1.Setting Up Statement Configuration
Purpose
Use this procedure to specify the information to be included on property statements and taxpayer statements.
Note The paper size on which statements print is not configurable. When printing tax statements, formatting is as follows:
– Property, Single payment coupon (Single Coupon selected in ADMIN): Letter-sized paper only
– Property, Multi payment coupons (single property w/ multiple owners, whether or not special assessments and fees are included: Multiple Coupons selected in ADMIN): Legal-sized paper
– Property, Coupon only (Single or Multiple Coupons selected in ADMIN): Letter-sized paper only
– Taxpayer, All statements: Legal-sized paper only
Important
Prerequisites
- In order to perform this procedure, the following user right is required:
- Tax Statement > Statement Configuration
Procedure
- In PACS.ADMIN, choose Tools > Statement Configuration.
- Complete the following options:
- Please Select a Year
- Select Default Property Statement
- In the Property Options section, specify the settings for property statements:
- Print Levy Rates
- Print Taxable Value per levy
- Print Property Taxes Paid in Previous Year
- Use Effective Date
- Select Items to Print on Back
Include Detailed Levy Data for Current Year
- Print Address Change template on back of payment coupons
- In the Taxpayer Options section, do the following:
- Specify the settings for taxpayer statements:
- Select Items to Print on Back
- Print Address Change template on back of payment coupons
- In the Taxpayer Statement Message pane, type the message to be included in the message box on the tax statement.
Note You can enter up to 525 characters.
- Specify the settings for taxpayer statements:
- Click OK.
2.Creating Tax Statement Groups
Purpose
Use this procedure to create statement groups that are for the new year’s property taxes and/or special assessments. With this procedure, taxing jurisdictions are grouped together based on which taxing units will be sent out on a statement together.
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Tax Statement > Create Tax Statements
- Tax Statement > Print Statement Run
- Tax Statement > Tax Statement Group
Procedure
- In PACS 9.0, choose Activities > Levy > Tax Statements > Tax Statement Group.
- In the Levy Tax Statement Groups dialog box, click Create.
- In the Tax Statement Group Maintenance dialog box, in the Description field, enter a description for the tax statement group.
- In the Options section, complete the following options as required:
- Include Property Taxes for all Tax Code Areas
- Include Assessments to Appear on Statements
- To add a new row for assessment data, click Create.
- Complete the following options as required:
- Assessment Code
- Description
- Type
- Combine Assessment/Fees on Statement
- Separate Assessment/Fees on Statement
Note The Combine Assessment/Fees and Separate Assessment/Fees options are global settings and are applied throughout the system.
- Click OK.
- Close out the statements group.
3.Creating Tax Statements
Purpose
Use this process to create a new tax statement that displays the most current information on the property as of the last supplement with a Bills Created status.
Note Tax Statement formats are as follows:
– Property, Single payment coupon (Single Coupon selected in ADMIN): Letter-sized paper only
– Property, Multi payment coupons (single property w/ multiple owners, whether or not special assessments and fees are included: Multiple Coupons selected in ADMIN): Legal-sized paper (This statement fits Master’s Touch #10 Custom envelopes. Address info does not fully display in Standard #10 envelopes)
– Property, Coupon only (Single or Multiple Coupons selected in ADMIN): Letter-sized paper only
– Taxpayer, All statements: Legal-sized paper only
Prerequisites
- In order to perform this procedure, the following user right is required:
- Tax Statement > Create Tax Statement
Procedure
- In PACS 9.0, open the property record for which you need to create a new tax statement.
- Choose Commands > Create New Tax Statement.
- In the Tax Statement Group Selection grid of the Create New Tax Statement dialog box, select the tax statement group.
- In the Statement Options section, select the Effective Date.
- To print the payment coupon, select Print Payment Coupon Only.
- Then choose the Statement Account Type option and the first half or second half payment options as required.
- To generate an event on the property associated with this printing, select Generate Event.
- To set the output settings, complete the following fields in the Output Settings section:
- In the Filename field, enter the statement file name.
- In the Description field, enter a statement description.
- Choose one of the following options:
- Click Print to print the statement directly to the default printer without having to preview the statement or generate an inbox item.
