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

  1. 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:

    http://www.microsoft.com/downloads/en/details.aspx?displaylang=en&FamilyID=eaae202a-0fcc-406a-8fde-35713d7841ca

  2. 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.

    POS Printer install, 01

  3. 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=

  4. 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.

    POS Printer install, 02

  5. 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.
  6. 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.

    POS Printer install 04

    POS Printer install 05

  7. Click Save. Then click File > Exit.
  8. Next, from your desktop, select Start > All Programs > Epson OPOS for .NET > CheckHealth Utility. Select the POSPrinter and click Check Health.

    POS Printer install 07

  9. 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.

    POS Printer install 08

Next Steps

Proceed to Configuring Workstation Devices.

Note If you have difficulty installing the POS printer, contact Client Services.

Last updated on June 11, 2021

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

  1. In PACS.ADMIN, choose Tools > Configure Workstation.
  2. To add a new workstation configuration, click Add.

    Payment Processing, Config Workstation, 9033x

  3. In the Workstation Configuration dialog box, click Browse to specify the PC for which to configure a device.
  4. To set up a cash drawer, complete the options in the Cash Drawer section.
  5. Complete the Additional Options section as required.
    • Bar Code Reader Installed
    • Default Tab

      The panel that is expanded when a property record is opened (either the Summary panel or the Taxes Due panel).

  6. 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.

    receipt printer

  7. If you selected Use Receipt Printer, then select the device to be used in the Device Name field.
  8. 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 #

      When selected, the REET excise number is printed in the bar code format when slips are validated.

    • Exclude Tax Statement

      Excludes tax statements from slip validation.

  9. 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.
  10. 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.

  11. 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.
  12. Click Printers to select a printer for the workstation.
  13. 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.

Last updated on June 11, 2021

3.Setting Default Tender to Amount Due #

Purpose

Use this procedure to default the Amount Tendered to the Amount Due.

Procedure

  1. In PACS.ADMIN, choose Tools > System Configuration > Post Payment.
  2. Set Default Amount Tendered to Amount Due to True to enable this setting.
  3. Click Apply to save the setting.
Last updated on January 8, 2019

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

  1. In PACS 9.0, open a property and expand the Tax Due panel.
  2. In the Tax Due section of the Tax Due panel, complete the following options as required and review the data.

    Tax Due panel, Tax Due section

    1. Select either a specific tax year or all tax years, using the drop-down list in the Year field.
    2. 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.
    3. To exclude paid bills from consideration, select Exclude Paid Bills.
    4. Review the following values:
      • Mortgage Code

        The mortgage code of the property.

      • Escrow Balance

        The escrow balance for the property.

      • Overpayment Credit

        The overpayment credit for the property, which is applied to existing amounts due. When applicable, remaining monies are refunded.

      • Total Due

        The total taxes, special assessments, and fees that are on the property.

      • Selected Total

        The total of the tax that has been selected.

        Note The Total Due and Selected Total fields are located at the bottom of the Tax Due panel.

  3. 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 Expand icon 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.
  4. 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.
  5. To review the status of fees and bills, select the Payout tab.
Last updated on June 11, 2021

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

  1. 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.
  2. In the Select Batch dialog box, click Add.
  3. Complete or review the following fields as required:

    Mass Apply Escrow, Create New Batch

    • Description

      A brief description of the new batch.

    • Comment

      A lengthy description of the new batch.

  4. To reprint tax receipts for payments in the batch, click Reprint Tax Receipts.
  5. Click OK.

Procedure – Closing a Batch

  1. Choose Activities > Daily Process > Enter Payment Batch.
  2. In the Select Batch dialog box, select a batch.
  3. Complete or review the following fields as required:
    • Comment

      A lengthy description of the new batch.

    • Created Date

      The date that the batch was created.

    • Balance Date

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

    • Deposit Date

      The date the payments were deposited to the bank.

  4. 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.

Last updated on June 11, 2021

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

  1. In PACS 9.0, select Activities > Daily Process > Cash Drawers.

    Cash Drawers Dialog Box

  2. In the Cash Drawers dialog box, to add a new cash drawer, click Add. Add
  3. In the Cash Drawer Setup dialog box, complete or review the following fields as required, and then click OK:

    Cash Drawer Setup Dialog Box

    • Cash Drawer ID

      The ID of the new cash drawer.

