1.Installing the POS Printer
Purpose
Use this procedure to install and connect the Epson receipt/slip printer that works with PACS 9.0. This example uses the Epson TM-H6000III model.
Note The Epson OPOS driver used in this procedure is used for all POS printer models.
Prerequisites
- The Epson printer is not connected to your machine. During this procedure, you will connect through your machine’s USB port.
- The Epson printer is unplugged from the wall or power source.
- Your machine is connected to the internet.
Procedure
- Open your internet browser, browse to the Microsoft Download Center, and download the Microsoft Point of Service for .NET redistributable. The redistributable is available here:
- When the download is complete, unzip the redistributable file and save its contents locally. Then run the Setup utility to install.
Tip To verify successful installation, click Start > Control Panel > Add/Remove Programs. In the list of currently installed programs, locate the Microsoft POS for .NET redistributable.
- With the Epson printer unplugged from the wall or power source, open your internet browser, browse to the Epson POS driver downloads page, and download the Epson OPOS ADK for .NET driver. The download is available here:
https://www.epson-pos.com/cgi-bin/sdssm/main/home.jsp?url_jsp=&sel_lang=&sel_prod=
- When the download is complete, unzip the driver file and save its contents locally. Run the setup utility file to install the printer driver. During installation, make the following setup selections in the Install Wizard:
- Setup Type – User
- Communication with POS Printer – USB
Tip To verify successful installation, click Start > Control Panel > Add/Remove Programs. In the list of currently installed programs, locate the Epson OPOS ADK for .NET file.
- Plug the Epson receipt/slip printer into your machine’s USB port. Next, plug the Epson receipt/slip printer into the wall or power supply and allow the printer a few moments to fully initialize.
- From your desktop, select Start > All Programs > Epson OPOS for .NET > SetupPOS. In the SetupPOS for OPOS .NET utility, do the following:
- Ensure that the proper model is selected. To add a printer, click Add and select the desired Device Category and Device Name.
- Click Modify and ensure that the Port Type is set to
USB
and that Slip Reverse Eject is selected under Device Details.
- Click Save. Then click File > Exit.
- Next, from your desktop, select Start > All Programs > Epson OPOS for .NET > CheckHealth Utility. Select the POSPrinter and click Check Health.
- Ensure proper functionality by performing a print test via the receipt printer by clicking the Print button. Errors are reported in the Exception Information field if any exist.
Next Steps
Proceed to Configuring Workstation Devices.
Note If you have difficulty installing the POS printer, contact Client Services.
2.Configuring Workstation Devices
Purpose
Use this procedure to configure workstation devices including:
- Cash drawers
- Check validation printers
- Receipt printers
- Slip printers
Prerequisites
- In order to perform this procedure, the following user right is required:
- Configure Workstation
Procedure
- In PACS.ADMIN, choose Tools > Configure Workstation.
- To add a new workstation configuration, click Add.
- In the Workstation Configuration dialog box, click Browse to specify the PC for which to configure a device.
- To set up a cash drawer, complete the options in the Cash Drawer section.
- Complete the Additional Options section as required.
- Bar Code Reader Installed
- Default Tab
- In the Point of Service Devices section, select the devices and the device names to be used at the workstation.
Note A sample receipt is shown below.
- If you selected Use Receipt Printer, then select the device to be used in the Device Name field.
- If you selected Use Slip Printer, use the following options as required:
Note The PACS validation lines printed with slip printers include the receipt number, date, and amount paid. In addition, for miscellaneous receipts, the treasurer receipt number is included. For REET affidavits, the excise number is included.
- Print Bar Code for Excise #
- Exclude Tax Statement
- If you selected Use Check Validation Printer, choose the Validator Default to specify whether or not the Validate Check check box is selected by default or cleared in the Post Payment dialog boxes.
- If you selected Use Ranger Check Scanner, select Scan and/or Validate to enable the device to perform either or both of these functions.
Note If you selected Use Ranger Compatible Device, the drivers for the device must be already installed on the machine, and the device must currently be connected.
Tip If you have problems printing on the slip printer, verify that your printer’s Epson OPOS software package is appropriate for 64bit machines or 32bit machines, depending on your particular computer’s architecture.