- Click Preview to preview the statement
- Click Post to generate the statement.
4.Individual Taxpayer Statements
4.1.Generating an Individual Taxpayer Statement
Purpose
Use this procedure to generate a tax statement directly from a property record.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Tax Statement > Print Individual Taxpayer Statement
- The tax statement group has been set up.
- The tax statement configuration has been set up.
Procedure
- In PACS 9.0, do one of the following:
- Open a property record and choose Commands > Create New Tax Statement.
- Open a taxpayer record and choose Commands > Print Taxpayer Statement.
- In the Create New Tax Statement dialog box, select the statement group.
- Complete the following options as required:
- Effective Date
- Print Payment Coupon Only
- Generate statement only for the owner
- Select one of the following options:
- Generate Statements for First Half Payment
- Generate Statements for Second Half Payment
- If the statement should be printed as part of a template, which is a collection of letters and/or forms that can be printed as a group, select Print Template and choose the template.
- In the Output Settings section, do the following:
- In the Format drop-down list, select the report output format.
- In the Filename field, enter the report file name.
- In the Description field, enter a report description.
- Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.
Note Previewing a statement does not generate copy in the Inbox.
5.Corrected Tax Statements
5.1.Generating Corrected Tax Statement Runs
Purpose
Use this procedure when there are ownership changes and you need to:
- Generate corrected tax statement run within a specific date range.
- Select specific properties for a designated corrected statement run.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Tax Statement > Corrected Tax Statement
- The tax statement configuration has been set up.
- If prior values were suppressed on notices and they also need to be suppressed on the statements, set the Suppress Prior Values on Tax Statement that were Suppressed on Appraisal Notice to
True
(Tools > System Configuration > System category > Tax Statement Configuration node).When set to
True
, this configuration is applied to statements for properties that have the Do Not Print Prior Year Values on Appraisal Notices check box selected in the Property Codes panel:- If a message needs to be printed on tax statements regarding the suppression of prior year values, the Suppress Prior Year Values attribute must be selected and a message entered in the Tax Statement Message code file Tools > Code File Maintenance > General > Tax Statement Messages). This attribute can be selected only for one tax statement message code.
- Messages that need to print on the tax statements have been entered and enabled as required in the Tax Statement Messages code file (Tools > Code File Maintenance > General > Tax Statement Messages).
- If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.
The supplement reason to be used will be the reason for the most recent supplement group with outstanding bills, and the supplement group used will not be later than the year of the tax statement.
Note The Supplement Reason attribute can be selected for only one tax statement message code.
- If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.
Procedure
- In PACS 9.0, choose Activities > Generate Corrected Tax Statement(s).
- In the Generate Statement window, click Add
to add a new corrected statement.
- In the Statements for Properties with Ownership Changes dialog box, select the Begin Date, End Date, and Statement Group, and choose from the following check boxes as required:
- Include Properties with Ownership Changes
- Include Properties with Address Changes
- Include Properties with a 0 balance
- If Paid By
- Select an option to generate statements either for first half payments or second half payments.
- To prevent a system event for corrected statements from generating on the property/properties, deselect Generate Event.
- Click Process to receive the list of properties from which to choose.
- In the Property Results window, select the properties for which to generate the new tax statements for the ownership change.
- Click OK to generate the corrected tax statements.
5.2.Printing Corrected Tax Statements
Note The paper size on which statements print is not configurable. When printing tax statements, formatting is as follows:
Property statement: Single Payment Coupon prints letter-sized paper only
Property statement: Coupon only prints letter-sized paper only
Property statement: Multi Payment Coupons for single property with multiple owners prints legal-sized paper whether or not special assessments & fees are included (This statement fits Master’s Touch #10 Custom envelopes. Address info does not fully display in Standard #10 envelopes.)
Taxpayer statement: All statements print legal-sized paper only
Prerequisites
- The corrected statement run has been generated. For more information, see Generating Correcting Tax Statement Runs.
Procedure
- In PACS 9.0, choose Activities > Generate Correct Tax Statement(s).
- In the Generate Statement window, right-click the statement run you need to print and choose Print Statements.
