NextGen Trustee Partial Payments, Refunds, Installment & Pre Payments

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1 NextGen Trustee Partial Payments, Refunds, Installment & Pre Payments This class will cver partial payments and refunds assciated with assessment changes. We will als discuss ptins fr prcessing and tracking refunds and review the Installment/Pre Payment Prcess available in NextGen Trustee. Assessment Change Taxes Already Paid in Full If yu have an assessment change rder and the taxes are already paid, yu DO NOT need t vid the receipt t make the changes. T make the assessment change, bring up the tax recrd under Trustee - Prperty Tax Prperty Taxes and select Crrect Taxes/Fees frm the Optins Wheel. Select r enter a change reasn and enter a certificate number if yu have ne. Assessment Change Creating a Balance Due Enter the date fr the Assessment change and any ntes r messages. Click Next t cntinue. Make changes t the assessment values r tax amunts as needed. Fr this example we are increasing the values, creating balance due. When changing assessed values, the Calculate Tax Crrectin Amunt buttn will figure the adjustment amunt fr yu. Click Next t cntinue 1

2 Assessment Change Creating a Balance Due A Summary Screen cmes up. Make sure the infrmatin is crrect and click Finish t cmplete the assessment change. NOTE: If any f the infrmatin n the Summary Screen is incrrect, yu can click n the Back buttn t make crrectins. A cnfirmatin screen cmes up indicating the assessment change is cmplete. Frm the Tasks bx n the cnfirmatin screen, yu can print a Tax Statement Reprt. Assessment Change Creating a Balance Due The Tax Statement will shw activity n the tax recrd, including the tax crrectin and balance due. Yu may want t print this reprt t send t the taxpayer shwing their balance due. TIP: Did yu knw that yu can chse t save dcuments like the Tax Statement t a Wrd Dcument frmat frm NextGen? This can be a very handy tl if yu have Micrsft Wrd n yur wrkstatin. Hw t d this: The dcument cmes up in a Reprt Preview Screen. Click n the Wrd Icn in the ribbn bar n the reprt preview screen. The Save As screen cmes up where yu can chse where t save the dcument and the file name t save it t. 2

3 Brwse t where yu saved the file and duble click n it t pen. The dcument will pen in Micrsft Wrd (r ther cmpatible sftware). Why is this useful? Yu can g t the Insert Tab in Wrd and click n the Text Bx Icn t add a text bx t the dcument. Yu can type any message yu need in the text bx n the dcument and then print it ut. Example f the Tax Statement with an additinal nte added in Wrd after exprting frm NextGen. Yu may find this ptin easier and mre prfessinal lking than hand writing any necessary ntes n statements and ther dcuments. Keep in mind that yu can chse the fnt size and style in Wrd and if yu have a clr printer, yu can even make the text a different clr t draw attentin t any text yu have added t the dcument. 3

4 Assessment Change Creating an Overpayment Bring up the tax recrd under Prperty Taxes and select Crrect Taxes/Fees. Enter the date fr the Assessment change and any ntes r messages. Click Next t cntinue. Make changes t the assessment values r tax amunts as needed. Fr this example we are decreasing the values, creating an verpayment. Click Next t cntinue Assessment Change Creating an Overpayment Make sure the infrmatin n the Summary Screen is crrect and click Finish t cmplete the assessment change. The cnfirmatin screen cmes up indicating the assessment change is cmplete. Frm the Tasks Bx n the cnfirmatin screen, chse Issue Refund since this example has an verpayment. On the Refund Screen, enter the date fr the refund. The verpayment amunt defaults in fr yu. Assessment Change Creating an Overpayment Click Next t cntinue. The Pay T Refund screen cmes up. Make any necessary changes n this screen and click Next t cntinue. 4