    • Description

      A brief description of the new cash drawer.

    • PACS User

      The PACS user who created this cash drawer.

    • Drawer Total

      The initial amount of money in the new cash drawer.

    • Created By

      The ID of the person who created this cash drawer.

    • Created Date

      Today’s date.

  4. In the Cash Drawers dialog box, select the cash drawer you just created and click Details. Then, in the Coin section, do the following:

    Cash Drawer, Coin section

    1. In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
    2. In the Value fields, review the value based on the number of coins you entered for each type of coin.
    3. Coin Total. The total value for all coins in the cash drawer.
  5. In the Currency section, do the following:

    Cash Drawer Edit dialog box, Currency section

    1. In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
    2. In the Value fields, review the value based on the number of bills you entered for each type of bill.
    3. In the Currency Total field, review the total value for all bills in the cash drawer.
  6. In the Totals section, review the following:

    Cash Drawer Edit dialog box, Totals section

    • Assigned Cash Amount

      The amount of cash that the cash drawer has been assigned to contain.

    • Actual Cash Amount

      The amount of cash that the cash drawer actually contains, according to the breakdown of coins and currency.

    • Difference

      The Assigned Cash Amount minus the Actual Cash Amount.

  7. In the Comment field, enter any comments.
  8. 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

  1. To balance a cash drawer, in the Cash Drawers dialog box, select the cash drawer to be balanced, and click Balance.

    Cash Drawer Edit dialog box, Balance

  2. In the End of Day Balancing – Cash Drawer dialog box, use the following buttons as required:

    End of Day Balancing - Cash Drawer dialog box, Cash Drawer section

    • 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
  3. In the Coin section, do the following:

    Cash Drawer, Coin section

    1. In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
    2. In the Value fields, review the value based on the number of coins you entered for each type of coin.
    3. Review the total value for all coins in the cash drawer in the Coin Total field.
  4. In the Currency section, do the following:

    Cash Drawer Edit dialog box, Currency section

    1. In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
    2. In the Value fields, review the value based on the number of bills you entered for each type of bill.
    3. 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.
    4. Review the total value for all bills in the cash drawer in the Currency Total field.
  5. In the Drawer Totals section, review or complete the following fields as required:

    End of Day Balancing - Cash Drawer dialog box, Drawer Totals section

    • Total Cash in Drawer

      The total amount of cash in the drawer, which is the sum of the Coin Total and Currency Total fields.

    • Less Beginning Cash

      The amount of cash in the drawer at the beginning of the day.

    • Total Cash Received

      The total amount of cash received today, which is the difference of the Total Cash in Drawer and Less Beginning Cash fields.

    • Check Total

      The total of all check payments in the drawer.

    • Money Order Total

      The total of all money order payments in the drawer.

    • EFT Total

      The total of all EFT payments in the drawer.

    • Credit Card Total

      The total of all credit card payments in the drawer.

    • Internal
    • Drawer Total

      The total amount of payments in the drawer, which is the sum of the Total Cash Received, Check Total, Money Order Total, EFT Total, Credit Card Total, and Internal fields.

  6. In the Receipt Totals section, review the following fields:

    End of Day Balancing - Cash Drawer dialog box, Receipt Totals section

    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

      The amount of cash receipts for this cash drawer, and the out-of-balance value.

    • Checks

      The amount of check receipts for this cash drawer, and the out-of-balance value.

    • Money Order

      The total of all money order payments in the drawer.

    • EFT Total

      The total of EFT receipts for this cash drawer, and the out-of-balance value.

    • Credit Cards

      The credit card receipts for this cash drawer, and the out-of-balance value.

    • Internal
    • Receipt Total

      The total amount of payments in the drawer (the sum of the Cash, Checks, Money Orders, EFT Total, Credit Cards, and Internal fields), and the out-of-balance value.

  7. If the drawer is being exported to a bank, select the bank from the Deposit Bank drop-down list.
  8. 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.

Last updated on June 11, 2021

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

  1. In PACS 9.0, select Activities > Daily Process > Cash Drawers.
  2. 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.

