Banyon Data Systems Point of Sale-Property Tax Entry Version 10

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1 Banyon Data Systems Point of Sale-Property Tax Entry Version 10

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3 Property Tax Entry Module INSTALLATION Follow the installation instructions you received with your CD. It s a simple and easy installation which when completed will create a short cut on your Windows Desktop to the Point of Sale program. Banyon Data software programs are installed to a folder named \BDSWIN. This folder must be located on the station(s) entering tax payments. The data may be located on a Server Computer if multiple stations are to access the database. PASSWORD ENTRY SCREEN This screen prompts you to enter your user-defined password to access the POS system. The password(s) should be created by a business office manager or supervisor and should be created for each POS computer station. Also, please notify Banyon Data Systems, Inc. so we may put these passwords in file for you in case of emergency. NOTE: YOUR DEFAULT PASSWORD IS "BDS" OR "bds". Please do not delete this password. You may however add passwords to a unique user id. Contact BDS for assistance. 2

4 SETUP SCREENS To access the setup screen for Property Tax collection, go to the View tab at the top of the screen and select BDS APPS. The following Window will appear. Click on the Property Tax Tab and complete the prompts for Path where the Tax Data- base file(s) are to be located, what to have shown on the Entry Note of the Transaction Window, and other feature related prompts. The Path to Property Tax holds the location of the Tax File which was last sent by the county and copied into the system. This path is not relevant if the last Tax File update was done via downloading from FTP (internet) location. Pick either Responsible Party or Paid By for the automatic Entry Note of the receipt. As for the check boxes, please mark which boxes apply to your needs. The County batch number is reset at the beginning of the tax receipt cycle 1 would be used during setup. 3

5 Lottery Credit Setup To setup the Lottery Credit(s), go to BDS Apps from the View tab, then select the property tax option. Lottery Credit(s) are to be used during a transaction in which the payer would like to claim a late credit. Late claim occurs where the property owner should have had a lottery credit reflected in the tax calculation but was omitted by error. Penalty and Interest Setup Penalty and Interest are not part of the County Tax Collection but collected by individual municipalities. The Collection Rate however is standard and can be setup in the Setup Screen (see below screen shot), View tab, BDS APPS, Property Tax Option. Penalty & Interest is determined at time of Tax Collection. After a Tax Entry is made in the Transaction screen, right-click on the tax amount to bring up the Penalty/Interest options. There are two methods that penalties can be applied to delinquent records. If you would like it to be date driven, check the Penalty Rate is determined by Transaction Date option. The option to Set back to Installment Plan... will put the installment back on track, and automatic penalty/interest is waved. This may or may not apply at your municipality. To set and apply a monthly penalty to a late property payment, please refer the Apply Penalty section of this document. If you use BDS Fund Accounting, an account code can be attached for the Tax Payment and/or Penalty and interest payment. These payments can be distributed to the accounting program. To distribute transactions, please refer to the Distribute Transactions section of this document. 4

6 Transactions Setup To access the setup screen for transaction, click on the View tab, then Transaction Startup. The following screen will appear. Click your preferred transaction options. Keep your selections (check boxes) as shown in below screen. The option to keep Transaction No by Station is by preference when there are multiple cash drawers/stations collecting receipts. If you wish to keep all receipts, regardless which station it was done under, having consecutive receipt number (a likely choice) then do not check this box. For most municipalities, any resulted change, in case of pre-written checks whose amount exceeds paid amount, will be returned to the payer in term of a check refund. In that case set your Check Refund threshold at $0.01. In some cases the municipality may not refund checks exceeding the property tax amount, if the overpayment is under a certain amount. If the municipality wants to keep overpayments of say $.50, then enter that amount in the Check Refund if Change Exceeds box (overpayments will not be included in the tax file). In this situation, the change can be allocated to another service sale item in the POS system. You will want to choose the manner in which you want a new transaction screen to appear. Keep the Open Transaction Window unchecked if you want to enter payments via the Inquiry method (see Inquiry Screen section of this document). 5