- Click OK.
- To edit an existing row, select Year from the drop-down list, double-click the desired row, and edit the fields as required.
- To see the details of an existing row, select Year from the drop-down list, select the desired row, and click Details.
- To delete an existing row, select Year from the drop-down list, select the desired row, and click Delete.
- Click Printers to select a printer for the workstation.
- Click Close to save your changes and close the dialog box.
Tip Test the device in PACS 9.0 by opening a property record in the Treasurer Role, expanding the Payment History panel, and clicking Print Property Receipt.
3.Setting Default Tender to Amount Due
Purpose
Use this procedure to default the Amount Tendered to the Amount Due.
Procedure
- In PACS.ADMIN, choose Tools > System Configuration > Post Payment.
- Set Default Amount Tendered to Amount Due to
True
to enable this setting. - Click Apply to save the setting.
4.Reviewing Taxes Due
Purpose
Use this procedure to review taxes due on a property, such as:
- Taxes due on a property
- Fees and bills
- The status of fees and bills
Procedure
- In PACS 9.0, open a property and expand the Tax Due panel.
- In the Tax Due section of the Tax Due panel, complete the following options as required and review the data.
- Select either a specific tax year or all tax years, using the drop-down list in the Year field.
- To specify whether to consider only current tax due, only delinquent tax due, or all tax due, select one of the three options All, Current, or Delinquent.
- To exclude paid bills from consideration, select Exclude Paid Bills.
- Review the following values:
- Mortgage Code
- Escrow Balance
- Overpayment Credit
- Total Due
- Selected Total
Note The Total Due and Selected Total fields are located at the bottom of the Tax Due panel.
- To review the taxes due on a property, select the Statement tab, and use the following options as required.
- To review the details of a specific statement amount, in the Statement Amounts section, select the row of the desired statement amount. Then click the Expand button
to review amounts for each tax district.
- To review the details of a specific property fee amount, in the Property Fee Amounts section, select the row for the fee amount. Then click Details.
- To review the details of a specific statement amount, in the Statement Amounts section, select the row of the desired statement amount. Then click the Expand button
- To enter or review bills, special assessments, and fees, select the Bills tab, and use the following options as required.
- To review the details of a specific property tax bill, in the Property Tax Bills section, select the row for the property tax bill. Then click Details.
- To review the details of a specific special assessment bill, in the Special Assessment Bills section, select the row for the special assessment bill. Then click Details.
- To review the details of a specific fee, in the Fees section, select the row for the fee. Then click Details.
- To review the status of fees and bills, select the Payout tab.
5.Creating or Closing a Payment Batch
Purpose
Use these procedures to:
- Create a new payment batch.
- Close an existing batch.
Prerequisites
- In order to perform these procedures, the following user right is required:
- Receipting > Batch > Add Batch
- In order to perform these procedures, the following user rights may be required:
- Receipting > Batch > Reopen Closed Batch
- Receipting > Batch >Batch Reprint Tax Receipts
Procedure – Creating a Batch
- Do one of the following:
- Select Yes when prompted with a system message to create a batch. This generally occurs at the time a payment is being processed or modified, or a mass operation is being processed that requires a batch.
- Choose Activities > Daily Process > Enter Payment Batch.
- In the Select Batch dialog box, click Add.
- Complete or review the following fields as required:
- Description
- Comment
- To reprint tax receipts for payments in the batch, click Reprint Tax Receipts.
- Click OK.
Procedure – Closing a Batch
- Choose Activities > Daily Process > Enter Payment Batch.
- In the Select Batch dialog box, select a batch.
- Complete or review the following fields as required:
- Comment
- Created Date
- Balance Date
- Deposit Date
- Click Close Batch to close the current batch (which is displayed in the Batch ID field).
Note After a batch is closed, no payment or other function will be allowed to use the batch. Payments cannot be posted to a closed batch, and any operation requiring a batch does not accept a closed batch.
6.Setting Up or Balancing Cash Drawers
Purpose
Use these procedures to record the amount of cash assigned to an employee at the start of the day, and to s balance cash drawer.
Setting up a cash drawer involves creating a new cash drawer and specifying the how much of each currency type is assigned to a cash drawer.