    Payment Processing, Export Cash Drawer, 9033x

  3. In the Export Cash Drawer dialog box, select the Begin Date and End Date. Cash drawers are exported according to their deposit dates.
  4. Click OK.
Last updated on June 11, 2021

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

  1. In PACS 9.0, open a property, and then open the Tax Due panel.
  2. If you need to add a fee, see Adding a Fee.
  3. Select the following options as required:

    payments_tax_due_buttons

    • Pay H1/Next

      Moves any first half due plus penalty and interest to the Payment Cart.

    • Pay Full

      Moves the entire amount due plus penalty and interest to the Payment Cart.

    • 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.

  4. 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.
  5. Review the amounts due at the bottom of the cart.
  6. To post the contents of the Payment Cart, click Post.
  7. In the Payment Information section of the Post Payment dialog box, complete the following options as required.

    Post Payment Dialog Box Payment Info 2

    • Change Batch

      Click this button to create a new batch, select an already existing batch, or change the current batch. The selected batch is displayed in the field to the right of this button.

    • Drawer

      Click this button to create a new cash drawer, select an already existing cash drawer, or change the current cash drawer. The default is the last drawer you selected in the current PACS session.

      The cash drawer selected will be displayed in the field to the right of this button.

    • Paid Under Protest

      Select this option if the payment is being made under protest.

    • Paid By

      The payor. To clear this field and to document who the payment is being received by without creating a new taxpayer or selecting an existing taxpayer, click the X to the right of this field.

    • Change

      Click this button to change the payor; it opens the Account Search Wizard and will allow you to choose an existing taxpayer or create a new taxpayer.

    • Amount Due

      The amount due.

      In the payment cart, this field displays the total amount due from the cart.

    • Payment Code

      Indicates the type of payment.

      • Full – The taxpayer paid exactly the amount that was owed.
      • Partial payment – The taxpayer paid less than the amount that was owed and will have to pay the rest later. The money will be distributed among the bills and fees that can be partially paid.
      • Underpayment – The taxpayer paid an amount less than what was owed, but within the allowed underpayment variance. The taxpayer will not be billed for the difference.
      • Overpayment – The taxpayer paid an amount more than what was owed, but within the allowed overpayment variance. The taxpayer will not be refunded the difference.
      • Overpayment credit – The taxpayer paid more than what was owed outside of the allowed overpayment variance.  An Overpayment Credit will be created that can later be refunded.
  8. In the Amount Paid section, enter information about the tenders, one per row, used to make the payment.

    Post Payment Dialog Box Amount Paid 2

  9. 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

        The tender type, such as Check or Cash.

      • Amount Tendered

        The amount of the tender.

      • Ref. Number

        The reference number of the tender, such as the check number.

      • Desc. (Date, Name, etc.)

        Stores reference information of your choice. This field may be useful, for example, for storing individual payor names when there are multiple payors contributing to a payment.

      • DL Number

        The driver license number.

      • DL State

        The state in which the driver license was issued.

  10. In the Amount Paid section, complete the following fields as required:
    • Credit Card

      The amount of the credit card payment.

    • Type

      The type of the credit card, as selected from the drop-down list in this field.

    • Last 4#

      The last four digits of the credit card.

    • Auth. Code

      The authorization code of the credit card.

    • CCCC

      Credit card convenience charge of 3%, if applicable.

    • Swipe

      The amount in the Credit Card field plus the credit card convenience charge (CCCC). Total amount paid.

    • Total Paid

      The total amount of payments to be posted.

      In the Payment History panel, this field reflects the sum of the amounts in the Amount Paid column.

    • Balance Due

      The balance that will remain due on the bills included in the transaction.

    • Change Due

      Change due to the payor that was paid in excess of the amount due.

  11. In the Options section, select the following options as required:

    Post Payment Dialog Box Options 2

    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

    • Copies

      The number of receipts to print.

    • Validate Checks

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

    • Print Statement

      This option will print a tax statement for the properties and tax years included in the payment transaction. When this box is selected it will enable the As Of Date field to be used to calculate the penalty and interest on the statement.

  12. Click Post to post the payment.
  13. 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.

    payment distribution type dialog

  14. 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.

Last updated on June 11, 2021

9.Miscellaneous Receipting #

With PACS 9.0 miscellaneous receipting features, you can execute debit or credit transactions for miscellaneous receipt payments.

