Report Setup

Navigation: Asmt Admin > Reports & Extracts > Report Setup > Report Setup

Description

Use this task to create and print reports, including tax bills and assessment notices.

Report Setup is used to specify form and other content, including messages, coupons, and parties. You can assign reports to specific modules, and each module can have a default report setup. You can also define the legal party name and address to whom a tax bill or notice is sent as well as the bill data that is exported.

Steps

1. On the Search for Reports screen, click New in the Command Item bar.

   OR

   Enter a keyword in the Report setup description field and click Search to filter the Report Setup Search Results panel.

• In the Report Setup Search Results panel, click to select an item in the grid.

2. On the Maintain Reports screen, enter a description and select each checkbox as needed.

   • Select the Default for Taxation checkbox if this report setup should be the default. It is important to select one default report setup so that whenever a report is not specified, a report still prints using this report setup.

   • Select the Use current situs and legal description checkbox to include the revenue object current situs address and legal description on the report.

   • Select the Use Records mailing address setup checkbox if you want to use the records mailing address on the report. This is the address on the Mailing Address Search screen in Records.
     
     If you select this option, the following two fields are displayed:

   • Correspondence type drop-down list – Select the type to determine the Records mailing address to print on the bill.

   NOTE: Correspondence types are systypes, which are managed via Configuration > Systypes. Select Correspondence Types for Records from the Systype category drop-down list.

   • Select the Owner of record as additional party checkbox for your coupon if your report is designed for that option. If you leave this checkbox blank, the same address will be used for the mail-to and coupon sections of the bill.

     NOTE: This option only works when one bill is printed and mailed per revenue object.

   • Select the Combine XML files checkbox to combine multiple billing run XML files into one file.
     

3. In the Document Information panel, click Edit to make changes on the Maintain Report Document Information screen.

4. The Party Information panel displays the legal party roles that will print in the mail-to and coupon sections of the report. Click Edit to make changes on the Maintain Report Legal Party Print/Export Rules screen.

NOTE: This panel does not display if the Use Records mailing address setup checkbox is selected.

• Selected Party Infopanel

5. The Module Information panel displays the Aumentum modules that use the report type. Click Edit to make changes on the Maintain Report Modules screen.

6. The Export Information panel displays the billing data that is exported when the export data process is selected on the Print or Export Tax Bills screen. Click Edit to make changes on the Maintain Report Exports screen.

7. Click Save.

   • Click Copy to make a copy of the report format. The Description field displays the words Copy of preceding the format name.

   • Click Previous to return to the Search for Reports screen without saving the changes.

   • Click Delete to remove the report setup from the database.

   • Click Close to end the task.

Prerequisites

Assessment Administration

• Report messages must be set up if they are to be displayed on the report for assessment notices.

Billing

• OCR and bar code formats must be set up to include them on a report.

• Charge maps must be set up if the selected report for the report setup has a charge mapping section on it.

• Report Messages must be set up to include them on a report.

Configuration Menu

• Calendar – The Tax Year and Levy calendars must be set up before you can print Billing or Assessment Administration reports for that year.

• Flag Setup – Define any flags that you will use to include or exclude reports from the report setup. Returned Mail and Sample Revenue Object flags are the ones currently used for Billing. They are assigned the entity type Revenue Object in the flag setup.

• Systypes – User-defined systypes to set up are:
  Flag Type – You can add flags here, but preferably use Flag Setup to add the new flags (which are flag type systypes) so that you can also assign the flag values and entity type.
  Flag Value – Add new flag values. You must use Flag Setup to add assign the flag values.
  Roll Types – Property tax roll types.
  Tax Change Reason Codes – The codes used to flag changes to tax charges.
  Tax Type – The types of tax you want available, for instance real and personal.

• Set up the modules available for association with report setups in Systype Maintenance. Select the "Limiting Tasks to Aumentum Modules" systype category, then the Bill Type Modules systype to add or delete modules.

Dependencies

• Reports must be set up before you can print/export bills, Truth in Taxation notices, or assessment notices.

• You must set up reports before you can process selected bills.

• You must have a default report setup set up for the Cashiering module. The default report setup you set up for Cashiering is the only report setup that is available to print from Cashiering. You cannot print bills from Cashiering if a default report setup is not selected.

Tips

View the Tax_Bill_Header.pdf, available in the Aumentum Help Center, for more information on how to set up billing criteria to produce different legal party information in the header of your tax bill.