Balancing a cash drawer involves verifying that the currency amounts within a cash drawer match the amounts assigned to it so that the cash drawer can be closed at the end of a business day.
Prerequisites
- In order to perform this procedure, one or more of the following user rights under the Receipting > Cash Drawers node are required:
- Access Any Drawer
- Access Assigned Drawer
- Create Negative Cash Drawer – With this user right, you can enter negative values for checks, electronic funds transfers, and internal tenders.
- Close Imbalanced Drawer
- Override Requirement for Payment
- Reopen Drawer
- View Assigned Drawer
- If you are selecting a deposit bank when balancing the drawer, set Use GL Cash Management Interface to
True
in PACS.ADMIN (Tools > System Configuration > Cash Management Interface).
Procedure – Setting Up a Cash Drawer
- In PACS 9.0, select Activities > Daily Process > Cash Drawers.
- In the Cash Drawers dialog box, to add a new cash drawer, click Add.
- In the Cash Drawer Setup dialog box, complete or review the following fields as required, and then click OK:
- Cash Drawer ID
- Description
- PACS User
- Drawer Total
- Created By
- Created Date
- In the Cash Drawers dialog box, select the cash drawer you just created and click Details. Then, in the Coin section, do the following:
- In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
- In the Value fields, review the value based on the number of coins you entered for each type of coin.
- Coin Total. The total value for all coins in the cash drawer.
- In the Currency section, do the following:
- In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
- In the Value fields, review the value based on the number of bills you entered for each type of bill.
- In the Currency Total field, review the total value for all bills in the cash drawer.
- In the Totals section, review the following:
- Assigned Cash Amount
- Actual Cash Amount
- Difference
- In the Comment field, enter any comments.
- To save your changes and return to the cash drawer, click OK. To save your changes and continue to edit the cash drawer, click Apply.
Procedure – Balancing a Cash Drawer
- To balance a cash drawer, in the Cash Drawers dialog box, select the cash drawer to be balanced, and click Balance.
- In the End of Day Balancing – Cash Drawer dialog box, use the following buttons as required:
- Payment Detail Listing – Generates ar report that provides details about payments processed.
- Payment Report Totals – Generates a report that provides a summarized overview of the payments processed.
- Check Register
- In the Coin section, do the following:
- In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
- In the Value fields, review the value based on the number of coins you entered for each type of coin.
- Review the total value for all coins in the cash drawer in the Coin Total field.
- In the Currency section, do the following:
- In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
- In the Value fields, review the value based on the number of bills you entered for each type of bill.
- If a large amount of cash is collected during the day and needs to be secured periodically, in the Cash Pick-Up Total field, enter the amount secured.
- Review the total value for all bills in the cash drawer in the Currency Total field.
- In the Drawer Totals section, review or complete the following fields as required:
- Total Cash in Drawer
- Less Beginning Cash
- Total Cash Received
- Check Total
- Money Order Total
- EFT Total
- Credit Card Total
- Internal
- Drawer Total
- In the Receipt Totals section, review the following fields:
Note The following items have two columns apiece. The first column lists the receipts value for each item (cash, checks, etc.). The second column lists the out-of-balance value for that item, that is, the difference between the Drawer Totals value and the Receipt Totals value (for cash, checks, etc.).
- Cash
- Checks
- Money Order
- EFT Total
- Credit Cards
- Internal –
- Receipt Total
- If the drawer is being exported to a bank, select the bank from the Deposit Bank drop-down list.
- Do one of the following:
- To save your entries and return to the cash drawer, click OK.
- To save your entries and continue to balance the cash drawer, click Apply.
- To save your entries and close the cash drawer, click Close Drawer.
Note The Close Drawer button is available only if the cash drawer is balanced; that is, if the Drawer Total field and the Receipt Total field have the same value.
7.Exporting a Cash Drawer
Purpose
Use this procedure to export cash drawers to a designated deposit bank.
Prerequisite
- Set Use GL Cash Management Interface is set to
True
in PACS.ADMIN (Tools > System Configuration > Cash Management Interface).
Procedure
- In PACS 9.0, select Activities > Daily Process > Cash Drawers.
