Batch Correspondence

Navigate: Closed Reports and Interfaces > Correspondence > Batch Correspondence

Description

Use this task to search for a particular correspondence data service and then generate batch correspondence.

NOTE: Because you could potentially be generating a significant amount of assessment notices for any of the following batch correspondence processes, they can take several hours to run and use significant system resources. It is recommended that you run correspondence batch processes during non-peak business hours.

Steps

On the Start Batch Correspondence screen, make a selection from the Category and Report drop-down lists.
In the Report Parameters panel, enter the Case Record ID and User Profile ID.
Enter the documentation type sent to the taxpayer and the case string.
Make a selection from the Outbound Queue drop-down list.
Make a selection from the Scheduling drop-down list.

Immediately – Batch correspondence will start when you click Run.
Future – Enter or select a date and time to run the batch correspondence.
Recurring – Make a selection from the Occurs drop-down list, enter or select a time of day, enter or select the start and end dates to run the batch correspondence.

Click Run in the Command Item bar.
View a history of the particular correspondence and all correspondence on the View Correspondence Process History screen.

Jurisdiction Specific Information

Generate Annual Assessment Notices as batch correspondence

Click Report and Interfaces > Correspondence > Setup > Report Setups.

On the Manage Report Setups screen, click New to create a report setup with the following selected:

Data Service = Annual Assessment E-Notice
Template engine = Mail Merge
Template = Annual Assessment Notice.docx
Click Save in the Command Item bar.

Next, click Reports and Interfaces > Correspondence > Batch Correspondence.

On the Start Batch Correspondence screen, select the setup you created.

NOTE: The only parameter should be Tax Year

Enter the Tax Year and click Run to generate the notices.

Send Annual Assessment notices to eGov using the Batch Correspondence process

Click Reports and Interfaces > Correspondence > Setup > Report Setups.

On the Manage Report Setups screen, click New in the Command Item bar.
On the Edit Report Setup screen, enter a description (e.g., Annual Assessment E-Notice) and use the following setup:

Output as PDF = checked
Create combined documents = unchecked
Create ZIP files of individual documents = checked

Click Reports and Interfaces > Correspondence > Batch Correspondence.
- On the Start Batch Correspondence screen, select the setup you created.
Click Run to generate a ZIP file of individual PDF documents for each assessment.

Create HOX Statements

Click Reports and Interfaces > Correspondence > Batch Correspondence.

On the Start Batch Correspondence screen, select AA from the Category drop-down list.
Select BOE266 Homeowners Property Tax Exemption – HOX Claim Form from the Report drop-down list.
Make one or more selections from the Property Class Subcategory drop-down list.
In the Days Since Transfer field, enter a value.
Optionally, click Review Data to preview the PINsHOApp information.
Make a selection from the Outbound Queue drop-down list.
Make a selection from the Scheduling drop-down list.

Immediately – Batch correspondence will start when you click Run.
Future – Enter or select a date and time to run the batch correspondence.
Recurring – Make a selection from the Occurs drop-down list, enter or select a time of day, enter or select the start and end dates to run the batch correspondence.

Click Run in the Command Item bar.

To review the statements, click Reports and Interfaces > Correspondence > Process History.

On the View Correspondence Process History screen, select Assessment Administration from the Outbound Queue drop-down list.
Click View for your HOX claim form.
On the View Correspondence Process screen, click on the Files tab to locate the PDF file(s).