SIT Disbursements--Allocate and Disburse

Last Revised: January 10, 2014

When to run:

After the SIT Disbursements--Set Up steps have been completed.  The numbering of the major processes is continued from that help topic.

What it does:

This document gives instructions for the steps needed to complete the actual allocation and disbursement process.

Definition:  X-entity refers to an tax unit for which the tax office does not collect property taxes but does collect  SIT taxes.

Note: At the beginning of each step, the ACT module to be used is shown in brackets. TCS refers to the Tax Collection System.

User Entitlements

The following user entitlements are available on the Batch Menu. They are part of the Run SI Batch Processes task, which is part of the SI Batch Menu job. See Tasks, Entitlements, and Jobs for more information. Individual reports and processes must be assigned to each user.

SI_BATCHMENU: access the batch menu

SI_BATCHREQUEST: access the Batch Request screen

SI_FILE_UPLOAD: access and use the File Upload button

  1. [SIT]  Print the SIT-TCS Reconciliation Report, batch menu no. 12405.  This time, the levy should be increased by the amount of levy on the receivables created in the preceding steps.

This report identifies detailed information about the difference between how much the dealer owes and how much has been collected throughout the year.  Note that this report includes dealers in business as of January 1 of the current tax year.  If no start date exists in the Owner record, ACT assumes the dealer is active for the entire year.  Remember that the amount owed by SIT dealers is based on the previous year’s sales regardless of how well or poorly they may have done during the 12-month current collection period. Once run, escrow collected should be compared to dollars in the bank only if a zero was entered in the Amount parameter.

When running this report, the user may specify a minimum dollar value to identify discrepancies between levy owed and escrow collected.  This flexible minimum value was developed so the report may be run at various times during the disbursement business cycle.  

In the Tax Collection System, the SIT Account flag must be checked in the Account Detail screen for all SIT accounts.

The report is divided into 4 categories:

  • Accounts in SIT and not in TCS.  The CAD  no., dealer no., dealer name, and escrow collected in SIT are given.
  • Accounts in TCS and not in SIT.  The data provided includes the TCS account no., CAD no., certified owner, and levy due in TCS. The paid amount column should always have $0.00; this information is given in the fourth section now.
  • Accounts in SIT and TCS with an amount difference as stated in the parameter. The report lists the CAD no., dealer no., dealer name, TCS levy paid, SIT escrow amount collected, and the difference between levy and escrow amounts.
  • Accounts with payments made to levy in TCS for the current year. These payments must be transferred to escrow in TCS before proceeding. The report lists the CAD no., dealer no., dealer name, levy paid in TCS and amount in escrow (refund) in TCS.
  • Accounts in SIT but not active in TCS.  The CAD  no., dealer no., dealer name, and escrow collected in SIT are given

Note:  If this does not run correctly, contact ACT and ask them to check synonyms and permissions.

