Statements

Last Revised: January 10, 2024

This batch process is used to print statements for mailing to permit holders. The number of statements printed can be limited by issue date range. Statements are printed only for accounts that are unpaid on the day they are printed, even if the payments were made after the permit's expiration date. Additional verbiage can be printed for delinquent accounts. Permit fees are listed individually on each statement.

The following client preferences should be considered before printing:

CPA:  (TCS) Enter the name of the person whose name you want to appear at the top of the statements.

PERMITS_CPA_TITLE:  Enter the job title for the person named in the CPA preference in the Tax Collection System. Used for statements and receipts.

JUR_ADDRESS1:  Enter the first address line for the tax office.  

JUR_PHONE:  Enter the main phone number for the  tax office.

PERMITS_ADDRESS: Enter the street address, city, state and zip code to use at the top of statements and liquor receipts.

PERMITS_COUPON_PAYABLE: Enter the tax office name or person's name for coupon. Expire if 'mail to' address should not be on the coupon.

PERMITS_COUPON_ADDRESS: Enter the street or P.O. Box address for coupon. Expire if 'mail to' address should not be on the coupon.

PERMITS_COUPON_CITY_STATE_ZIP: Enter the city, state and zip for coupon; include commas where desired. Expire if 'mail to' address should not be on the coupon.

PERMITS_PHONE1: Enter the phone number to use as the first number listed at the top of statements

PERMITS_PHONE2: Enter the phone number to use as the second number listed at the top of statements

PERMITS_PHONE3: Enter the phone number to use in text of each statement

PERMITS_SB577_INFO: Enter the text to be put on statements regarding the elimination of alcohol permits for some businesses. This preference is expired by default.

PERMITS_STMT_DELQ_VERBIAGE: Enter the text to insert regarding delinquent balances if a delinquent statement is printed. Expire this if you do not want any text about delinquent balances.

PERMITS_STMT_TYPE_LABEL: (optional) Enter a phrase to use as a subheading on delinquent statements if the preference PERMITS_STMT_DELQ_VERBIAGE is not expired. If PERMITS_STMT_TYPE_LABEL is expired, no label will print.

PRINT_2ND_NOTICE_ON_DELQ_STMTS Set to Y to print the words "2nd Notice" on delinquent statements. Set to N to not include this text.

Security jobs, tasks, and entitlements using this screen are:

Job Task Entitlement and Description
LP_ACCOUNTING, LP_ACCOUNTING_MANAGER RUN_BATCH_JOBS_AND_REPORTS LPBATCHMENU, access to the batch menu screen and 15003 Statements
LPBATCHREQUEST, access to the batch request screen to review reports
FILE_UPLOAD, activates the File Upload button on the Batch Menu screen

For step-by-step instructions on Security jobs, tasks and entitlements, please click here to see the documentation in the Tax Collection System help.

  1. From  the Main Menu, click the Batch Products button or select Products then select Batch Products. The Batch Menu will appear.
  2. Click on the Statements line, batch menu no. 15003.
  3. Press Enter. The parameter screen appears.
  4. Enter the Begin Issue Date and End Issue Date in mm/dd/yyyy format to limit the number of statements to be printed.
  5. Set Statement Type to D for delinquent statements or S for combined current and delinquent.
  6. In the Include Beer Permits field, enter Y (yes) or N (no) to include or exclude statements for beer permits.
  7. If the Include Delinquent Text field, is set to Y, the text in the PERMITS_STMT_DELQ_VERBIAGE is included on all statement. Set to N, the text is not printed. The permit years indicated on the statements are listed consecutively from  [issue year +1] to the expiration year.

If the Statement Type parameter is set to S and the Include Delinquent Text parameter is set to Y, the text in the PERMITS_STMT_DELQ_VERBIAGE appears only if one or more of the permits for the account is delinquent. If the Statement Type parameter is set to D and the Include Delinquent Text parameter is set to Y, the text in the PERMITS_STMT_DELQ_VERBIAGE is included on all statements.

  1. (optional) Enter a Statement Title if you want to override the default title.
  2. In the Include SB577 Text field, enter Y to include text about the elimination of alcohol permits for some businesses (the client preference PERMITS_SB577_INFO must be unexpired) or N to not include the text.
  3. Click the Submit button.
  4. Click OK on the "OK to Submit Job" message.
  5. To review and print your report, see Reviewing/Printing Reports.