7 Receipt Printing Setup Next, select the Receipt Printing option. To access from the main screen, click on the View tab, then Receipt Validation. Check the Open Cash Drawer option only if you have a cash drawer attached to your PC and can be controlled. If you have to get a new cash drawer, make sure to get one that can be either connected directly to the PC by a USB port, or indirectly by telephone wire through your receipt printer. Custom Receipts are printed on regular 8.5 x 11 sheet of paper and on a regular inkjet/laser jet. Regular receipts are printed on narrow 3-4 wide continuous roll receipts. If you were to purchase a new receipt printer, make sure they come with a USB cable. Receipt Validation is the option to print/stamp/validate the back of the check and other accompanying documents. Some receipt printer comes with the validation feature as seen on certain STAR printer models. Others come stand-alone which again, a USB cable is a must. By default, the form of payment is by Check, this can be changed by selecting another option from the drop down menu. Click on Payment Type to narrow down the payment options during receipt. Once you have completed your selections you can close out with the X at the top right hand corner of the screen. If you have not yet completed the section on Daily Processing, you can do so by clicking on Daily Processing before closing out of the setup screen. 6

8 END OF DAY Setup Next, to setup your daily processing steps, click on Daily Processing. To access from the Main screen, go to View, then select Daily Checklist. At the start of each day, you can choose to enter your starting cash drawer amount (unless you do not start a new batch at the beginning of each day, then enter the initial cash amount). You will also select your receipt batch, join an existing batch or create a new one. Make sure to select Property Tax inquiry, so you can search for tax records right after log in. If your municipality has a smaller number of tax records, by which your daily collection of receipts does not require to be deposit multiple times but once a day, do not concern about the Mid-Day Processing. For those larger municipalities, you certainly want to swap out stations during the day to count balance its receipts. The task will involve Closing the Batch, Edit the Transactions, Run Reports. You do not need to Distribute Transactions at this point. All receipts can be distributed to a County Batch at the end of the day, during the End-of Day Process. Check Final Transactions, this helps delineate the new cycle of receipts, may it be day or week, or spanning from one afternoon to the next, from previous transactions/receipts. You will find that this helps simplify data selection for reporting/distributing purposes, especially small municipalities. Most communities choose not to reset Transaction Numbers. This will ensure all receipts are unique, and will simplify the recall of a transaction/receipt. 7

9 The hyperlink Show Help on Receipt Batch, (shown below) explains the dynamics of shared batch(s) and cash drawer swapping or change out. Permission/Restricted Access Next, click on Permissions to setup restricted access for users. From the Main screen, click on View, then Restricted Access. You have the option to select certain processes that will require a password. Make sure to save changes before you exit. 8

10 System Start-up Join an Open/New Receipt Batch When you begin, you may see a screen prompting you to stay in current batch or opting to join/create a different one. The default is set to not display this screen. However, if you want to be notified of the batch that you are about to enter each time you go into the POS system, then we recommend that you may turn it on in the Setup Options if you like. To Join a new batch, select *NEW, the system will assign you to the next available open batch number. If you wish to join an existing batch, select the batch number you wish to join. When this option is not set, you will be placed in the same batch you had left with. This setting works best when you tend to leave open batches over night or close down some stations when not busy and restart them when needed throughout the day. INQUIRY SCREEN - TRANSACTION ENTRY METHOD The Property Tax screen, when closed, can be accessed again under the View tab, Inquiry, then property tax. Shown on the following page is a Property Tax Collection Window. To access a property owner record, enter the tax key in the Key field at top left corner. If your tax bill comes with barcode, simply scan the barcode. When tax key is not available, or by preference you can look up a property record using the owner s name or property address. You do not need to enter the entire search string, use the wildcard * for part of the missing info. For instance, a *john* entry will bring up all properties whose address or owner name contains john, for further selection. If a property has an incorrect address, click Change to make the correction. Corrected info is collected and can be sent to the county as a correction file. The Print Label option comes handy when you need to send a printed receipt for mailed in payments, or refund to overpayment. Locate the address to print the label for, before clicking on the link. 9

11 Most of other info on the screen is not editable, except those in the white background, like school credit, lottery credit, and so on. The changed amounts will be reflected in the installment due. You can also print this screen by clicking on the Print Inquiry at the lower right corner of the screen. The load/reload tax data from county option is imported once a year at the beginning of the tax season. When the County notifies you that a new tax data list is available, either download from the Banyon FTP site (County uploads to this site), or via attachment from . Then, click on the given link to obtain it. You only have to do this once on any one station, even when there are multiple stations, since your data is setup being shared. The load/download tax data is followed by a request to clear the existing receipt information. Always answer YES for the first time in a new tax year. Once you have taken in receipts, but need to load the data again for reason of necessary update, answer NO to the question. 10