Last updated on January 9, 2019

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

  1. In PACS.ADMIN, choose Tools > Code File Maintenance > Collections > Miscellaneous Receipt Templates.
  2. In the Miscellaneous Receipt Template dialog box, click Add.

    Payment Processing Misc Recpt Template 1

  3. Complete the following fields as required:

    payment misc recpt template 2

    • Code

      Identifies the template.

    • Description

      The template description.

  4. Click Add to create a row in the grid. Select the following:
    • Primary Account

      This account is credited when a miscellaneous receipt using this template is distributed.

    • Description

      Description of the account.

  5. Click Save.
  6. Click Close.

Note You can also use this feature to edit or delete existing templates.

Last updated on June 11, 2021

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

  1. In PACS 9.0, choose Activities > Posting > Misc. Receipt Post Payment.
  2. Complete the following as required:
    • File As Name

      The default is Miscellaneous Receipting. Click Change to search for a different File As name.

    • Paid By
    • Template

      Choose a template from the drop-down list. Any Account Codes associated with the template will appear in the grid.

    • Change Batch

      Click to specify a batch other than the default batch.

    • Drawer

      Click the Drawer button to select from a list.

      payment processing, misc,recpt post payment, 9033x

  3. 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.
  4. Enter or select the payment information in the Amount Paid grid.
  5. In the Options section, complete the following:
    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

      • Copies

        The number of receipts to print.

      • Summary Receipt
      • Detail Receipt
    • Scan Checks

      Your workstation is properly configured to accommodate a check scanner. See Configuring Workstation Devices for more information.

    • Validate Checks

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

  6. Click Post.
Last updated on June 11, 2021

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

  1. In PACS 9.0, select Activities > Posting > Quick Post: Single Payment.
  2. In the top section of the Quick Post: Single Payment dialog box, complete the following options as required:

    Quick

    • ID Type

      The ID type to search by.

    • ID

      The ID of the statement, property, or taxpayer.

    • Year

      Enter the year to search in.

  3. 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.

  4. In the Statements section, review the amounts in one or more of the following fields:
    • 1st Half Due

      The amount due for the 1st half year.

      For quick posting, if there are bills eligible for half pays, and the first half has not been paid, the base amount along with any interest and penalty calculated on the full amount due as of the posting date will show in this field. If the first half has been paid or if the bills are not eligible for half pays, the field displays 0.00.

    • 2nd Half Due

      The amount due for the second half of the year.

      If there are bills eligible for half pays and the first half has been paid, this field displays the base amount, interest and penalty for all bills due as of the posting date. If the 1st half has not been paid, then this field displays the base amount only (without penalty or interest) for the second half bills only.

    • Total Due

      The full amount due as of the posting date.

  5. Then, choose one of the following options to display payment amounts in the payment grid:

    quick_post_single_payment_add_item

    • 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.
  6. Review the payment information displayed in the grid.

    Payment Processing, Quick Post Single Payment grid, 9032x

  7. In the Payment section, review and use the following options as required:

    Payment Processing, Quick Post Single Payment, Payment section, 9032x

    • Change Batch

      Click this button to create a new batch, select an already existing batch, or change the current batch. The selected batch is displayed in the field to the right of this button.

    • Drawer

      Click this button to create a new cash drawer, select an already existing cash drawer, or change the current cash drawer. The default is the last drawer you selected in the current PACS session.

      The cash drawer selected will be displayed in the field to the right of this button.

    • Paid By

      The name of the person making the payment is displayed in this field.

      To specify a different payor, either click the X to the right of this field and enter the new information, or select the Paid By option, which will open the Account Search Wizard so that you can search for a payor.

    • Check Amt
      • Ref Num
    • MO Amt
      • Ref Num
    • Cash Amt
    • Payment Code

      Indicates the type of payment.