- In the Cash Drawers dialog box, select Export.
Note A deposit bank must be designated when balancing the cash drawer for the export to occur.
- In the Export Cash Drawer dialog box, select the Begin Date and End Date. Cash drawers are exported according to their deposit dates.
- Click OK.
8.Processing Payments with the Payment Cart
Purpose
Use the Payment Cart to create, manage, and present a list of items to be paid.
The Payment Cart collects items to be paid. You add bills, fees, excise tax due, and escrow due to the cart from various treasurer features in PACS 9.0. The Payment Cart shows detailed information about the collected items, and you can use it to create a single payment for all of them. Items are removed from the cart when they are paid, when the Payment Cart is closed, or when you log out.
Caution Do not modify bills or run the supplement Create Bills process while mortgage company payments and mailed-in payments are being processed in large quantities, or while running the Payment Import Prepare Run process. If you do so, your bill amounts will not match the incoming payment amounts.
Procedure
- In PACS 9.0, open a property, and then open the Tax Due panel.
- If you need to add a fee, see Adding a Fee.
- Select the following options as required:
- Pay H1/Next
- Pay Full
- The Apply button or the Refund button, which you can use to apply or refund adjustment credits, respectively.
Note When you select any of the above buttons, the entire statement (including all items associated with it) is moved to the Payment Cart. This occurs even if only one bill associated with that statement was selected.
- In the Payment Cart, use or review the following options as required:
- To change the posting date, click Change Posting Date.
- To remove one item from the list of payments (for example, if the Payment Cart contains one amount due for taxes and another for escrow, and you are only collecting for escrow), select it and click Delete. To remove all items from the list of payments, click Remove All.
- Review the amounts due at the bottom of the cart.
- To post the contents of the Payment Cart, click Post.
- In the Payment Information section of the Post Payment dialog box, complete the following options as required.
- Change Batch
- Drawer
- Paid Under Protest
- Paid By
- Change
- Amount Due
- Payment Code
- In the Amount Paid section, enter information about the tenders, one per row, used to make the payment.
- To add a tender, click Add.
- To delete a tender, select it and click Delete.
- To edit a tender, double-click it and complete the following fields as required:
- Tender Type
- Amount Tendered
- Ref. Number
- Desc. (Date, Name, etc.)
- DL Number
- DL State
- In the Amount Paid section, complete the following fields as required:
- Credit Card
- Type
- Last 4#
- Auth. Code
- CCCC
- Swipe
- Total Paid
- Balance Due
- Change Due
- In the Options section, select the following options as required:
- Print Receipt
- Copies
- Validate Checks
- Print Statement
- Click Post to post the payment.
- If you selected the
Overpayment Credit
payment code, in the Payment Distribution dialog box, specify the property or properties that should receive the credit and then click OK:Note If you need to select a property that is not listed, click Add to add the property to the list.
- If a slip printer is configured for your workstation, after any receipts have been printed, in the Validation dialog box, use the following options as required:
- Validate & Advance – Sends the validation line to the slip printer and advances the selection to the next row.
- Validate – Sends the validation line to the slip printer.
Skip – Advances the selection to the next row.
9.Miscellaneous Receipting
With PACS 9.0 miscellaneous receipting features, you can execute debit or credit transactions for miscellaneous receipt payments.
9.1.Setting Up the Miscellaneous Receipting Account Number Template
Purpose
Use this procedure to set up accounts for miscellaneous receipting.
Prerequisite
The default offset account number is set up in PACS.ADMIN (Tools > Account Number Configuration). For more information, see Configuring Account Numbers.
Procedure
- In PACS.ADMIN, choose Tools > Code File Maintenance > Collections > Miscellaneous Receipt Templates.
- In the Miscellaneous Receipt Template dialog box, click Add.
- Complete the following fields as required:
- Code
- Description
- Click Add to create a row in the grid. Select the following:
- Primary Account
- Description
- Click Save.
- Click Close.
Note You can also use this feature to edit or delete existing templates.
9.2.Posting Miscellaneous Receipt Payments
Purpose
Use this procedure to post payments to individual or to a group of revenue accounts. Payments posted as miscellaneous receipt payments are generally associated with a general ledger account code rather than with bills or fees associated with a property.