12 Transaction Window At the bottom of the Transaction window, there is an Inquiry Options. This gives you access to other data, including the Property Tax Inquiry screen. The Transaction Options contain tools that you will find applicable from time to time. Items in the Transaction Options menu are listed below and are associated with short keys. Void an Active Transaction (Shift + F10) A transaction is active when it still has not been paid. There are times that you will need to void a transaction that you know it is not going to be paid and you must close the cycle to balance the drawer. Only active transactions may be voided; paid transactions must be made active again, or reactivated in order to be voided. Reactivate a Paid Transaction (ALT + F10) Once a transaction is paid, it cannot be changed/edited. To edit a paid transaction, you must first reactivate it. You can reactive a voided transaction, but it is almost easier to make a new one. You will want to reactivate a paid transaction in order to edit it, instead of voiding it, and then make a new one, especially if you want to keep the corrected transaction in the original batch and date. This will most likely happen during the balancing of a cash drawer, where you find mistakes in the recorded amount. Delete a Transaction (CTRL + F10) This option may be disabled if you do not wish to allow a deletion of any transactions. To turn off the feature, go to the Permission section of the Setup option under the Tools menu. Locate a past Transaction If you need to look up a past transaction for correction or to reprint a receipt for instance, the option is available under the Transaction Options menu. The Transaction Search screen gives you multiple criteria for the search. The best lookup would be by the transaction (receipt) number. Otherwise you can use any of the given field or even a combination to narrow down the search. Once a desired transaction is display in the list, double click on it to bring it to the Transaction window. 11

13 MAKE A TRANSACTION To start a transaction, or make a payment to a property, click on an installment amount (shown on the Inquiry Screen under the amount column in blue). If the payer is making a full payment, click on the full amount due, or simply press F7 on the keyboard. Click on balance due or installment amount to create a transaction. The system will prompt if you would like to create a new transaction. Click Yes to proceed. WORKING WITH TRANSACTION Below is the sample Transaction screen. The top left has the name/id of the current login clerk, with the current batch number. The Batch No. is assigned to station and will remain the same until the batch is closed by the mid-day/end-of-day processing. The Batch No. helps you balance the cash drawer, especially when you have to swap out the drawer multiple times during the day. The top right shows the transaction date. This date can be changed to reflect a back-dated receipt, like when you have mailed in payments that are being entered on a later day. The changed date will remain until changed again and will automatically reset to today s date once you close down the application. The main body on left shows the property record being paid, how much to be applied (NOT the amount of the pre-written check), and who is making the payment. You can edit the payer info in the Entry Note. There is room for more notes in the Transaction Note field on the right. Additional properties can be added to the same transaction, as in the case they write one check for multiple properties. This will be discussed further below. Change date here 12

14 Look over the amounts for correctness, and then click on the Receipt button to bring up the receipt printing screen. The Total field shows the amount the payer wants to apply to the installment, NOT the amount already written on the check(s). Underpayment (Check Amount less than Owed Amount) By default, the selected installment amount is entered in the Transaction screen. This amount may need to be adjusted to the amount that was pre-written on the check before you click on the Receipt button. That is, make sure the Total field shows the amount the tax payer can afford to pay at this time. If you have already brought up the receipt screen, close/exit it; do not change the system-entered check amount. Once you are back on the Transaction window, change the Amount field there, then proceed to the receipt screen again. The check amount would still show the original due, which you can change, or simply double click on it with your left mouse button to allow the system update it. Applying Late Lottery Credit Claim to a transaction Late Lottery Credit is claimed on the Transaction window, during the transaction. Do not enter the credit amount on the Inquiry screen, unless the county has notified you of the error/update ahead of time. Only lottery credits that are entered in the transaction window will be sent to the county. After you have brought up the Transaction window, enter it in the same transaction, together with the tax payment. Again, by default, the system puts the installment due amount in the Amount field. Do not change this amount. Click on it using your right mouse button. This pops up a small menu; select the Apply Lottery Credit option. This then will bring up the Lottery Credit screen, as shown. Double click with your left mouse on the credit amount you wish to apply. If the amount happens to be wrong for the current year, go ahead and change it on this screen, or add additional districts if need be. The Lottery Credit Claim appears as a separate entry on the transaction, whose amount is negative to reduce the total tax due as much. Notice the original installment amount did not change. The total will now reflect the credit applied. 13