      • Full – The taxpayer paid exactly the amount that was owed.
      • Partial payment – The taxpayer paid less than the amount that was owed and will have to pay the rest later. The money will be distributed among the bills and fees that can be partially paid.
      • Underpayment – The taxpayer paid an amount less than what was owed, but within the allowed underpayment variance. The taxpayer will not be billed for the difference.
      • Overpayment – The taxpayer paid an amount more than what was owed, but within the allowed overpayment variance. The taxpayer will not be refunded the difference.
      • Overpayment credit – The taxpayer paid more than what was owed outside of the allowed overpayment variance.  An Overpayment Credit will be created that can later be refunded.
  8. In the Options section, select the following options as required:

    Payment Processing, Quick Post Single, Options dialog, 9032x

    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

      • Copies

        The number of receipts to print.

      • Summary Receipt
      • Detail Receipt
    • Scan Checks

      Your workstation is properly configured to accommodate a check scanner. See Configuring Workstation Devices for more information.

    • Validate Checks

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

    • Print Statement

      This option will print a tax statement for the properties and tax years included in the payment transaction. When this box is selected it will enable the As Of Date field to be used to calculate the penalty and interest on the statement.

  9. Click Post to post the payment.
Last updated on June 11, 2021

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

  1. In PACS 9.0, select Activities > Posting > Quick Post: Single Payment Multi Tender.
  2. In the Search section of the Quick Post: Single Payment dialog box, complete the following options as required:

    Quick

    • ID Type

      The ID type to search by.

    • ID

      The ID of the statement, property, or taxpayer.

    • Year

      Enter the year to search in.

  3. 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.

  4. Choose one of the following options to display payment amounts in the payment box in the lower-left corner:

    quick_post_single_payment_add_item

    • 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.
  5. In the Statements section, review the amounts in one or more of the following fields:
    • 1st Half Due

      The amount due for the 1st half year.

      For quick posting, if there are bills eligible for half pays, and the first half has not been paid, the base amount along with any interest and penalty calculated on the full amount due as of the posting date will show in this field. If the first half has been paid or if the bills are not eligible for half pays, the field displays 0.00.

    • 2nd Half Due

      The amount due for the second half of the year.

      If there are bills eligible for half pays and the first half has been paid, this field displays the base amount, interest and penalty for all bills due as of the posting date. If the 1st half has not been paid, then this field displays the base amount only (without penalty or interest) for the second half bills only.

    • Total Due

      The full amount due as of the posting date.

  6. Review the following information about the payment:

    Quick Post Single Payment Dialog, statement box, revised 29

    • Total Items

      The total number of items in the payment box above this field.

    • Amount Paid

      The total amount paid, as listed for all the items in the payment box.

  7. To add a miscellaneous receipt fee to the payment, click the Add Miscellaneous Receipt Fee button.

    Quick Post Single Payment Dialog, AddMiscFee, revised 29

    Note For more information about adding miscellaneous receipt fees, see Adding Miscellaneous Receipt Fees.

  8. In the Payment section, review and use the following options as required:

    Quick Post Single Payment - Payment Box

    • Change Batch

      Click this button to create a new batch, select an already existing batch, or change the current batch. The selected batch is displayed in the field to the right of this button.

    • Drawer

      Click this button to create a new cash drawer, select an already existing cash drawer, or change the current cash drawer. The default is the last drawer you selected in the current PACS session.

      The cash drawer selected will be displayed in the field to the right of this button.

    • Paid By

      The name of the person making the payment is displayed in this field.

      To specify a different payor, either click the X to the right of this field and enter the new information, or select the Paid By option, which will open the Account Search Wizard so that you can search for a payor.

    • Address
    • Payment Code

      Indicates the type of payment.

      • Full – The taxpayer paid exactly the amount that was owed.
      • Partial payment – The taxpayer paid less than the amount that was owed and will have to pay the rest later. The money will be distributed among the bills and fees that can be partially paid.
      • Underpayment – The taxpayer paid an amount less than what was owed, but within the allowed underpayment variance. The taxpayer will not be billed for the difference.
      • Overpayment – The taxpayer paid an amount more than what was owed, but within the allowed overpayment variance. The taxpayer will not be refunded the difference.
      • Overpayment credit – The taxpayer paid more than what was owed outside of the allowed overpayment variance.  An Overpayment Credit will be created that can later be refunded.
    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

    • Copies

      The number of receipts to print.

    • Validate Check

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

  9. In the Amount Paid section, enter information about the tenders, one per row, used to make the payment.

    Quick Post Single Payment Multi-Tender dialog, Box Amount Paid, 3

  10. 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

        The tender type, such as Check or Cash.

