Transcript LGC Trustee - Local Government Corporation

Trustee Efficiency Options
In this session we will discuss reconciling ACV’s, importing mortgage
company files, mortgage company batches, and Ad Valorem updates.
You can request a file from the state for ACV payments. The state will e-mail these
files to you along with the ACV Payment Register. This file can then be used to
reconcile the ACVs in your software.
The electronic payment file
attachment from e-mail will need
to be saved to a folder that you
can access from the server.
You can usually save this file by right-clicking and choosing “save as” or you may
have the option to choose “save attachments”. Be sure to browse to the proper
location to save the file.
After you have saved your ACV payment file,
load it in the software to mark the paid ACV
records as reconciled.
Trustee, Other, Reconcile ACVs
Select Reconciliation Method “Batch Import File”.
The “Single Record Maint” will take you to the
screen where you can still manually reconcile
individual ACV records.
Browse to the location of your
reconciliation files, click on the
filename you wish to load to highlight
it and click OK.
You will have the option to print the ACV Batch Report or to Import the Batch. The
ACV Batch Report will list the ACV Records in the file to be reconciled along with any
errors.
If you choose to Import the Batch without running the batch Report, you will still be
prompted to view or print the report after the file is loaded if there are any errors.
Sample ACV Batch Reconciliation List
You will need to investigate any
errors and manually mark any
ACVs as reconciled that are not
processed due to errors. (Note:
Those paid to applicant are not showing
applied in the software and can’t be
marked as reconciled)
To confirm reconciled totals, run the ACV listing for the reconciled date of the file you processed.
Trustee, Menus, Reports, Other A-L, ACV
TRQ190
2012/03/05 08:32:54
TOWN OF SAMPLE VILLE
FlexGen4(7.0U)
Page:
1
ACV Listing By Receipt No
Receipt No
Parcel ID/Property Address
Total Taxes
ACV Amount
Applied
Reconciled
2013-0001878
01-139- -139- - -013.00- -000
OAK GROVE RD 1185
Applied Date: 10/21/2011
XXXXXXXXXXXXXXXXXXXXXXXX
100 OAK LANE
COLUMBIA, TN 38401
1,050.00
1,050.00
YES
01/24/2014
2013-0025800
05-111-O -111-O -A -044.00- -000
MARSHALL STUART DR 405
Applied Date: 10/21/2011
XXXXXXXXXXXXXXXXXXXXXXXX
456 MAPLE LANE
COLUMBIA, TN 38401
512.00
175.00
YES
01/24/2014
----------------8,389.00
----------------4,651.00
Tax Year: 2013
Beginning Receipt Number:
Ending Receipt Number:
Beginning Paid Date:
Ending Paid Date:
Beginning Reconciled Date:
Ending Reconciled Date:
Name
0000000
9999999
01/24/2014
01/24/2014
01/24/2014
The totals at the end of the “ACV Paid to Jurisdiction” section of the Pay Register Report from the state should
match the total of the reconciled ACV report from your trustee software.
XXXXXXXXXXXX
123 ANY STREET
1/24/2014
Columbia, TN 38401
XXXXXXXXX
456
Maple Lane
XXXXXXXXXXXXX
Columbia, TN 38401
1/24/2014
Trustee – Other – Mortgage Co. Pymt File Import
This option allows you to load your mortgage company payment file from diskette, CD, flash
drive or from an e-mail attachment saved to a folder you can access from your workstation and
server.
Make sure you have your media inserted in the appropriate drive at the server or you have saved your
e-mail attachment to a folder you have access to from the server.
When you select Mortgage Co. Payment File Import from
the menu, a “Select Files” box will open.
Click on the drop-down arrow to select the drive your
file is located on. You may have to double-click on the
drive letter once it is selected to view the folder list.
When you have browsed to the correct file location, click on your
payment file name to highlight it and click OK. This will import
the payment file for processing.
Note: The payment file name can be anything as log as it does not contain spaces or symbols (such as:
&_$@!, etc.) and it is not more than 24 characters in length.
After importing your mortgage company file, go
to Mortgage Co Batch Extract to create your
batch(s).
You will be prompted to print the
“Prior Payment Batch Error List”
In this Example, a receipt for 803.00 has already been paid in full.
After you have printed the Prior Payment Batch
Error List you will get a message saying the query
has completed and asking if you want to execute
again. If you don’t need to reprint the report you
can answer NO.
Next, you will be prompted to print the
“Master Record Batch Error List”. Click OK
to run the report.
CAUTION: Often users will select Cancel on
this message thinking it is still asking to print
the first report again
If you fail to print both of the error reports, the only way to recreate them is to delete any batches
created from the extract and do the extract again.
To process mortgage company payment batches,
go to Daily – Batch Property Tax Receipting.
You can do a LookUp to Find and Select a batch
for processing
The Payment Date and Penalty Date default
in. Make sure these dates are correct.
Correct dates if necessary and press Enter for the
Options menu.
Select Receipts will bring up the receipt search options
where you can find and tag additional receipts to add to
the batch if necessary
Batch Options brings up the Batch Options menu:
You can Print/Display the batch prior to processing the
receipts, but the Print Receipts and Batch Report with Payment
Info can not be done until after the receipts are processed.
Choose Process Receipts to bring up the
Batch Process Receipts screen
It is very important that
you key in the correct
amount tendered for the
batch and flag the
overpayment field
appropriately.
If you fail to put this
information in correctly,
you will be out of
balance.
In this example, we have
an overpayment of 803.00
When finished entering
the batch payment
information, press Enter
and select Yes to
continue.
The system returns to the Batch Options menu
where you can print the receipts or a batch report
Batch Report with Payment Information
This report contains the Payment Information as well as each receipt with the amounts for
those receipts. You may find this to be a good alternative to printing individual receipts.
The state will usually have your Ad Valorem (Public Utility) tax files ready in January each year.
Many of you may enter those into your software manually, but it is a quick and fairly painless process
to automatically load them in using the State Public Utility Extract option in your LGC software.
The Public Utility Tax Load option is found under Trustee , Menus , System Admin , Property Tax
The Public Utility file (TRPU.FLE) is copied to the
files directory on your server.
After this is done, you can run the State Public
Utility Report. This report will list the Public
Utility records that will be loaded into the
software with totals at the end of the report.
Always verify totals before doing the step to
extract and load the Public Utility taxes.
To load the Public Utility Taxes, select “State Public Utility Extract” from the menu.
You will be prompted to continue - Select OK
You may see and “Extract/Update in Progress”
box, but often the records are loaded so quickly
that you won’t see this.
When the screen goes back to the menu, the Public Utility taxes have been loaded.