Selected Bill Processing

Navigate: Tax > Billing > Bill Processing > Selected Bill Processing

Description

Use this task to print or export a subset of bills outside of the mass billing process or when you need to assign a particular billing related flag to a group of revenue objects.

Steps

1. On the Select Bills or Revenue Objects screen, make a selection from the Process drop-down list and create the list of selected bills. Compile the list by manually entering PINs or bill numbers, scanning bills, and/or importing a file.

2. Click Add to List.

• You can also search for revenue objects for which you don't know the PIN or bill number.

  NOTE: The Selected Bill Processing task works with PINs and bills. In PIN mode, the only search that yields more than one record is an account number that is associated with more than one revenue object. When Certificate of Taxes Due is selected, the PIN is displayed instead of the Bill Number and the Limit search to bills within the selected effective year checkbox is not available.

3. In the Select Individual Items panel, select the checkbox for one or more bills to process if there are multiple bills for a revenue object in the list. Click Return.

4. In the Selected items panel on the  Select Bills or Revenue Objects screen, select the checkbox for one or more items in the grid and click Next.
5. On the Assign Flags to Revenue Objectsscreen, attach a flag to a group of revenue objects to process the bills together. Flags are displayed with the revenue object in Information Center - Tax Detail.
6. Click Next.

7. On the Print or Export Selected Items screen, select bills you want to provide to financial institutions (lenders), or reprint groups of individual bills.

   • If the report is not already defined, make a selection from the Report drop-down list.

   • Make a selection from the Bill sort rule drop-down list. For example, if you have imported a mail presort file sorted by third-party software, you can select the Mail Presort Import rule. Other sorting rules are user-defined via Tax > Billing > Setup > Sorting and Grouping Rules.

   NOTE: The Selection Order rule prints bills in the order in which they were added on the Select Bills or Revenue Objects screen.

   • Select the Use Bill Grouping Rules checkbox, if necessary.
   • Make a selection from the Report format drop-down list.
   • Enter or select a Good Through Date. After this date, penalty and interest charges may accrue.
   • Enter or select an Effective Date. This date is printed on the bills and indicates when they were issued. The effective date is used to make sure bills are sent to the correct address for "snowbirds" (parties whose residence changes seasonally). To do this, the system looks at the effective date entered here and the correspondence type entered for the mail-to legal party in Report Setup to find the address to use for a specific party.
   • Define the minimum and maximum print amount to include in the report.

   NOTE: If no values are defined, all bills print regardless of total amount.

   • Make a selection from the Attachments drop-down list.
   • Select the Generate bill key file checkbox, if necessary. The Monitor Mass Processes screen opens automatically when you click Queue Process. There is an additional Electronic delivery status label below the Status field on that screen, which includes the following messages:

   • Waiting for mass process to complete

   • No eGov registrations were found – if the process completes and there were no legal parties configured for e-bills

   • Ready to queue to eGov – if it completes and there were legal parties configured and the Queue electronic bills to eGov checkbox was not selected.

   • Sent __ files to eGov – if it completes and there were legal parties configured and the Queue electronic bills to eGov checkbox was selected.

   • In the Schedule Options panel, enter or select the date and time. For jurisdictions with additional fields:

     • Select the Report-Specific Parameters.

     • Select the Requestor from the Standard Request panel.

     • Optionally, define the name and address information in the Manual Request panel.

8. Click Queue Process to submit the process to batch. The Monitor Batch Processes screen appears (from where you can view batch process details). It begins processing as soon as the queue is open after the selected start date and time. When the process is complete, you can open the tax bill file from the View Batch Process Details screen and send the bills to the printer.

   NOTE: A Selection Criteria Report that shows your selections is output as part of the batch process.

   • Click Previous to return to the Select Bills or Revenue Objects screen.

   • Click Close to end the task.

Additionally, all electronic bills are included in the standard BillKey.txt file, at the end. Legal Party Name is included in this file. Index data includes PIN, tax year, bill number, date generated, and doc report name.

Application Settings

Set the Records Global Search Result Limit application setting to the number of results you want to received for one search. A message displays for searches that return more than the limit.

Prerequisites

Billing

• Report Messages – Report messages must be set up.

• Report Setup – Report types must be created.

• Value Maps – Value mappings must be set up.

• Charge Maps – If your jurisdiction uses charge mappings, they must be set up before you can process bills. When using charge mappings, all TAFs must be mapped before you can print/export tax bills, tax statements, or Truth in Taxation notices.

Configuration Menu

• Maintain Functional Calendar – The functional calendar for the appropriate tax year must be set up before processing selected tax bills.

• Flag Setup – Flags must be defined before bills can be flagged in Selected Bill Processing.

Levy Management

• Maintain Tax Rolls – A tax roll must be created before bills can be processed.