displayed.

   • Batch Balance Date
   • To generate the report for a specific property, select and enter the ID number in Property ID field.
   • To specify how you want the properties grouped within the report, complete the Group By field.
3. To set the output settings, complete the following fields in the Output Settings section:
   • 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.

     Note We recommend that you enter a specific description to help you to identify this report later. Reports can be displayed after they are generated under the Inbox option. The file name will be listed as the subject, so a detailed description will help to better identify the report.

4. Click Preview to preview the report. Click Post to generate the report.

Purpose

When carrying out monthly balancing, run this Close/Reopen Day activity.

This is necessary in order to use the Fiscal Month-to-Date (MTD) and Fiscal Year-to-Date (YTD) reports correctly later in the monthly balancing process because the Fiscal MTD and Fiscal YTD reports retrieve data only for closed days.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Receipting > Recap – Day End Procedures
• The day prior to the day you will close has already been closed.

Procedure

1. In PACS 9.0, choose Activities > Daily Process > Close/Reopen Day.
2. In the Close/Reopen Daily Collections dialog box, select a day and do one of the following:

   Tip To select more than one day, click and drag the cursor across the days to be closed.

   

   • Click Close Day to close the day.
   • Click Reopen Day to reopen the day.
3. Click Close.

Procedure

• To verify adjustments of property taxes and special assessments when carrying out monthly balancing, compare adjustments grand total in the Modified Bill Report against the adjustments grand total in the Fiscal Month-to-Date Recap Report. For example:

  

  

Procedure

• To verify payments when carrying out monthly balancing, balance the total taxes on the Daily Summary Report to the receipt grand total on the Fiscal Month to-Date Report. For example:

  Note Instead of using the Daily Summary Report. you could use the Cashier’s Grouping Summary Report or the Payment Detail Listing (Totals Only) Report.

  

  

Purpose

Use this report to view the receipts, payments, and standard and annexation adjustments for a month or range of dates.

Procedure

1. In PACS 9.0, chose Reports > Monthly > Fiscal MTD Recap.
2. In the Fiscal MTD Recap Report dialog box, select one of the options from the Grouping Selection section to determine the report layout. The report will be divided according to the option selected.

   Example If you select Tax District Levy, there will be one page per levy fund.

3. For the option you selected, click and use the arrows to move items from the left column to the right column to include items in the report, and click OK.

   

4. In the Date Selection section, select either Date Range or Month. Then do one of the following:
   • If you select Date Range, select a range of dates with which to filter the report.
   • If you select Month, select the fiscal year and month with which to filter the report.
5. 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.
6. 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 the Month-to-Date Recap report and the Fiscal Year-to-Date Recap report to balance the current month ending receivable against the prior month’s ending receivable.

Procedure

1. Run the Fiscal YTD Recap Report for the prior month and locate the total ending receivable amount. For example:

   

2. Run the Fiscal MTD Recap Report for the current month and locate the total receipts and total adjustments for the current month. For example:

   

3. Subtract the MTD receipts and adjustments from the prior month’s ending receivable to balance to the current month ending receivable. That is:

   

   Prior month ending receivable – MTD receipts & MTD adjustments = current month ending receivable

   For example:

   19,236.67 – 1608.01 + (-22.26) = 17,6060.40

Purpose

Use this report to review the original receivable, receipts, standard adjustments, and annexation adjustments for a range of collection years during a selected fiscal year.

Prerequisites

• In order to use this report, the following user right is required:
  • Month Reports

Procedure

1. In PACS 9.0 choose Reports > Monthly > Fiscal YTD Recap.
2. In the Fiscal YTD Recap Report dialog box, select one of the options from the Grouping Selection section to determine the report layout. The report will be divided according to the option selected.

   Example If you select Tax District Levy, there will be one page per levy fund.

3. For the option you selected, click and use the arrows to move items from the left column to the right column to include items in the report, and click OK.

   

4. In the Date Selection section, select either As of Date or Month. Then do one of the following:
   • If you select As of Date, select the fiscal year and date with which to filter the report.
   • If you select Month, select the fiscal year and month with which to filter the report.
5. 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.
6. 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 report at the end of the month after the month has been closed. You can review the original receivable, receipts, standard and annexation adjustments, and the ending balance on a month-by-month basis across a range of years.

Procedure

1. In PACS 9.0 choose Reports > Monthly > Fiscal YTD Summary.
2. In the Fiscal YTD Recap Report dialog box, select one of the options from the Grouping Selection section to determine the report layout. The report will be divided according to the option selected.

   Example When Tax District Levy is selected, one page is generated for each levy fund.

3. For the option you selected, click and use the arrows to move items from the left column to the right column to include items in the report, and click OK.

   

4. In the Date Selection section, select either As of Date or Month. Then do one of the following:
   • If you select As of Date, select the fiscal year and date with which to filter the report.
   • If you select Month, select the fiscal year and month with which to filter the report.
5. 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.
6. 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 close or reopen a month for processing.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Receipting > Recap – Month End Procedures

Procedure

1. In PACS 9.0, choose Activities > Accounting > Close/Reopen Month.
2. In the Month Processing dialog box, select the year in which the month needs to be closed or reopened.
3. Select a month and do one of the following:
   • Click Close Month to close the month for processing.
   • Click Reopen Month to reopen the month for processing.
4. Click Close once complete.