5 Assessment Change Creating an Overpayment The Distributin and Ntes screen cmes up. The revenue and allcatin fr the refund t reverse ut f default in fr yu. Yu can make changes if Revenue r Allcatin are nt crrect. Add any ntes yu may need in the Ntes field and click Next t cntinue. The system takes yu t the Refund Summary Screen. If the infrmatin is crrect, click Finish t cmplete the refund. When the refund steps are finished, yu will be returned t the screen with the tasks bx. Yu can chse t print the Prperty Tax Statement reprt t send t the taxpayer alng with the refund check. Assessment Change Creating an Overpayment Prperty Tax Statement Reprt shws the tax crrectin and the refund amunt. Keeping Track f Refunds We have talked abut creating refunds, but nw we will lk at hw t keep track f yur refunds and talk abut check writing ptins available t NextGen Trustee users. When yu chse t issue a refund the sftware generates a Refund Recrd. These refund recrds can be fund under Trustee Receipting Refunds. Yu can search fr Refund Recrds by Received Of name, Invice Number, Check Number, r Amunt. 5

6 Keeping Track f Refunds Yu can als search fr Paid, Unpaid, r All refunds. Paid refund recrds will have a check date, check amunt, and refund amunt. Unpaid recrds will nly shw a refund amunt, indicating that this is the refund amunt t be issued. Keeping Track f Refunds The General screen fr refund recrds has the date the refund was created, name and address as well as check infrmatin if a refund check has been issued. The Detail tab lists the receipt the refund was issued fr. Yu can duble click n the item line t pen it fr mre infrmatin if needed. If any ntes were added fr the refund, thse will be n the Ntes tab. Keeping Track f Refunds Mst Trustee s ffices are hand writing refund checks. Yu may find it helpful when hand writing yur refund checks if yu g t the refund recrds screen and search fr unpaid refunds. Obviusly, this wn t wrk if yu dn t update the recrds with check infrmatin when yu write yur refund checks because they wn t shw paid until the check infrmatin is entered. As yu write yur refund checks, enter the check date and check number n the refund recrds t mark them as paid. 6

7 Why wuld yu want t d this? Keeping Track f Refunds If smene cntacts yu inquiring abut an verpayment n taxes, yu will have a recrd shwing if the refund had been issued alng with the date and check number. Yu can find this infrmatin in the Refund Recrds as nted previusly, but this infrmatin is als updated t the prperty tax recrds. Bring up the prperty tax recrd under Trustee Prperty Tax Prperty Taxes and g t the Taxes/Fees tab. Duble click n the refund transactin t pen it. Keeping Track f Refunds The Refund transactin recrd has general infrmatin abut the verpayment as well as a tab shwing the GL accunt infrmatin and the Refund tab will have the same infrmatin yu have when yu bring up refunds frm the Refunds screen. Keep in mind that if yu dn t have the check infrmatin entered in n the refund recrds, yu will nt be able t get accurate paid/unpaid infrmatin fr the refunds. Refunds A Better Way? Depending n hw many refund checks yur ffice writes, yu may find that using the Invicing ptin is a better way t handle yur refunds and ther checks that yu write in yur ffice. Invicing is where invices are created autmatically fr refund checks when yu chse t d a refund. The invices are created and checks are written frm the NextGen Purchasing (Accunts Payable) sftware. Laser check stck is required fr this. Hw des it wrk? Create yur refund as yu nrmally wuld. The exceptin wuld be if yu had t refund smene yu had written a refund check t previusly, they may already be added as a vendr. In that case, yu culd chse t Lad Vendrs and select them frm the list. Click Next and cntinue thrugh the refund steps as usual. 7

8 Refunds Using Invicing On the last screen f the refund steps, when yu click n Finish, the sftware generates an invice fr the refund. If yu g t the refund recrd, yu will see invice infrmatin. Nte: When using invicing, yu d nt have t manually enter the check infrmatin after writing the checks. This infrmatin is filled in fr yu when the checks are printed. Refunds Using Invicing Yu can find the invices under Purchasing Invices Invices. Yu can search fr invices by type r by status and view the invice detail by duble clicking n the recrd yu want t view, but yu dn t have t d this t print the checks. Yu can als add invices fr things like City Sales Tax checks r anything else yu may write checks fr under the Invices Add Invices Menu ptin. Refunds Using Invicing When yu are ready t print yur checks, g t Purchasing Payment Payment Prcess. The Payment Batch screen pens. Click n the checkbx fr Select Invices. Select the invices yu want t pay and click n Save & Clse. 8