Prerequisites
- Miscellaneous receipt revenue account number templates have been set up in PACS.ADMIN. For more information, see Setting Up Miscellaneous Receipting Account Number Template.
- Accounts have been configured in the Chart of Accounts. For more information, see Adding Accounts in the Accounting guide.
Procedure
- In PACS 9.0, choose Activities > Posting > Misc. Receipt Post Payment.
- Complete the following as required:
- File As Name
- Paid By
- Template
- Change Batch
- Drawer
- If you did not select a template above, then do the following in the Payment Information grid:
- Select the appropriate revenue account from the Account Code column drop-down list.
- Enter a description of the transaction or of the account in the Description column.
- Enter the Amount as either a positive or negative value.
- Enter or select the payment information in the Amount Paid grid.
- In the Options section, complete the following:
- Print Receipt
- Copies
- Summary Receipt
- Detail Receipt
- Scan Checks
- Validate Checks
- Print Receipt
- Click Post.
10.Payment Quick Post
10.1.Quick Post a Single Payment
Purpose
Use this procedure to quickly post a payment for one or multiple statement IDs.
Prerequisites
You know the statement ID, property ID, or taxpayer ID associated with the statements to be posted.
Procedure
- In PACS 9.0, select Activities > Posting > Quick Post: Single Payment.
- In the top section of the Quick Post: Single Payment dialog box, complete the following options as required:
- ID Type
- ID
- Year
- Click Search to display the data for the payment based on the ID type, ID, and year that you entered.
Note If you need to remove the ID type, ID, and/or year that you entered, click Clear.
- In the Statements section, review the amounts in one or more of the following fields:
- 1st Half Due
- 2nd Half Due
- Total Due
- Then, choose one of the following options to display payment amounts in the payment grid:
- Pay 1st Half – Use this option to pay only the amount displayed in the 1st Half Due field.
- Pay Full Amount – Use this option to pay the full amount displayed in the Total Due field.
- Review the payment information displayed in the grid.
- In the Payment section, review and use the following options as required:
- Change Batch
- Drawer
- Paid By
- Check Amt
- Ref Num
- MO Amt
- Ref Num
- Cash Amt
- Payment Code
- In the Options section, select the following options as required:
- Print Receipt
- Copies
- Summary Receipt
- Detail Receipt
- Scan Checks
- Validate Checks
- Print Statement
- Print Receipt
- Click Post to post the payment.
10.2.Quick Post a Single Payment
Purpose
Use this procedure to quickly post a check or money order that covers the total amount due for multiple statements.
If you need to post multiple payments at the same time, use the Quick Post Multiple Payments activity.
Caution Do not modify bills or run the supplement Create Bills process while mortgage company payments and mailed-in payments are being processed in large quantities, or while running the Payment Import Prepare Run process. If you do so, your bill amounts will not match the incoming payment amounts.
Prerequisites
You know the statement ID, property ID, or taxpayer ID associated with the statements to be posted.
Procedure
- In PACS 9.0, select Activities > Posting > Quick Post: Single Payment Multi Tender.
- In the Search section of the Quick Post: Single Payment dialog box, complete the following options as required:
- ID Type
- ID
- Year
- Click Search to display the data for the payment based on the ID type, ID, and year that you entered.
Note If you need to remove the ID type, ID, and/or year that you entered, click Clear.
- Choose one of the following options to display payment amounts in the payment box in the lower-left corner:
- Pay 1st Half – Use this option to pay only the amount displayed in the 1st Half Due field.
- Pay Full Amount – Use this option to pay the full amount displayed in the Total Due field.
- In the Statements section, review the amounts in one or more of the following fields:
- 1st Half Due
- 2nd Half Due
- Total Due
- Review the following information about the payment:
- Total Items
- Amount Paid
- To add a miscellaneous receipt fee to the payment, click the Add Miscellaneous Receipt Fee button.
Note For more information about adding miscellaneous receipt fees, see Adding Miscellaneous Receipt Fees.
- In the Payment section, review and use the following options as required:
- Change Batch
- Drawer
- Paid By
- Address
- Payment Code
- Print Receipt
- Copies
- Validate Check
- In the Amount Paid section, enter information about the tenders, one per row, used to make the payment.