  1. From the Main Menu, click Batch Menu.  The SIT Batch Menu will appear.
  2. Click the SIT-TCS Reconciliation Report line, batch menu no. 12405.
  3. Press Enter.  The parameter screen for this report will appear.
  4. Enter your SIT Client ID number.
  5. Enter your TCS Client ID number.
  6. Enter the Tax Year being processed. This is the current tax year in TCS.
  7. Enter the minimum Amount to be shown on the report. Amounts below this number will not be shown on the report.
  8. In the Sort Order field, enter 0 to sort by dealer number, 1 to sort by dealer name, or 2 to sort by appraisal district number.
  9. Click Submit Job.
  10. Click OK on the "OK to Submit Job" pop-up screen.
  11. To see when the process is complete, see Previewing and Printing Reports.  
  12. Research the accounts to determine why the discrepancies exist.  Escrow collected should be compared to dollars in the bank. Perform transfers to transfer money to escrow as needed to fix accounts.
  1. SIT] (skip this step for annual disbursements, required only for subsequent disbursements.) If you have taken payments in SIT after the annual disbursement has been done, you need to do a "manual" rollover of those payments to the Tax Collection System. To do this, you should enter the account numbers into the Statement Table. You will then use the Request Seq. number from that table when completing the disbursement.
  1. From the Main Menu, click Statement Table.  The Statement Table appears.
  2. From a blank Statement Table screen, press CTRL+Q.
  3. Fill in the following information on the first row:
  • Year - current tax year.
  • Request Seq. - batch request sequence used when you ran the Create Delinquent Reminder/Notice Data process.  If you didn't run this process first, enter any unique sequence number.
  • Batch Seq. - batch number within the file.  This is used when large numbers of statements are broken up into smaller batches for printing purposes.  You will need to run the process separately for each batch number.  If you do not need to do this, enter '1' by default.
  • Status - enter 1 for delinquent statements, 2 for the May 33.07 reminder notice, 3 for 33.08 notices, or 4 for a Notices of Tax Lien.  If you plan to print current statements, it doesn't matter which of these numbers is entered.
  • Account No. -  account number of the statement being requested.
  1. To enter another account, press Tab or Enter.  A new line is entered, filled with the same information as the line you just filled in, with the exception of the account number.  Enter or change the information for the new account.
  2. To delete an account, change the request sequence or batch sequence number to a number that you will not be using for a real request sequence or batch.

Note: Pressing Shift+F6 to delete the line will not work; the deletion will not be saved.

  1. When you have entered all the accounts you want, press F10 (Save) to save the data.
  1. [SIT]  Run the SIT Load Levy process, batch menu no. 12107.  This copies the receivables calculated in TCS into SIT so the user may allocate and distribute money in SIT.  Accounts that are inactive in TCS (taxes are not being collected for the current year) are not included.
  1. From the Main Menu, click Batch Menu.  The SIT Batch Menu will appear.
  2. Click the SIT Load Levy line, batch menu no. 12107.
  3. Press Enter.  The parameter screen for this process will appear.
  4. Enter your SIT Client ID number.
  5. Enter your TCS Client ID number.
  6. Enter the Tax Year being processed. This is the current tax year in TCS.
  7. Leave the Request Seq. No. field blank if you are doing the initial disbursement for a year. For subsequent disbursals, either enter the request seq. no. generated when you ran the Load Missing Receivables for SIT Units in TCS process, or if you entered accounts into the trigger table and want to disburse only the payments for those accounts that were made since the last disbursement for the same year, enter the request sequence created in the trigger table.
  8. In the Clean Rec Taxes Table First field, enter Y if you have run this process before for the same year and need to do it again for some reason. The receivable taxes table will be emptied of data before the new load is inserted.  Enter N to not clear the table; this can be done if it is the first time this tax year that the Load Levy process is run.
  9. Click Submit Job.
  10. Click OK on the "OK to Submit Job" pop-up screen.  This creates an error report of those accounts not having the SIT flag checked in the Account Detail screen of the Tax Collection System.  It also reports the accounts having a different levy in TCS than in SIT, invalid SIT accounts in TCS, and dealers that do not have a valid TCS account number.

If an account is listed in the 'Invalid SIT Accounts in TCS section, the account is invalid (uncertified for the current year) in TCS. Before continuing, you should make the account valid iN TCS.

This is the most important step in the Disbursement process.  Be sure your data is clean before proceeding further. This process can be run more than once, as the database tables are cleaned out at the beginning.

  1. [SIT] Run the SIT YTD Dealer Detail Report, batch menu no. 12206.  This report may be lengthy as it lists all dealer activity.  The Totals page (last page) is all that needs to be printed out.

Warning! From this point forward (until told otherwise), all reports should match to this report.  This can be run as the first step if desired; the funds reported should match the client’s bank funds. If any unallocated levy is listed, it must be corrected before continuing; the unallocated amount must be $0.00.