- In the Levy Statement Print History dialog box, review the details of the statement run. Then do one of the following:
- To send an existing print run to its previously selected output option, do the following:
- Click Details.
- Click Next to proceed through the Print Levy Statements Wizard,
- In the last dialog box of the wizard, click Finish to send the run to the previously selected output option.
- To enter criteria for creating a new print run, click Add
to open the Print Levy Statements Wizard, and proceed with the following steps:
- To send an existing print run to its previously selected output option, do the following:
- In the Statement Information section, enter a description.
- Choose one of the following Print By options:
- Property – All properties within the statement group.
- All Mortgage Companies – All the mortgage companies within the statement group.
- Mortgage Company – Only for a specific mortgage company. Select the mortgage company from the drop-down list.
- Agents – Properties with agent assignments.
- Agent – A specific agent. Select the agent from the drop-down list.
- All Taxservers – All tax server coded accounts.
- Taxserver – A specific tax server.
- Undeliverable – Property owners with addresses coded as undeliverable.
- Foreign Address – Property owners with any address other than a U.S. address.
- Choose from the Include on Statements and Exclude on Statements options as required:
- Escrow Balance
- Accounts with Rollback Taxes Due
- Select the agent, mortgage, and tax server printing options.
- Select one of the following print options:
- Agent Statement Copy
- Mortgage Statement Copy
- Print Taxserver Copy
- Select the following agent, mortgage and taxserver printing options as required.
- Print Agent & Taxpayer Copy
- Print Agent Copy Only
- Do not print Agent or Taxpayer Copy
- Print Mortgage & Taxpayer Copy
- Print Mortgage Copy Only
- Do not Print Mortgage or Taxpayer Copy
- Print Taxserver & Taxpayer Copy
- Print Taxserver Copy Only
- Do not print Mortgage or Taxpayer Copy
- Select one of the following print options:
- In the Print Options section, choose from the following:
- Include Undeliverable Address
- Include Foreign Address
- Include Statements with Zero Tax Due
- Include Statements with Zero Tax Due if SNR/DSBL
If selected, statements with total Tax Due equal to zero and having a SNR/DSBL exemption will print.
NOTE: Option to include statements with zero tax due already exists; this is in addition to that option for only properties having SNR/DSBL exemption
- Exclude Statements with Tax Due Less Than ________
Allow numeric value
Allow 2 decimal places
If selected, only statements with total Tax Due greater than or equal to the amount entered will print.
- Beginning Statement ID
- Ending Statement ID
- Sort Option – Select alphabetical, geographical or zip code order.
- In the Advanced Print Options section, if statements should be printed as part of a template, which is a collection of letters and/or forms that can be printed as a group, select Print Template and choose the template.
- Complete the Output options and click Finish.
- Click Close to complete the process.
6.Levy Statements
For complete information about the levy certification process, see Levy Certification.
6.1.Generating the Levy Tax Statements
Purpose
Use this procedure to generate tax statements.
You can create statements with:
- Single payment coupons
- Multiple payment coupons for a single property with multiple owners
- Multiple payment coupons for a taxpayer with multiple properties.
Note The paper size on which statements print is not configurable. When printing tax statements, formatting is as follows:
Property statement: Single Payment Coupon prints letter-sized paper only
Property statement: Coupon only prints letter-sized paper only
Property statement: Multi Payment Coupons for single property with multiple owners prints legal-sized paper whether or not special assessments & fees are included (This statement fits Master’s Touch #10 Custom envelopes. Address info does not fully display in Standard #10 envelopes.)
Taxpayer statement: All statements print legal-sized paper only
Important On printed tax statements for properties with more than seven assessments, information from the Assessments box may continue printing into the Amount Due box, which is displayed immediately below (Activities > Levy > Tax Statements > Create Tax Statements).
Prerequisites
- In order to perform this procedure, one of the following user rights are required:
- Tax Statement > Create Tax Statement
- Tax Statement > Print Statement Run
- The tax statement group has been set up.
- The tax statement configuration has been set up.
- If fees need to be split in half to support half payments, the Allow Half Pay check box must be selected in PACS.ADMIN (Tools > Code File Maintenance > Collections > Fee Type) for the fees involved.