- To add a tender, click Add.
- To delete a tender, select it and click Delete.
- To edit a tender, double-click it and complete the following fields as required:
- Tender Type
- Amount Tendered
- Ref. Number
- Desc. (Date, Name, etc.)
- DL Number
- DL State
- In the Amount Paid section, complete the following fields as required:
- Credit Card
- Type
- Last 4#
- Auth. Code
- CCCC
- Swipe
- Total Paid
- Balance Due
- Change Due
- In the Options section, select the following options as required:
- Print Receipt
- Copies
- Summary Receipt
- Detail Receipt
- Scan Checks
- Validate Checks
- Print Statement
- Print Receipt
- Click Post to post the payment.
- If you selected the
Overpayment Credit
payment code, in the Payment Distribution dialog box, specify the property or properties that should receive the credit and then click OK:Note If you need to select a property that is not listed, click Add to add the property to the list.
10.3.Quick Post Multiple Payments
Purpose
Use this procedure to quickly post multiple payments at the same time.
Caution Do not modify bills or run the supplement Create Bills process while mortgage company payments and mailed-in payments are being processed in large quantities, or while running the Payment Import Prepare Run process. If you do so, your bill amounts will not match the incoming payment amounts.
Procedure
- In PACS 9.0 select Activities > Posting > Quick Post: Multiple Payments.
- In the Search section of the Quick Post: Multiple Payment Dialog box, complete the following options as required:
- ID Type
- ID
- Year
- Click Search to display the data for the payments based on the ID type, ID, and year that you entered.
Note If you need to remove the ID type, ID, and/or year that you entered, click Clear.
- In the Details section, complete the following options as required:
- Review the amounts amounts in the following fields:
- 1st Half Due
- 2nd Half Due
- Total Due
- Pay 1st Half
- Pay Full Amount
- Print Receipt
- Copies
- Summary Receipt
- Detail Receipt
- Scan Checks
- Validate Check
- If you selected the
Overpayment Credit
payment code, in the Payment Distribution dialog box, specify the property or properties that should receive the credit and then click OK:Note If you need to select a property that is not listed, click Add to add the property to the list.
- In the Payment section, review and use the following options as required:
- To review in detail an item in the Payments section, select the line item and click Details.
- To delete an item from the Payments section, select the line item and click Delete.
- Total Items – The total number of items in the Payments section.
- Amount Paid – The total amount paid, as listed for all the items in the Payments section.
- Enter additional payments to the batch by entering additional data in the above sections.
- Click Post to post all the payment amounts entered.
11.Posting Payments for Tax Statements
Purpose
Use this procedure to post payments for tax statements.
Note If you do not need to apply multiple tenders, you can use the Quick Post procedure.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Receipting > Post Payment
Procedure
- In PACS 9.0, choose Activities > Posting > Post Statement.
- Select the ID Type and enter the ID number. Then select the Year and click Search.
- Review the Owner Name and Address and amount due information.
- Either click Pay 1st Half if you wish to post the first half of the payment or Pay Full Amount if you wish to post the payment in full.
- In the Payment Information section of the Post Payment dialog box, complete the following options as required.
- Change Batch
- Drawer
- Paid Under Protest
- Paid By
- Change
- Amount Due
- Payment Code
- In the Amount Paid section, enter information about the tenders, one per row, used to make the payment.
- To add a tender, click Add.
- To delete a tender, select it and click Delete.
- To edit a tender, double-click it and complete the following fields as required:
- Tender Type
- Amount Tendered
- Ref. Number
- Desc. (Date, Name, etc.)
- DL Number
- DL State
- In the Amount Paid section, complete the following fields as required:
- Credit Card
- Type
- Last 4#
- Auth. Code
- CCCC
- Swipe
- Total Paid
- Balance Due
- Change Due
- In the Options section, select the following options as required:
- Print Receipt
- Copies
- Validate Checks
- Print Statement
- Click Post to post the payment.
- If you selected the
Overpayment Credit
payment code, in the Payment Distribution dialog box, specify the property or properties that should receive the credit and then click OK:Note If you need to select a property that is not listed, click Add to add the property to the list.
