SIT Disbursements--X-Entity & Account Rollover

Last Revised:  January 10, 2014

When to run:

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

What it does:

This document gives the steps needed to be done to complete the disbursement of funds for the X-Entities and to roll forward the dealer account numbers to the new year, so you can begin taking payments.

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

X-Entities: If the amount of escrow paid is less than the escrow due (the levy) and the tax office does not want to collect the remaining amounts due, it can write off the remaining levy due for the X-entities by running batch menu no. 10230. The receivable levy will be reduced to the amount paid.  If the tax office wishes to try to collect the money from within the Tax Collection System, step 30 should not be run.

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. [TCS] Run the Write Off SIT Jurisdictions in TCS process, batch menu no. 10230.  The accounts must have the SIT Account box checked on the Account Detail screen in TCS.

Note:  The amount written off will not be displayed in the Uncollectible Levy field in the Receivable screen.

  1. From the Main Menu, click on Products, then Batch Products.  The ACT Batch Menu will appear.
  2. Click on the Write Off SIT Jurisdictions in TCS line, batch menu no. 10230.
  3. Press Enter.  The parameter screen for this report appears.
  4. Enter your tax office's ACT 7 Client ID.
  5. Enter the SIT Tax Year for which you are writing off receivables.
  6. Leave TCS-SIT-WO in the Operator ID field.
  7. In the Process Option field, enter E for edit or U for update.
  8. In the Create Notes field, enter Y to insert a note on each account in update mode, or N to skip this part.
  9. In the Notes Expire Date field, enter the date on which you want the notes to expire (MM/DD/YYYY).
  10. In the MSG Code for Notes field, enter ALT if you want an Alert warning to appear for this account, or MSG if you want a sticky note.
  11. In the Delinquency Date field, enter the maximum due date to consider when selecting accounts to be written off. Leave this blank to consider all due dates.
  12. Click Submit Job.
  13. Click OK on the "OK to Submit Job" pop-up screen. The amount written off will not be displayed in the Uncollectable Levy field in the Receivable screen.

Account Rollover

  1. [SIT]  Run the SIT Account Rollover process.This rolls over the accounts from the current SIT year to the new one. Accounts having an XD (deleted) status or an owner end date are not rolled over.
  1. From the Main Menu, click Batch Menu.  The ACT Batch Menu will appear.
  2. Click SIT Rollover, batch menu no. 12402.
  3. Press Enter.  The parameter screen for this process will appear.
  4. Enter your tax office's Client ID for ACT 7.
  5. Enter the year you want to copy the records from in the Source Year field.
  6. Enter the year you want the records to go to in the New Year field.
  7. Click Submit Job.
  8. Click OK on the "OK to Submit Job" pop-up screen.
  1. [SIT] Change the CURR_YEAR client preference to the new tax year. You can begin taking payments for the new SIT tax year.  Deposits can now be opened for the new SIT tax year (for ex., 2009 if the TCS tax year in Jan. 2009 is 2008) and SIT will look at the tax rates for Curr_Year - 1 (for ex., at the rates in SIT for 2008 when taking 2009 SIT payments).

Once these steps are complete the disbursement is finished.  Congratulations!