15 Applying Late Penalty/Interest to a transaction This option is turned on for municipalities that collect penalty and interest on late payments. Refer to the setup option for the monthly penalty/interest rates. Similarly, to apply a late penalty/interest, right click on the original installment amount in the Amount field. If you set a specific month in your setup, you will be prompted to select that month. If not, this in turn brings up the menu shown on left. Select Add {Month} Penalty (both Penalty and Interest will be applied but treated as a single amount). If it happens that you have not setup the penalty and interest rate, or would like to check it out, select Set Penalty Month/Rate to bring up the screen shown on right. The interest/penalty may vary from between counties. The Penalty/Interest appears as a separate entry on the transaction, whose amount is positive which will increase the total tax due. Notice the original installment amount did not change. Reduce Tax Amount by the Penalty/Interest Amount for Pre-written Check (if auto applied) There are times a check is pre-written for the installment due, and there is no other available form of payment towards the penalty and interest. This calls for a reduction of the tax payment amount in order to pay for penalty and interest owed. In the previous example, the Amount Due is $2,899.53, the penalty and interest at 1.5% is $ The total due will therefore be $2,943.02, or $2, with a Lottery Credit of $ applied. So, if the check was written for only $ , and that is all they have, you will need to make adjustment accordingly. First, enter the paid amount on the transactions screen, changing the field to show the amount to be paid. Next, Right click on the paid amount on the transaction screen and Subtract {Month} Penalty from the menu. The amounts are changed to reflect amount paid toward tax and some toward penalty/interest to equal the $ that the property owner can pay. 14

16 Creating a Receipt Once you have applied any lottery credits or penalties, click on the Receipt button on the right side of the transaction window. Below is a sample Receipt screen. Depending on your setup, options to print Regular Receipt, Custom Receipt, and Allow Validation will be available or not. When they are available, you may unselect if you do not wish to use such option for the current transaction. The payment type is what you have setup, normally paid by Check. The requested payment amount is entered by default, which you can change. The Receipt note is for check number, credit card ID. If the check was written for the exact amount, simply click Print Receipt or Skip Receipt if you do not wish to have one printed. The F7 and F8 are short keys if you do not want to use the mouse. Paying with Multiple Checks When there are more than one check, or a combination of payment types (some by check, some in cash) are made to the same transaction, enter the additional payments below the original payment entry. Overpayment (Check Amount more than Owed Amount) The county does not accept overpayment in term of credit to be applied to next year s tax payment amount cannot exceed owed amount. In most cases overpayment will be returned as either change or a refund, most municipalities would want a refund no matter how small the amount is. Refer to the setup for the minimum amount that triggers the automatic refund entry. As mentioned, the amount of the check is assumed to be the same as the total amount on the transaction. You can change it to reflect the amount that was written on the check. The excess amount will result in change if it is smaller than the set amount for refund. Otherwise a refund entry is automatically entered on the next line, whose Payment Type reads Refund. When there is a refund, the Change amount ought to show 0. Another method that can be used is to apply an overpayment to a service sale item. This option can be found in your setup, refer back to the Transaction Startup section. The overpayment will not be included in your file to the county. All transactions having refunded payments are flagged. You can get a report of such transactions in the Special Reports section under View menu option. 15

17 Special MID-DAY (Close Batch, Open New Batch, and Reconcile) There will be times when it gets very busy and you don t have time to suspend transaction entries to close the cash drawer and do the End of Day. So, Banyon Data Systems has developed a way that allows the system operators to continue entering transactions while still in the same daily transaction period or date. This option is not used by all municipalities, you can choose to skip the Mid-Day process and go to the End of Day processing. For Mid-Day processing, go to periodic processes under the View tab. Select Mid-Day (by station), then select run selected processes. Start at the top of the list and work your way down or select Auto Execute. First, close the current batch you are on and open the next one. Always close the current batch every time you swap out cash drawers. All stations sharing the same batch number (and so the same cash drawer) with the station being closed will be placed on the new batch automatically, whether it is a brand new one you are creating or one being used by another. To keep things consistent and until you get proficient with the closing process, always select to create a new batch. As anticipated, there will be times that others stations will be in the middle of a transaction as you are closing the shared batch. These stations will be notified at the end of the transaction so that the operator is aware of which cash drawer to put the payment in. Next, reconcile your transactions. In this screen you will make sure all your transactions are either paid or void. Anything left as active will need to either edited or void. Run your batch reports with Reports: End of Day. This is the same collection of reports gathered during the End of Day processing. The rest of the steps can be taken care of when going through the End of Day processing. These processes will be discussed in more detail in the next section. 16