9 Refunds Using Invicing Click n the bx t Enter Payment Infrmatin & a screen cmes up where yu can enter the check date. Save & Clse takes yu back t the Payment Prcess Screen. Select the check bx fr Prcess Payments. Make sure the crrect check printer is selected and that the next check number is crrect and then click n the Execute buttn t print and pst the checks. This step prints ut the checks and als psts the CD entry t the GL fr the checks as indicated, but it als updates yur refund recrds t shw paid with the check date and number. After the checks are printed yu can click n the bx t clse the Batch Payment Prcess r yu can print the payment reprts if yu need thse. Refunds Using Invicing Example f the Payment Psting Jurnal that can be printed frm the Batch Payment Prcess. If yu are interested in using the Purchasing/Invicing sftware, please cntact LGC fr mre infrmatin. Set up is required fr using this prcess, s we will need t schedule a time t wrk with yu n getting this dne. Als, as mentined previusly, keep in mind that laser check stck is required fr this prcess and yu will want t make sure that whatever check stck yu rder will wrk with the sftware. Installment & Prepayments Yu can use yur NextGen Trustee sftware t cllect Installment Payments and Prepayments. Installments are basically the same is partial payments, but unlike yur nrmal partial payments, these payments are taken n a set schedule via ACH using the Taxpayer ptin. Prepayments are payments taken n taxes prir t the tax rll being laded. Prepayments can be set up as ACH payments n a schedule r they can be randm payments made by cash, check, r ther methd. T add a new Taxpayer fr installment r prepayments g t Trustee Prperty Tax Taxpayers. Click n New in the ribbn bar. 9

10 Enter the taxpayer name and any additinal infrmatin yu may have. Installment & Prepayments NOTE: Yu can use Taxpayer t set up an address fr taxpayers fr ing statements, ntices, and receipts. T use this feature, enter the taxpayer s name and address. Select Delivery Optins f r Bth. Remve the checkbx frm Taxpayer wants t use prepayments r installments t pay taxes if yu are nly setting up the taxpayer fr . Yu will need t g t the parcels tab and add any parcels the taxpayer wns. Installment & Prepayments T set a taxpayer up fr Prepayments r Installments, check the bx fr Taxpayer wants t use prepayments r installments t pay taxes. Enter the Prepayment/Installment Infrmatin. There is n need t enter an ending date unless the taxpayer wants t d installment r prepayments fr a set perid f time and then stp. Select the Payment Schedule - If yu need t add a new schedule, yu can d this by clicking n the ellipsis buttn in the Payment Schedule line. When setting up a payment schedule fr Randm payments, check the bx indicating that payments are made n demand. If the taxpayer is ging t use ACH, check the bx fr this and enter the Banking Infrmatin. Select r add their bank. Enter their ruting number. Enter their accunt number (yu will have t enter the accunt number twice). Select the Accunt Type and the Standard Entry Class (this will usually be PPD). Installment & Prepayments G t the Parcels tab and click Add Parcels t add and set up parcels fr the taxpayer. 10

11 Installment & Prepayments Use the Search Parcels buttn t find and select a parcel t add fr the taxpayer. Check Use prepayments t pay taxes n this parcel if the taxpayer is ging t d prepayments. Make sure the crrect Fr Tax Year is selected keep in mind that this is the tax year the prepayments will be made fr. Payments fr the current tax year are nt prepayments thse are installment payments. Enter the starting date fr the prepayments and the number f payments t take. Yu can enter the prepayment amunt r click n the Prepayment Amunt link and chse fr the sftware t calculate the prepayment amunt based n the current year tax amunt. Chse the checkbxes as needed fr recurring prepayments and recalculatin f amunts. Installment & Prepayments Fr this example, the current tax year s taxes are already paid in full, s we will nt enter any infrmatin n the installment screen. If yu are setting a taxpayer up fr installments fr the current tax year, yu will need t g t the installments tab and enter the starting date, check the Active Bx, enter the number f payments t take and the installment amunt t take. In this example, we have set the taxpayer up fr installment payments fr 2015 taxes starting n Octber 1 st, with 5 installment payments t take. If yu want t cntinue payments fr the next tax year after the 2015 taxes are paid in full, yu will need t set up the Prepayments tab with the crrect starting date, number f payments t take and amunt. Receipting Installment & Prepayments When receipting taxpayer installment payments r prepayments, select receipt methd f Taxpayer. T receipt a prepayment fr a taxpayer set t randm (n ACH payments), d nt select a schedule. Make sure the MR tax year is crrect and enter the As f Date. Select the taxpayer name frm the drpdwn list. Click Next t cntinue. 11

