Open topic with navigation

If you have a large number of Delinquent Tax Reminders, 33.11, 33.07, or 33.08 notices that need to be printed and you want to create a file to send to a printer, you can use the process below.  You must first have accounts loaded into ACT's Statement (Trigger) Table.  There are two ways to achieve this:

a).  Run the Load Statement Accounts from Flat File process, batch menu no. 1057, entering T in the Table Type field.

b).  Use the Create Delinquent Reminder/Notice Data process, batch menu no. 1033, or enter account numbers into the Statement Table.  

The 33.07 and 33.08 notices include attorney fees even if the 33.07 or 33.08 dates are not set yet in the Tax Collection System.  To set the dates, use Set 33.07 Dates, batch menu no. 631, or Set/Remove 33.08 Dates, batch menu no. 632.

Weekend logic (using the client preference WEEKEND_LOGIC_FOR_PANDI) is used when determining the due dates in the file.

User Entitlements

The following user entitlements must be set for each user who needs access to the Batch Menu and Batch Request screens. They are part of the Run Batch Processes task.  See Tasks, Entitlements, and Jobs for more information. The user entitlement for each batch menu no. mentioned below must be set to Y for each authorized user. Batch menu nos. default to N when they are added.

BATCH_MENU - access to the Batch Menu to generate the reports.

BATCH_REQUEST - access to the Batch Request screen to see the reports.

Client Preferences

If the client preference QR_CODE_URL is not expired, the URL in that preference will be added to each record in the file.

WEEKEND_LOGIC_FOR_PANDI: If set to N, penalty and interest will always increase on the first day of the month. If this is set to Y, penalty and interest will not increase until the second business day of the new month if the last day of the month is on a Saturday or Sunday. This applies to current and prior year delinquent amounts. These dates are reflected in the calendar portion of most statements. The default setting is N.

WEEKEND_LOGIC_PANDI_HOLIDAYS: If WEEKEND_LOGIC_FOR_PANDI is set to Y, this preference is also considered. Enter one or more dates (mm/dd/yyyy, separated by comma but with no spaces) that correspond to the day following a Monday holiday and that holiday follows a month that ended on a weekend. Labor Day is such a holiday; to increase penalty and interest on Wednesday (allowing Tuesday for 'end of month' payments, you should enter Tuesday's date (you can think of it as holiday + 1 day). For 2014, that is 09/02/2014. To not extend the penalty and interest increase to Wednesday, set this preference to N.

SHOW_EOM_OR_DATE_DUE_ON_STMTS: If WEEKEND_LOGIC_FOR_PANDI is set to Y, this preferences is also considered. Enter DATEDUE to make no changes to the due date shown on the statement. Set to EOM to always show the last day of the month instead.

To create a file for delinquent reminders or notices:

1. From the Main Menu, click on Products, then Batch Products.  The ACT 7 Batch Menu will appear.
2. Click the Create Data File for Delinquent Reminders/Notices line, batch menu no. 1035.
3. Press Enter. The parameter screen appears.
4. Enter your ACT 7 Client ID.
5. Enter the current Tax Year.
6. In the Request Seq No. field, enter the same request sequence number you entered when you ran either  the Create Delinquent Reminder/Notice Data process, batch menu no. 1033, or entered account numbers into the Statement Table. This may not be the normal batch request sequence number, but a number you entered when running these processes.
7. Leave the Batch Seq. No. field blank to print all statements in one group, or enter the number of the group (batch) for which to create the file. The number of batches can be specified when running the Create Delinquent Reminder/Notice Data process
8. In the As Of Date field, enter the date to be used for determining the amounts due for each reminder or notice.  For 33.11 notices, enter 02/05/yyyy, or to pick up all delinquent accounts, enter 01/01/2100.  This allows the program to use the 04/03/yyyy 33.11 date correctly.
9. Enter the Due Date to use.
10. In the Include Current Year field, enter Y (to include this year and all prior years) or N (to exclude this year, but to include prior years).
11. In the Include Current Year Only field, enter Y (to include only this year) or N (to exclude the current year, but to include all other years).

Note: If you enter N in the Include Current Year field and and Y in the Include Current Year Only field, no data will be produced on the file.

13. In the Mailing Address to Use field, enter O to put the certified owner's address on the statements, A for the alternate owner's address, or AG for agent's address.
14. In the Print Lines Available field, enter the number of lines available to be printed on the statement. This can be any number from 1 to 20.
15. In the Detail or Summary field, enter D for detail (each tax unit is listed on a separate line) or S for summary (all units on entered on the same line - in other words, each line represents one year).
16. (optional) In the Attorney ID field, enter the unit code for the delinquent attorney (for ex., 8301) if you want to limit the accounts and regular tax units selected to those associated with the attorney.  Leave this blank if you have only one delinquent attorney or you do not need to limit the units selected.
17. In the 33.11 Units Only field, enter Y to include only units that collect 33.11 fees and have been set up correctly in the Tax Unit Maintenance screen, or N to include all units on the file.  The default is N.
18. In the Print OCR line, enter Y to print an OCR line on the statement coupon, or N to omit thise line, even if the PRINT_OCR client preference is set to Y.
19. If you entered Y in the 33.11 Units Only field, then in the Lockbox Statement Code field, enter the 'statement ID' to insert into the OCR line. The lockbox then reads this code to determine which units to pay, instead of paying all units.  These statement IDs must be entered in the tax_unit_suppress table.
20. Click Submit Job to start the report process.  
21. Click OK on the "OK to Submit Job" pop-up screen.
22. To preview and print a log  file, see Previewing and Printing Reports.  The log gives the total number of accounts in the file, the number of accounts rejected (if any), and the name of the file. Rejected accounts are put into a separate trigger table.
23. To move the file to an FTP site for pick-up by a printing or mortage company, see FTP to Mortgage Site Process, batch menu no. 1602.