TIPS AND TOOLS FOR TAX OFFICESRoy Seaman and Jonathan Martin

June 20, 2013

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Tips and Tools for Tax Offices

• We will be highlighting the following features today:• Store Select List• Document upload• Statements from any screen• Batch receipts• Phone/Email screen• Deposit out of balance fix

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Store Select List• The Store Select list feature allows you to select a group

of accounts and put them into a trigger table. From there you can print statements for them all at once, or even bring them into the Payment Process area to pay them all at once.

• This feature is available on the Account Search screen.

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Store Select List

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Store Select List

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Store Select List• First time, you must enter a Sequence No., but afterwards

it will default to that number.

• After you press Save, you can then go pay these accounts or print statements using the sequence number you saved.

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Store Select List

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Store Select List - Payments

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Store Select List - Payments• Enter the Sequence No. and press ‘Selected Accounts’

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Store Select List - Payments

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Store Select List - Statements

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Store Select List – Second TimeCan choose which request seq. to put it in

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Document Upload

• The Documents screen can be used to store and retrieve any type of document, spreadsheet or image and associate the document with an account or jurisdiction. Depending on a user's security settings, documents can be deleted or hidden from view.

• This screen can be accessed from the Main Menu, the Tax Unit Maintenance screen, or the Fiduciary Master screen.

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Document UploadDocuments button is not Red

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Document Upload• Exit to Main Menu, then go to Products / Documents

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Document Upload• Click on Add Document

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Document Upload• Fill in fields with requested info

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Document Upload• Click Browse and find the file to be uploaded

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Document Upload• Click Open and then click Upload Document

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Document Upload• Now click on the Documents tab, then the star box at the far right

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Document Upload

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Document Upload• Now go back to Account Status – documents button is red

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Document Upload• Click the Documents button – can click star box at right to see document

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Document Upload• As mentioned before, can also see from Tax Unit Maintenance

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Statements from any Screen

• You can print a statement from any screen by going up to Statements in the Menu at the top of the screen

• Does not have all of the options that are available through Online Products

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Statements from any screenChoose Current/Delq Statements from Statements drop-down

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Statements from any Screen

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Batch Receipts for Deposits

• To print receipts for more than one deposit at a time, you can use the Batch Receipt screen.

• The receipts will have the same format as those printed from the payment screen or from the Reprint Receipt tab on the Online Product screen.

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Batch Receipts for DepositsChoose Products / Batch Receipts

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Batch Receipts for Deposits

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Batch Receipts for Deposits• Fill in the date range that contains the desired deposits

and then click ‘Select Deposits’

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Batch Receipts for Deposits• Click on the deposit name and then click the single arrow

pointing left to move it to the right column

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Batch Receipts for Deposits• Click OK – deposit now appears in Deposits Selected area

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Batch Receipts for Deposits• Now click Produce Receipts – depending on the receipt you use, you

will go to BMI 14901, 14902 or 14903• You can sort on zip code, remit seq, payer or account number

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Phone / Email Screen• The Phone / Email screen allows users to view, add and

update information to owners' phone numbers and e-mail addresses.

• You must have the following entitlements to use it:• ACT_PHONE: View the Phone-Email screen• ACT_PHONE_ADD: Add new records to the Phone-Email screen• ACT_PHONE_UPDATE: Update existing data on the Phone-Email

screen

• Click on Accounts from any screen, then choose Phone/Email

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Phone / Email Screen

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Phone / Email Screen• Enter phone info on first tab, including extension if given

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Phone / Email Screen• Can choose type of phone (home, work, etc.) from ‘Type’

star box

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Phone / Email Screen• Can click on email tab and enter email info - click Save when done

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Deposit Out of Balance Fix• If you have a deposit that is showing ‘Deposit Out of

Balance’, you can correct this situation yourself. If you re-open the deposit, save it, then re-close it and save, it will update the Deposit Control total

• This will not work if the message says ‘Remittance Out of Balance’ On those, you must contact ACT for assistance.

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Deposit Out of Balance Fix

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Deposit Out of Balance Fix

These three numbers must match

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Deposit Out of Balance FixChange ‘Open’ to ‘Closed’ and Save

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Deposit Out of Balance Fix• Re-print report