- If a slip printer is configured for your workstation, after any receipts have been printed, in the Validation dialog box, use the following options as required:
- Validate & Advance – Sends the validation line to the slip printer and advances the selection to the next row.
- Validate – Sends the validation line to the slip printer.
Skip – Advances the selection to the next row.
12.Printing Receipts
Purpose
Use this procedure to print a payment receipt.
Prerequisite
- The default Payment Receipt Report type is set in the System Configuration (from PACS.ADMIN, select Tools > System Configuration > Receipt Type). Set Print Summary Report to True to make the Summary Receipt the default option.
Procedure
- In PACS 9.0, open the Payment History panel of the property record.
- Select a payment and click Print Property Receipt.
- In the Payment Receipt Report Dialog, choose the Report Settings to print a Duplicate copy, and to print either a Summary Receipt or Detail Receipt.
Note The reports contain the same data in different formats.
- Choose the output settings.
- Click Print or Preview.
Tip If you have problems printing on the slip printer, verify that your printer’s Epson OPOS software package is appropriate for 64bit machines or 32bit machines, depending on your particular computer’s architecture.
13.Managing Posted Payments
Purpose
Use this procedure to:
- Find and view payments that have been previously made.
- Browse the payment details in multiple views.
- Reprint a receipt.
- Validate a slip.
Procedure
- In PACS 9.0, open a property. Then open the Payment History panel.
- On the Payment View and Transaction View tabs, review the following information as required:
- A list of all payments for the property.
- To examine a payment in detail, select the payment or refund and click Details.
- The Total Paid field.
- The Total Selected field.
- The Total Refunded field.
- Use the following options as required:
- Void Payment (Foir more information, see Voiding Payments.)
- Reprint Receipt
- Validate Slip
Note If you choose Validate Slip, use the following options as required in the Validation dialog box:
- Validate & Advance – Sends the validation line to the slip printer and advances the selection to the next row.
- Validate – Sends the validation line to the slip printer.
- Skip – Advances the selection to the next row.
14.Changing the Posting Date
Purpose
Use this procedure to change the posting date for any payments and transactions that you enter after completing this procedure.
Caution Changing the posting date alters the penalty and interest.
Prerequisites
In order to perform this procedure, the following user right is required:
- Receipting > Change Posting Date
Procedure
- In PACS 9.0, choose Activities > Daily Process > Change Posting Date.
- In the Change Posting Date dialog box, select the new effective posting date.
- Click OK.
15.Voiding Payments
Purpose
Use this procedure to void all or part of a payment.
Note Partial voids may be useful if, for example, you have processed a mortgage file and discovered a payment was applied to a property in error. Instead of voiding the whole payment–which could impact hundreds of properties–you can void just the one payment.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Receipting > Void Payments
Procedure
- Do one of the following:
- Open the property and select the Payment History panel. Click the Payment View tab and double-click the line item for the payment to be voided. Then, in the General panel of the Payment ID window, at the bottom right of the panel, click Void Payment.
- From the Payment Distribution panel of a payment record, select one or more transactions to be voided. Then click Void Selected.
- Open the property and select the Payment History panel. Click the Payment View tab and double-click the line item for the payment to be voided. Then, in the General panel of the Payment ID window, at the bottom right of the panel, click Void Payment.
- In the Void Details or Void Transactions dialog box, specify the batch and enter the reason for voiding the payment.
- If you are voiding a REET payment and need to remove the excise number from the REET record, select Remove Excise Numbers from REET.
- Click OK.
16.Closing or Reopening Days
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.
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
- In PACS 9.0, choose Activities > Daily Process > Close/Reopen Day.
- In the Close/Reopen Daily Collections dialog box, select a day and do one of the following:
Tip To select more than one day, you 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.
- Click Close.
17.Closing or Reopening Months
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
- If the distributions should not be verified for the month during close processing, and if the Verify Export button should not be displayed in the Distributions dialog box (Activities > Accounting > Distributions), set the Require Exported Distribution Verification setting to
False
in PACS.ADMIN (Tools > System Configuration > Financial Management System category >GL Accounting System node).