12 Receipting Installment & Prepayments The amunt set up n the taxpayer screen fr the prepayment amunt defaults in. Click Next t cntinue The Items screen cmes up. Yu can duble click n the Receipt Item line t pen it and change the amunt if needed. Click Next t cntinue. Receipting Installment & Prepayments Enter the payment infrmatin and click Next t cntinue. The summary screen cmes up. Click Finish t prcess the receipt. Receipting Installment & Prepayments T receipt ACH payments, select Taxpayer as the methd and then select the schedule frm the drpdwn list. Make sure yur ther infrmatin is crrect and click Next t cntinue. The Payments screen cmes up listing the ACH payments that will be taken and the payment type. Click Next t cntinue 12

13 Receipting Installment & Prepayments Yu are taken t the items screen. Yu can duble click n any f the receipt payment items t pen it and make changes if necessary. Click Next t cntinue. On the payments screen, the payment type will be ACH Bank Drafts. Enter ther payment infrmatin as needed and click Next t cntinue. Receipting Installment & Prepayments The summary screen cmes up. Make sure the infrmatin n this screen is crrect and click Finish t cmplete the receipt. Receipting Installment & Prepayments The Receipts Tab under Taxpayer will reflect the receipt transactins dne under receipting by Taxpayer. Yu can duble click n a receipt transactin t pen it. The receipt type fr prepayments is Miscellaneus, but unlike regular miscellaneus receipts, the prepayment receipts have the map and parcel recrded n them. 13

14 Receipting Installment & Prepayments Parcels that have had a prepayment will have a message indicating that prepayments have been made n the General Screen fr the prperty tax. The Tax Histry tab will shw hw much has been paid in prepayments tward the next year s taxes. Receipting Installment & Prepayments Prperty taxes that have had installment payments made thrugh ACH will shw the transactin under Taxes/Fees with the Received Of name and Installment. Creating ACH file fr Installment & Prepayments After receipting ACH payments, yu will need t g t Trustee ACH Create ACH File t create yur file t send t the bank. Enter the effective date. The file path and name will default in fr yu if they have been set up under ACH Specificatins. Click Next t cntinue An Errrs Screen cmes up indicating any errrs n Pre- Ntes r Prepayments fr the ACH file. Errrs will need t be crrected. Click Next t cntinue. 14

15 Creating ACH file fr Installment & Prepayments A Pre-Ntes screen cmes up. If there are any pre-ntes listed, select them t include in the file. Click Next t cntinue. On the payments screen, select the recrds t include in the ACH file. Click Next Creating ACH file fr Installment & Prepayments A summary screen cmes up with inf n the payments fr the ACH file. Click Finish t create the file. A cnfirmatin screen cmes up when the file has been created. Clse the cnfirmatin screen. At this pint, the ACH file is ready t transmit t yur bank. Apply Prepayments After yur new tax year is laded, yu will need t apply yur prepayments. G t: Trustee Receipting - Apply Prepayments (fr this example we are using the 2015 tax year as the new tax year, applying prepayments taking during the 2014 tax seasn) Select the Applied T Tax Year this will be the new tax year that the prepayments were taken fr. Enter the Apply Date this will be the date f the transfer transactin n the prperty tax receipts, transferring the balance frm the prepayment miscellaneus receipt t the prperty tax receipt. Click Next t cntinue. 15

16 Apply Prepayments Yu will get a message t wait while prepayments are verified and then a screen shwing any errrs. Click Next t Cntinue. The Prepayments grid cmes up with a list f prepayments t be applied. Select the recrds t apply the prepayments n. (Click the check bx in the title bar t select all). Click Next t cntinue. Apply Prepayments A Summary Screen cmes up. Click Finish After clicking Finish, wait fr the Prepayments have been applied t prperty taxes screen t cme up and click Clse. Apply Prepayments When yu prrate fr the applied date f the prepayments, entries will be made t the GL, transferring the prepayment amunt frm the prepayments accunt ( ) t the prperty tax revenues. The prperty tax recrd will shw a transfer transactin n the Taxes/Fees tab fr each prepayment that was taken n the prperty taxes. 16

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