  1. From the Main Menu, click Batch Menu.  The SIT Batch Menu will appear.  
  2. Click the SIT YTD Dealer Detail Report line, batch menu no. 12206.   
  3. Press Enter.  The parameter screen for this report will appear.
  4. (optional) Enter the Dealer No. or leave this field blank (if left blank, the report will be lengthy).
  5. Enter your tax office's Client ID for ACT 7.
  6. Enter the Year. This is the current tax year in TCS.
  7. (optional, do not use if doing the initial annual disbursement) If desired, enter a deposit date in the As of Deposit Date field to see data for all deposits made that year up to and including that date.

Note:  The deposit date entered must have data for that date, otherwise the report will be blank.

  1. Leave the Request Seq. No. field blank if you are doing the initial disbursement for a year. For subsequent disbursals, either enter the request seq. no. generated when you ran the Load Missing Receivables for SIT Units in TCS process, or if you entered accounts into the trigger table and want to disburse only the payments for those accounts that were made since the last disbursement for the same year, enter the request sequence created in the trigger table.
  2. In the Sort Order field, enter DEALER NUMBER or CAD NUMBER, depending on how you want the report sorted.
  3. Click Submit Job.
  4. Click OK on the "OK to Submit Job" pop-up screen.  The amount in the Levy Withdrawal To LockBox is zero if this is the first disbursal of the year.  The Total Levy to Xfer and Total Levy Overages are the levy amounts to be disbursed (if this a second or later disbursement, these are the amounts of that disbursement, not the total disbursed for the year). Also, penalty, fines and NSF are reported on the top right of the last page, not in the Withdrawal section.

Total Levy Unallocated indicates money that could not move over to the Tax Collection System, i.e. no matching CAD number was found in TCS.

  1. [SIT] Run the SIT Allocation process, batch menu no. 12112.  This serves as a “dry run," or edit report, before the actual disbursement.  Penalty amounts are distributed only to the county.  Overages are distributed to all units.  The total amount due for each account is calculated based on the tax rates for the year indicated in the client preference OVERAGE_CURRENT_YEAR (see the SIT Disbursements--Set Up page).  This amount may be different from that calculated in SIT during the year.

This shows what is allocated at the dealer level, subtotaled by dealer type.  Print this report to verify the sub-totals (levy & overages) on the YTD Dealer Detail Report, batch menu no. 12206.  The Allocation report is broken down by levy or overage funds, and within each fund, by dealer type, deposit number, account number, year, and amount.  Disbursements are shown as negative numbers. Penalty disbursements are not displayed. Unit 94 and units in the 7500 range are not disbursed to the same units but are disbursed to the jurisdictions on each account.

Note:  This process does not look for a Q roll code.

  1. From the Main Menu, click Batch Menu.  The SIT Batch Menu will appear.  
  2. Click the SIT Allocation line, batch menu no. 12112.
  3. Press Enter.  The parameter screen for this report will appear.
  4. Enter your tax office's Client ID for ACT 7.
  5. Enter the Year for which you are printing the report.
  6. Enter the Subsystem (SI for Special Inventory).
  7. Enter the Deposit Number that you want to use for the disbursement. It must be upper case.
  8. In the Summary field, enter Y to print a summary only, or N to print a detail only. For the initial annual disbursement, enter an N.
  9. Leave the Request Seq. No. field blank if you are doing the initial disbursement for a year. For subsequent disbursals, either enter the request seq. no. generated when you ran the Load Missing Receivables for SIT Units in TCS process, or if you entered accounts into the trigger table and want to disburse only the payments for those accounts that were made since the last disbursement for the same year, enter the request sequence created in the trigger table.
  10. In the As Of Deposit Date field, enter the deposit date to limit funds to payments made on that date or earlier.
  11. Click Submit Job.
  12. Click OK on the "OK to Submit Job" pop-up screen.  
  1. [SIT] Run the SIT Distribution process, batch menu no. 12113.  This moves levy to the Tax Collection System and creates a file for overage, fines, penalties and NSF to be loaded into TaxLedge.  Negative rows will appear in SIT’s Account Status screen indicate that the funds have been disbursed.