Procedure
- In PACS 9.0, choose Activities > Accounting > Close/Reopen Month.
- In the Month Processing dialog box, select the year in which the month needs to be closed or reopened.
- 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.
- Click Close once complete.
18.Exporting a List of Paid Properties
Purpose
Use this procedure to generate and export a list of paid properties.
Properties can be either those that are fully paid or those for which the first half payment has been fully paid.
The list of paid properties can be used for exception processing,for an export of data to the Remittance Processor, or to any other agency that might request paid property IDs.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Export > External Payment Processing
Procedure
- In PACS 9.0, select Export > Export Paid.
- In the Export Paid Properties dialog box, select one of the following:
- Export properties with all statements paid in full.
- Export properties with all first half amounts paid in full.
- Click Export.
- In the Browse Export Folders dialog box, complete the following:
- Path
- File
Result
You do not have to wait for the application to finish generating the list.
As soon as the export process starts, an item is displayed in your PACS inbox. You can click this item to see the progress of the export. When the export process finishes, you can save the export file or view it from the inbox.
A pop-up message will tell you that the export was saved, or that an error occurred.
19.Reports
19.1.Generating a Fiscal Balance Payment Report
Purpose
Use this procedure to generate a report that shows the balance payments for a single day specified by the user.
Procedure
- In PACS 9.0, select Reports > Monthly > Fiscal Balance Report.
- In the Fiscal Balance Report Dialog box, in the Criteria section, select the date for the report from the Report Date field drop-down list.
- To set the output settings, do the following 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.
- Click Preview to preview the report. Click Post to generate the report.
19.2.Generating a Receivable Summary Report
Purpose
Use this report to generate a list of all receipts and supplements for specified levies or special assessment agencies, by tax year.
Procedure
- In PACS 9.0, select Reports > Monthly > Receivable Summary Report.
- In the Receivable Summary Report Dialog box, complete the following options as required in the Report Settings section:
- Select a date for the report from the Date field drop-down list.
- Select one of the following:
- To generate the report for the specified levies, select Use Property Taxes and select the levy codes.
- To generate the report for the specified assessment agencies. click Use Special Assessment Agency Selection.
- To set the output settings, do the following 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.
- Click Preview to preview the report. Click Post to generate the report.
19.3.Generating a Variance Report
Purpose
Use this report to generate a list of all transactions that were posted with variances, during the specified time period.
Variance refers to an amount submitted for a payment that is either slightly under or slightly over the amount that is due. It’s not worth the cost of postage and processing for your office to bill the taxpayer again or to send out a refund. Instead, the difference between the amount submitted for payment and the amount that is due is saved for the following tax year.
Prerequisites
The acceptable range for the variance has already been defined in PACS.ADMIN (Tools > Set System Wide Variance).
Procedure
- In PACS 9.0, select Reports > Daily > Variance Report.
- In the Variance Report Dialog box, complete the following options as required in the Report Settings section:
- To limit the report to a date range in which the transactions with variances were posted, select a date range in the Begin Date and End Date drop-down lists.
Note If you select a start date and leave the end date blank, the end date will be set to the current system date.
- To set the order for listing the transactions in the report, select a value from the Order By drop-down list.
- To limit the report to a date range in which the transactions with variances were posted, select a date range in the Begin Date and End Date drop-down lists.
- To set the output settings, do the following 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.
- Click Preview to preview the report. Click Post to generate the report.
19.4.Generating a Payments Paid Under Protest Report
Purpose
Use this report to generate a list of properties for which payment was made under protest, during the specified time period.
Procedure
- In PACS 9.0, select Reports > Monthly > Paid Under Protest Report.
- In the Paid Under Protest Report Dialog box, in the Date Range Criteria section, select one of the following:
- Date Range
Note If you select a start date and leave the end date blank, the end date will be set to the current system date.
- Tax Year
- Date Range
- To refine the criteria for the report, set one or more of the following in the Optional Criteria section:
- To generate a report for a single property, enter the property’s ID in the Property ID field.
- To generate a report for a single owner, enter the owner’s name in the Owner Name field.
- To set the output settings, do the following 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.
- Click Preview to preview the report. Click Post to generate the report.