Credit Voucher

Navigate: Closed Tax > Accounts Receivable > Manage Payments > Credit Voucher

Description

Use the Credit Voucher task to maintain and generate credit vouchers, for example, for a negative extension.  A surplus is created when a negative extension occurs. A negative extension is also called a negative supplemental.

Certain jurisdictions can by law apply the surplus automatically towards unpaid delinquent charges but not towards current unpaid charges. Your jurisdiction may determine that the taxpayer can use the surplus as a credit towards other taxes due. In these situations, you can issue a credit voucher rather than a refund check.

NOTE: A data service for Post Taxes Completion Notice is available for setup (Reports and Interfaces > Data Services) as part of the extension process for the purpose of generating the Tax Extension Certification Affidavit to the Treasurer-Tax Collector from the Auditor-Controller certifying the extended secured, unsecured, and SBE rolls are extended and ready for billing. Contact your Aumentum Support representative if you need assistance setting up this data service to generate the affidavit.

IMPORTANT: Contact your Aumentum Implementation team to set up this task.

NOTES TO IMPLEMENTATION ABOUT SURPLUS, CREDIT VOUCHERS, AND CLAIM FORMS: County business process should be to first determine whether delinquent or defaulted taxes are due and apply the surplus to those charges, then select any remaining surplus for which there are current taxes due and generate the Credit Voucher.

From the Search results, determine which records should be used for the Credit Voucher.

Once a Surplus is selected for Credit Voucher and goes through the Credit Voucher process, Aumentum modifies the Surplus Subcode to be Credit Voucher. As part of other business processes, you should not select a Surplus with the Surplus Subcode of Credit Voucher when determining which Surplus items receive claim forms, since a Surplus that has received a credit voucher should not receive a claim form.

Steps

To process a credit voucher:

  1. On the Search for Payments/Surplus screen, enter your search criteria and click Search.

  2. On the Payment Search Results screen, select the checkbox for one or more items in the Search Results panel and click Next.

  3. On the Print Credit Voucher screen, click Edit for an item in the Report Setup panel.

    • Click Edit next to the Default Recipient Name/Address column to open the Refund Correspondent Name/Address screen.
    • Click Edit next to the Primary Owner Name/Address column to open the Primary Current Owner screen.

      • If the Social Security or Federal ID number is missing from the primary owner account, enter it on this screen and click Apply. You automatically return to the Print Credit Voucher screen.

  4. Click Print. Aumentum then:

    • Runs the refund process for the selected records. The existing check for valid refund recipient address information is skipped; a valid address is not required for generation of a Credit Voucher.

    • Uses the standard Calculation for Refund Interest.

    • Reverses the Refund & Interest lines out of the Refund back to Surplus with new a subcode of Credit Voucher for the main surplus, and Surplus Interest for any interest added.

    • Creates an off-setting Inactive APPmtDetail record.

    • Creates a surplus records for the original surplus amount and a corresponding surplus record for the surplus interest, if applicable, both of which are tied together under the same surplus number.

    • Generates the Credit Voucher document based on a template designed by the county using the Credit Voucher datasource.

Prerequisites and Setup

Payment Allocation Rule Configuration must be set up via Tax > Accounts Receivable > Payment Allocation Setup > Payment Allocation Rule Setup.