WARNING! If you do not use TaxLedge, do NOT run the SIT Distribution process for overage. Run this for LEVY only. You should run it separately for PENALTY if the tax offices to see the penalty disbursed in the Escrow Payment screen. Later in this disbursement process, you should run batch menu no. 10233, Post SIT Overage to Penalty, using the SIT deposit number from batch menu no. 12112. If you do use TaxLedge, you should run this SIT Distribution process separately for levy, overage and other types of funds. Run this for ALL only if you are distributing all funds through TaxLedge.

WARNING! If you plan to write a check manually for Fines or Penalty amounts, do NOT run the SIT Distribution process for these options.

Write down the batch request sequence number created when you run batch menu #12113; you will need it later. The Levy amount on the report is also needed later.

  1. From the Main Menu, click Batch Menu.  The SIT Batch Menu will appear.  
  2. Click SIT Distribution to highlight it.  You may need to scroll down to see this
  3. Press Enter.  The parameter screen for this report will appear.
  4. Enter your tax office's Client ID for ACT 7.
  5. Enter the Year for which you are printing the report.
  6. Enter the Subsystem (SI for Special Inventory).
  7. Enter the Deposit Number that you are creating as part of the process. For levy and overage distributions, this must be the same number you entered in the SIT Allocation process in the previous step. For fines, penalty, and NSF distributions, use the same number.
  8. In the Distribute Funds to Where field, enter one of the following: ALL, LEVY, OVERAGE, FINE, PENALTY, or NSF, depending on what you want to distribute.  Levy is distributed to TCS; the other funds go to a file that can be loaded into TaxLedge.

Note: If you do not use TaxLedge, do NOT run the SIT Distribution process for overage, fines, or NSF. Run this for LEVY only. You should run it separately for PENALTY only if the tax offices to see the penalty disbursed in the Escrow Payment screen.

  1. In the Summary field, enter Y to print a summary only, or N to print a detail only. For the initial annual disbursement, enter an N.
  2. Leave the Request Seq. No. field blank if you are doing the initial disbursement for a year. For subsequent disbursals, either enter the request seq. no. generated when you ran the Load Missing Receivables for SIT Units in TCS process, or if you entered accounts into the trigger table and want to disburse only the payments for those accounts that were made since the last disbursement for the same year, enter the request sequence created in the trigger table.
  3. Click Submit Job.
  4. Click OK on the "OK to Submit Job" pop-up screen.  The report is sorted by jurisdiction.

The various tax units (buckets) must match to the YTD Dealer Detail Report totals.

SIT Distribution Report

=

YTD Dealer Detail Report

Total Levy Distributed

=

Total Levy to Xfer

Total for VIT_FP

=

Total Fines Paid

Total for VIT_NSF

=

Total NSF Paid

Total for VIT_OV

=

Total Levy Overages

Total for VIT_PI

=

Total Penalty Paid

Total Other Funds Distribution

=

Total Overages + Total Penalty/Fines/NSF Paid

Total Funds Distributed (Levy + Penalty + Overage + NSF + Fees)

=

Total Levy to Xfer + Total Levy Overages + Total Penalty/Fines/NSF Paid
  1. [SIT] Run the SIT YTD Dealer Detail Report, batch menu no. 12206, again (see step 12). This report will now reflect the money distributed to TCS and TaxLedge.  Print out the last page and compare the totals to the SIT Distribution Report (from the previous step).  A request sequence number is not needed to do a full disbursement. If a disbursement is being done for a certain set of accounts, then the request sequence number is needed.

Notes: The amount in the Levy Withdrawal To LockBox is no longer zero, as it was the first time the YTD Dealer Detail Report was run.  Also, overages, penalty, fines and NSF are moved to the Withdrawal section of the report.

Total Levy Unallocated indicates money that could not move over to the Tax Collection System, i.e. no matching CAD number was found in TCS.

Once these steps have been completed, proceed to the steps for SIT Disbursement--Post to TCS.