      • Amount Tendered

        The amount of the tender.

      • Ref. Number

        The reference number of the tender, such as the check number.

      • Desc. (Date, Name, etc.)

        Stores reference information of your choice. This field may be useful, for example, for storing individual payor names when there are multiple payors contributing to a payment.

      • DL Number

        The driver license number.

      • DL State

        The state in which the driver license was issued.

  11. In the Amount Paid section, complete the following fields as required:
    • Credit Card

      The amount of the credit card payment.

    • Type

      The type of the credit card, as selected from the drop-down list in this field.

    • Last 4#

      The last four digits of the credit card.

    • Auth. Code

      The authorization code of the credit card.

    • CCCC

      Credit card convenience charge of 3%, if applicable.

    • Swipe

      The amount in the Credit Card field plus the credit card convenience charge (CCCC). Total amount paid.

    • Total Paid

      The total amount of payments to be posted.

      In the Payment History panel, this field reflects the sum of the amounts in the Amount Paid column.

    • Balance Due

      The balance that will remain due on the bills included in the transaction.

    • Change Due

      Change due to the payor that was paid in excess of the amount due.

  12. In the Options section, select the following options as required:

    Payment Processing, Quick Post Single Payment Multi-Tender, Options, 9033x

    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

      • Copies

        The number of receipts to print.

      • Summary Receipt
      • Detail Receipt
    • Scan Checks

      Your workstation is properly configured to accommodate a check scanner. See Configuring Workstation Devices for more information.

    • Validate Checks

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

    • Print Statement

      This option will print a tax statement for the properties and tax years included in the payment transaction. When this box is selected it will enable the As Of Date field to be used to calculate the penalty and interest on the statement.

  13. Click Post to post the payment.
  14. 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.

    payment distribution type dialog

Last updated on June 11, 2021

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

  1. In PACS 9.0 select Activities > Posting > Quick Post: Multiple Payments.
  2. In the Search section of the Quick Post: Multiple Payment Dialog box, complete the following options as required:

    Quick Post: Multiple Payment dialog box, Search section

    • ID Type

      The ID type to search by.

    • ID

      The ID of the statement, property, or taxpayer.

    • Year

      Enter the year to search in.

  3. 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.

  4. In the Details section, complete the following options as required:

    quick post multiple payments, 9033x a

    • HideCheck Amt

      If the payment is by check, enter the amount of the check.

    • Ref Num

      If the payment is by check, enter the check number.

      When processing multiple payments, if you do not need to enter the check number, clear the check box to the right of the Ref Num field to disable the field.

    • MO Amt

      If the payment is by money order, enter the amount of the money order.

    • Ref Num

      If the payment is by money order, enter the money order number.

      When processing multiple payments, if you do not need to enter the money order number, clear the check box to the right of the Ref Num field to disable the field.

    • Cash Amt

      If the payment is by cash, enter the amount of cash paid.

    • Amt Paid

      If the payment is by cash, the amount of cash entered in the Cash Amt field.

    • Set Amount Paid to Amount Due

      When this option is selected and you click one of the pay buttons, the system automatically makes a full payment of the correct amount as a check with no reference number.

    • Payment Code

      Indicates the type of payment.

      • Full – The taxpayer paid exactly the amount that was owed.
      • Partial payment – The taxpayer paid less than the amount that was owed and will have to pay the rest later. The money will be distributed among the bills and fees that can be partially paid.
      • Underpayment – The taxpayer paid an amount less than what was owed, but within the allowed underpayment variance. The taxpayer will not be billed for the difference.
      • Overpayment – The taxpayer paid an amount more than what was owed, but within the allowed overpayment variance. The taxpayer will not be refunded the difference.
      • Overpayment credit – The taxpayer paid more than what was owed outside of the allowed overpayment variance.  An Overpayment Credit will be created that can later be refunded.
    • Paid By

      The name of the person making the payment is displayed in this field.

      To specify a different payor, either click the X to the right of this field and enter the new information, or select the Paid By option, which will open the Account Search Wizard so that you can search for a payor.

    • Change Batch

      Click this button to create a new batch, select an already existing batch, or change the current batch. The selected batch is displayed in the field to the right of this button.