- If prior values were suppressed on notices and they also need to be suppressed on the statements, set the Suppress Prior Values on Tax Statement that were Suppressed on Appraisal Notice to
True
(Tools > System Configuration > System category > Tax Statement Configuration node).When set to
True
, this configuration is applied to statements for properties that have the Do Not Print Prior Year Values on Appraisal Notices check box selected in the Property Codes panel: - If a message needs to be printed on tax statements regarding the suppression of prior year values, the Suppress Prior Year Values attribute must be selected and a message entered in the Tax Statement Message code file Tools > Code File Maintenance > General > Tax Statement Messages). This attribute can be selected only for one tax statement message code.
- Messages that need to print on the tax statements have been entered and enabled as required in the Tax Statement Messages code file (Tools > Code File Maintenance > General > Tax Statement Messages).
- If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.
The supplement reason to be used will be the reason for the most recent supplement group with outstanding bills, and the supplement group used will not be later than the year of the tax statement.
Note The Supplement Reason attribute can be selected for only one tax statement message code.
- If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.
Procedure
- In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
- Tax Statement run history will be displayed.
- In the Levy Statements window, click Create.
- You will then be at the Create Levy Statement Wizard Tax Statement Group Selection. A historic listing of all tax statement groups that have been created in your system will display. Select the group tor this year that you will be creating tax statements for by highlighting it and then select Next. You will then be taken to the Create Levy Statements Wizard box.
- In the Select Levy Criteria dialog, in the Property Type Information section, select the property type or types.
- In the Statement Options section, select one of the following options:
- Property Statements – Single payment coupon
- Generate Statements for First Half Payment
- Generate Statements for Second Half Payment
- Property Statements – Multiple payment coupons
- Taxpayer Statements
- Property Statements – Single payment coupon
- Enter the effective date:
- Effective Date
- Click Finish.
Result
When the creation of statements is complete, you will receive notification in your PACS inbox.
Note Previewing a statement does not generate copy in the Inbox.
6.2.Printing a Totals Report for Statement Runs
Purpose
Use this procedure to create a report that lists the properties in the tax statement run by property type, special assessment and tax statement message code.
Procedure
- In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
- Select one of the levy statements that you wish to view the print statement run for and choose Print Statements.
- In the grid that displays the print runs, select the print ID you wish to print totals for and click Totals.
- In the Print Statement Run Totals window, select one of the following options:
- Print Totals with Statement Run Summary Page
- Print Totals Only
- Print Statement Run Summary Page Only
- 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.
6.3.Printing Levy Statements
Purpose
Use this procedure to print levy statements for a selected tax statement group.
Procedure
- In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
- Click Print Statements.
- In the Levy Statement Print History dialog box, either select the existing run to print and click Details, or click Add to create a new print run with the Print Levy Statements Wizard.
- In the Statement Information section, enter a description.
- Choose one of the following Print By options:
- Property – All properties within the statement group.
- All Mortgage Companies – All the mortgage companies within the statement group.
- Mortgage Company – Only for a specific mortgage company. Select the mortgage company from the drop-down list.
- Agents – Properties with agent assignments.
- Agent – A specific agent. Select the agent from the drop-down list.
- All Taxservers – All tax server coded accounts.
- Taxserver – A specific tax server.
- Undeliverable – Property owners with addresses coded as undeliverable.
- Foreign Address – Property owners with any address other than a U.S. address.
- Choose from the Include on Statements and Exclude on Statements options as required:
- Escrow Balance
- Accounts with Rollback Taxes Due
- Select the agent, mortgage, and tax server printing options.
- Select one of the following print options:
- Agent Statement Copy
- Mortgage Statement Copy
- Print Taxserver Copy
- Select the following agent, mortgage and taxserver printing options as required.
- Print Agent & Taxpayer Copy
- Print Agent Copy Only
- Do not print Agent or Taxpayer Copy
- Print Mortgage & Taxpayer Copy
- Print Mortgage Copy Only
- Do not Print Mortgage or Taxpayer Copy
- Print Taxserver & Taxpayer Copy
- Print Taxserver Copy Only
- Do not print Mortgage or Taxpayer Copy
- Select one of the following print options:
- In the Print Options section, choose from the following:
- Include Undeliverable Address
- Include Foreign Address
- Include Statements with Zero Tax Due
- Include Statements with Zero Tax Due if SNR/DSBL
If selected, statements with total Tax Due equal to zero and having a SNR/DSBL exemption will print.