18 End-of-Day Procedure End of Day or Mid Day procedures are performed at the discretion of the organization. You may choose the time when end of day takes place, but usually it is when a deposit must be made to the bank or financial institution. To perform an End of Day procedure you must. First: close transaction windows. Click on the View tab at the top of the screen. Click on Periodic Process, then select End of Day Click on the Run Selected Processes button. This will take you to the End-of-Day Processing screen. Run the procedures that you setup to run as part of the end of day procedure. Click on Auto Execute to start the automatic process that will run through each process that you setup to run as part of the end of day procedure. Or, you may choose to run each end of day process independently by clicking on each item on the menu. You may run End of Day for all stations or your own station or computer by clicking on the appropriate radio button. 1. Close Batch You will be asked in the End of Day procedure to add a new batch. This is mandatory. So pick a batch to join or Add New to join. 17

19 2. Reconcile Transactions-EDIT TRANSACTION, REPORTS, TRANSFER, POST This is where you check your transaction by batches, stations, and edit transactions if needed. Edit by left clicking your mouse on the transaction number shown under the Trans # column. Reactivate the transaction under the Transaction Options item at the lower right of the transaction screen. You may also delete or void the transaction if necessary. If reconciling with a cash drawer, you will need to fill out the bottom portion of the screen to see if you balance. Simply fill in the quantities of cash and change, the amount will auto-fill. Enter checks under the checks section, and all other forms of payment into the other category. When all the columns show you are in balance, click Reconcile Transactions before exiting. From this screen you can also print the Deposit Register, Bank Deposit Slip (add on), and the Cash Drawer Summary. 18

20 3. Run End of Day Reports Run selected reports as chosen on the Setup End-of-Day Processing Run Report Collection. Each report will auto-generate. Before the report is displayed, you will need to pick by your batch by Reconciled only, Batch number (recommended), Month and Year, or Transactions Dates Distribute Transactions/ Create County File Collected receipts are sent or distributed to the county electronically, as receipt files via . The files are in plain text format (.txt files), created on a designated folder, as specified in the setup. The file names are comprised of your Community Code with either TX for tax receipts, or LC for late lottery credit claim, and the Batch Counter. Shown on following page is a sample distribution screen. Notice there are three steps, numbered 1 through 3. Step 1, Select the Reconciled transactions, batch number, or transaction dates. Step 2, Leave it at Property Tax Payment option. That leaves Step 3. If your distribution is done at the end of each cycle, that is part of the end-of-day process, and Post Transaction was always a part of your cycle, then you want to leave the selection for step 1 on Reconciled Only. You can select by batch though it is not recommended unless you are very familiar with the system. Selection by Transaction Dates are used when you have to send more than one date worth of receipts at a time, and Un-posted option does not have all the transactions you wish to transfer. 19

21 Make your selection in box 1, either reconciled only, batch number or transaction dates. Make your selection in box 2, Property Tax Payments is the preferred option. In box 3, select run report, this provides a list of all transactions about to be uploaded to the county. Then select Distribute Transactions. The following messages will appear during the distribution process. First, enter the county batch number. Then, enter the settlement month. Next, a screen will pop up to inform you that the file has been created. Now you can upload the file to the county (process may vary, check with your county for instructions). 20

22 5. Make a Backup After you have created your file, you will want to make a new Backup. To create a new backup, you can right click under description and select Create New, or click on the Create a Backup link above the Description. Be sure to enter a unique description when creating a backup. If you need to change or set your backup location, click on the setup tab to locate your backup folder. 6. Finalize Transactions After the backup has completed, the system will automatically finalize any reconciled transactions. Select YES to start the process, now you are ready to start the next cycle. 21

23 Q and A Regarding Receipt Batches 1. Q: Can multiple stations share the same batch? A: Yes, stations should join the same batch if they are sharing the same cash drawer. 2. Q: If stations are sharing the same cash drawer, do they all have to be closed down at the same time in order to swap out the cash drawer? A: No, the batch only needs to be closed once by one of the stations. Others will be placed on the new batch automatically. 3. Q: Do stations have to stay shut down while the cash drawer is being reconciled? A: No, the reconciliation can be done at a different PC. After it has closed down its batch, it can join a new batch right away. 4. Q: Can the closed station rejoin the same batch? A: Yes. 5. Q: Can a batch be open until the next day? A: Yes. 6. Q: If a mistake was found in a transaction during reconciliation, what is the best way to correct it? A: Reactivate the transaction and complete the receipt again. The transaction will be kept with its original batch, station, and receipt date/time. 7. Q: If a transaction was found in a wrong batch, can it be moved to the correct batch? A: Yes, correct the batch number during reconciliation. 22

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