    • Drawer

      Click this button to create a new cash drawer, select an already existing cash drawer, or change the current cash drawer. The default is the last drawer you selected in the current PACS session.

      The cash drawer selected will be displayed in the field to the right of this button.

  5. Review the amounts amounts in the following fields:
    • 1st Half Due

      The amount due for the 1st half year.

      For quick posting, if there are bills eligible for half pays, and the first half has not been paid, the base amount along with any interest and penalty calculated on the full amount due as of the posting date will show in this field. If the first half has been paid or if the bills are not eligible for half pays, the field displays 0.00.

    • 2nd Half Due

      The amount due for the second half of the year.

      If there are bills eligible for half pays and the first half has been paid, this field displays the base amount, interest and penalty for all bills due as of the posting date. If the 1st half has not been paid, then this field displays the base amount only (without penalty or interest) for the second half bills only.

    • Total Due

      The full amount due as of the posting date.

    • Pay 1st Half

      When this button is selected, only the amount shown in 1st Half Due is paid.

    • Pay Full Amount

      Click this button to pay the full amount, as shown in Total Due.

    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

    • Copies

      The number of receipts to print.

      • Summary Receipt
      • Detail Receipt
    • Scan Checks

      Your workstation is properly configured to accommodate a check scanner. See Configuring Workstation Devices for more information.

    • Validate Check

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

  6. 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.

    payment distribution type dialog

  7. In the Payment section, review and use the following options as required:

    Quick Post: Multiple Payment dialog box, Payments section

    • 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.
  8. Enter additional payments to the batch by entering additional data in the above sections.
  9. Click Post to post all the payment amounts entered.
Last updated on June 11, 2021

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

  1. In PACS 9.0, choose Activities > Posting > Post Statement.

    post payment 01

  2. Select the ID Type and enter the ID number. Then select the Year and click Search.
  3. Review the Owner Name and Address and amount due information.
  4. 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.
  5. In the Payment Information section of the Post Payment dialog box, complete the following options as required.

    Post Payment Dialog Box Payment Info 2

    • Change Batch

      Click this button to create a new batch, select an already existing batch, or change the current batch. The selected batch is displayed in the field to the right of this button.

    • Drawer

      Click this button to create a new cash drawer, select an already existing cash drawer, or change the current cash drawer. The default is the last drawer you selected in the current PACS session.

      The cash drawer selected will be displayed in the field to the right of this button.

    • Paid Under Protest

      Select this option if the payment is being made under protest.

    • Paid By

      The payor. To clear this field and to document who the payment is being received by without creating a new taxpayer or selecting an existing taxpayer, click the X to the right of this field.

    • Change

      Click this button to change the payor; it opens the Account Search Wizard and will allow you to choose an existing taxpayer or create a new taxpayer.

    • Amount Due

      The amount due.

      In the payment cart, this field displays the total amount due from the cart.

    • Payment Code

      Indicates the type of payment.

      • Full – The taxpayer paid exactly the amount that was owed.
      • Partial payment – The taxpayer paid less than the amount that was owed and will have to pay the rest later. The money will be distributed among the bills and fees that can be partially paid.
      • Underpayment – The taxpayer paid an amount less than what was owed, but within the allowed underpayment variance. The taxpayer will not be billed for the difference.
      • Overpayment – The taxpayer paid an amount more than what was owed, but within the allowed overpayment variance. The taxpayer will not be refunded the difference.
      • Overpayment credit – The taxpayer paid more than what was owed outside of the allowed overpayment variance.  An Overpayment Credit will be created that can later be refunded.
  6. In the Amount Paid section, enter information about the tenders, one per row, used to make the payment.

    Post Payment Dialog Box Amount Paid 2

  7. 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

        The tender type, such as Check or Cash.

      • Amount Tendered

        The amount of the tender.

      • Ref. Number

        The reference number of the tender, such as the check number.

      • Desc. (Date, Name, etc.)

        Stores reference information of your choice. This field may be useful, for example, for storing individual payor names when there are multiple payors contributing to a payment.

      • DL Number

        The driver license number.

      • DL State

        The state in which the driver license was issued.

  8. In the Amount Paid section, complete the following fields as required:
    • Credit Card

      The amount of the credit card payment.