NOTE: Option to include statements with zero tax due already exists; this is in addition to that option for only properties having SNR/DSBL exemption
- Exclude Statements with Tax Due Less Than ________
Allow numeric value
Allow 2 decimal places
If selected, only statements with total Tax Due greater than or equal to the amount entered will print.
- Beginning Statement ID
- Ending Statement ID
- Sort Option – Select alphabetical, geographical or zip code order.
- In the Advanced Print Options section, if statements should be printed as part of a template, which is a collection of letters and/or forms that can be printed as a group, select Print Template and choose the template.
- Complete the Output options and click Finish.
- Click Close to complete the process.
6.4.Deleting Levy Statement Print Runs
This procedure is optional.
Procedure
- In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
- Select one of the levy statements that you wish to remove the print statement run for and choose Print Statements.
- In the grid that displays the print runs, select the print ID you wish to remove and click Delete.
- Confirm that you wish to delete the selected print run.
7.Supplement Statements
7.1.Creating Supplement Statements
Purpose
Use this procedure to create supplement statements.
Statement Groups
The statement groups referenced in this procedure are the ones created at the time levy statements were printed. You may have more than one statement group to choose from, depending on which entities were printed together on the levy statements.
Year Selection
The year defines the statement groups, and your tax office may have different groups for different years.
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Supplement > Supplement Statement Maintenance
- The tax statement configuration has been set up.
- If prior values were suppressed on notices and they also need to be suppressed on the statements, set the Suppress Prior Values on Tax Statement that were Suppressed on Appraisal Notice to
True
(Tools > System Configuration > System category > Tax Statement Configuration node).When set to
True
, this configuration is applied to statements for properties that have the Do Not Print Prior Year Values on Appraisal Notices check box selected in the Property Codes panel:- If a message needs to be printed on tax statements regarding the suppression of prior year values, the Suppress Prior Year Values attribute must be selected and a message entered in the Tax Statement Message code file Tools > Code File Maintenance > General > Tax Statement Messages). This attribute can be selected only for one tax statement message code.
- Messages that need to print on the tax statements have been entered and enabled as required in the Tax Statement Messages code file (Tools > Code File Maintenance > General > Tax Statement Messages).
- If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.
The supplement reason to be used will be the reason for the most recent supplement group with outstanding bills, and the supplement group used will not be later than the year of the tax statement.
Note The Supplement Reason attribute can be selected for only one tax statement message code.
- If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.
Procedure
- Choose Activities > Supplement > Supplement Statement Maintenance.
- In the Supplement Statements Runs window, click Add.
- In Create Supplement Statement Wizard, select the supplement group. Then click Next.
- Select the tax statement group for the supplement.
Important You must create statements for each year in your supplement group.
- Click Next.
- In the next dialog box, complete the following options as required:
- Effective Date
- Generate Statements for First Half Payment
- Generate Statements for Second Half Payment
- Click Finish.
8.Generating the Statement of Account
Purpose
Use this procedure to generate a property’s Statement of Account. The statement is a summary listing of transactions that have occurred on a property account for all years or for the current tax year, and may include the amount of levy that is currently due on the account.
Prerequisites
- In order to perform this procedure, the following user right is required:
Procedure
- From a property record, select Commands > Statement of Account.
- In the Print Statement of Account dialog box, user the Owner drop-down list to select the owner of the account for which you wish to generate the statement.
- In the Effective Date field, enter the date from which records in the statement should date.
- To generate an event on the owner record, select Generate Event.
- In the Display Options section, make the following selections as needed:
- Include Paid Bill Summary
- All Years
- Current Tax Year Only
- Include Paid Refunds Summary
- All Years
- Current Tax Year Only
- Include Credits Due Summary
- Include Paid Bill Summary
- In the Output Settings section, do the following:
- In the Format drop-down list, select the report output format.
- In the Filename field, enter the report file name.
- In the Description field, enter a report description.
- Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.