    • Type

      The type of the credit card, as selected from the drop-down list in this field.

    • Last 4#

      The last four digits of the credit card.

    • Auth. Code

      The authorization code of the credit card.

    • CCCC

      Credit card convenience charge of 3%, if applicable.

    • Swipe

      The amount in the Credit Card field plus the credit card convenience charge (CCCC). Total amount paid.

    • Total Paid

      The total amount of payments to be posted.

      In the Payment History panel, this field reflects the sum of the amounts in the Amount Paid column.

    • Balance Due

      The balance that will remain due on the bills included in the transaction.

    • Change Due

      Change due to the payor that was paid in excess of the amount due.

  9. In the Options section, select the following options as required:

    Post Payment Dialog Box Options 2

    • Print Receipt

      If the application is configured to use a receipt printer, a receipt printer is used to print a receipt.

      Receipt printers are configured in the Workstation Configuration dialog box in PACS.ADMIN (Tools > Configure Workstation).

    • Copies

      The number of receipts to print.

    • Validate Checks

      Select this option to validate the checks with a check validator attached to your workstation.

      For information about configuring this option, see Configuring Workstation Devices.

    • Print Statement

      This option will print a tax statement for the properties and tax years included in the payment transaction. When this box is selected it will enable the As Of Date field to be used to calculate the penalty and interest on the statement.

  10. Click Post to post the payment.
  11. 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.

    payment distribution type dialog

  12. 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.

Last updated on June 11, 2021

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.

    receipt_type_system_config

Procedure

  1. In PACS 9.0, open the Payment History panel of the property record.
  2. Select a payment and click Print Property Receipt.
  3. 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.

    payment_receipt_report_01

  4. Choose the output settings.
  5. 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.

Last updated on June 11, 2021

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

  1. In PACS 9.0, open a property. Then open the Payment History panel.
  2. 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.
  3. 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.
Last updated on January 9, 2019

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

  1. In PACS 9.0, choose Activities > Daily Process > Change Posting Date.
  2. In the Change Posting Date dialog box, select the new effective posting date.
  3. Click OK.
Last updated on January 9, 2019

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

  1. 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.

      payment_void

    • From the Payment Distribution panel of a payment record, select one or more transactions to be voided. Then click Void Selected.

  2. In the Void Details or Void Transactions dialog box, specify the batch and enter the reason for voiding the payment.
  3. If you are voiding a REET payment and need to remove the excise number from the REET record, select Remove Excise Numbers from REET.
  4. Click OK.
Last updated on June 11, 2021

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

  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, you click and drag the cursor across the days to be closed.

    day_close_reopen

    • Click Close Day to close the day.
    • Click Reopen Day to reopen the day.
  3. Click Close.
Last updated on June 11, 2021

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).

    export verify config

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.
Last updated on June 11, 2021

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

  1. In PACS 9.0, select Export > Export Paid.
  2. 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.
  3. Click Export.
  4. In the Browse Export Folders dialog box, complete the following:
    • Path

      The path under which the export will be saved.

    • File

      File name of exported list.

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.

Last updated on January 9, 2019

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

  1. In PACS 9.0, select Reports > Monthly > Fiscal Balance Report.
  2. 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.
  3. 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.
  4. Click Preview to preview the report. Click Post to generate the report.
Last updated on January 9, 2019

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

  1. In PACS 9.0, select Reports > Monthly > Receivable Summary Report.
  2. 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.
  3. 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.
  4. Click Preview to preview the report. Click Post to generate the report.
Last updated on January 9, 2019

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

  1. In PACS 9.0, select Reports > Daily > Variance Report.
  2. 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.
  3. 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.
  4. Click Preview to preview the report. Click Post to generate the report.
Last updated on January 9, 2019

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

  1. In PACS 9.0, select Reports > Monthly > Paid Under Protest Report.
  2. In the Paid Under Protest Report Dialog box, in the Date Range Criteria section, select one of the following:
    • Date Range

      In the Start Date and End Date drop-down lists, select a range of dates for which to generate the report.

      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

      Generate the report for the current tax year.

  3. 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.
  4. 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.
  5. Click Preview to preview the report. Click Post to generate the report.
Last updated on January 9, 2019
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