Predistribution

Navigate: Tax > Distribution > Predistribution

Description

Use predistributions to determine the amount of money collected and the amount available for distribution. The amount collected is based on the entire tax year collection cycle. A predistribution is created by revenue source. The selection criteria during the distribution process is different for each revenue source.

Jurisdiction Specific Information

Riverside, CA

• Aumentum Distribution calculates the distribution of PTAC Costs for each district. The formula for calculation is PTAC Costs Allocation Factors X Total Administrative Costs = PTAC Costs. The calculation of the commission pulls in the original charges and applies apportionment factors to spread the 1% general tax across TAFs. The calculation prioritizes so that the direct credit commission is calculated first, then the PTAC cost commission calculates second and uses the results of the first commission in its calculation. As with other commissions, the PTAC commission amount shows as a reduction to gross distributions on all distribution process and distribution history reports. However, the commission sums together on these reports with other calculated commission since only a single column exists to show all distributions.

• SETUP: Set up an administrative (commission) PTAC fee via Tax > Distribution > Setup > Advanced Commission Setup. Set up the entitled distribution schedule via Tax > Distribution > Distribution Setup > Entitled Distribution Schedule > Set Up Entitled Distribution Schedule.

Steps

1. On the Search for Predistributions screen, select the Revenue source checkbox of the predistibutions for which to perform a search.

2. Select the Status checkbox of the predistributions you want to find. The predistribution statuses of created, approved, distributed, expired, or reversed appear in the Predistribution Status panel.

3. Click Search. Any predistribution records found with the specified statuses display in the Predistributions panel.

4. Perform any of the following actions:

   • Click Approve to approve the created predistribution record selected in the grid. A message at the top of the screen indicates it has been approved. The status changes when the approval is complete. If the approval process is busy, the Locked Process screen displays, and the approval process must be run at a different time.

   • Click Distribute to distribute the predistribution. Only approved predistributions are available to distribute. The Edit Distribution Items and Amount screen displays. From that point, you will step through various screens, depending on the predistribution created/selected until the distribution process is complete.

   • Click Delete to delete the predistribution record selected in the grid. Only distributions with a status of created or approved may be deleted. A message is displayed at the top of the screen to indicate the predistribution has been deleted.

     IMPORTANT: Use caution when deleting a predistribution. You cannot undo the delete!

   • Click Print in the Predistributions panel on the grid for the predistribution for which you would like reporting.

Print Predistribution Reports for the Selected Distribution

After clicking Print, a pop-up is displayed.

1. Choose one or more predistribution reports to print by checking the applicable checkbox(es).

NOTE: The Predistribution error report is only available if you selected to view reports for a failed predistribution.

2. Select the Report format from the drop-down list.

3. Accept the current Schedule date or enter a new date.

4. Click the Agency Search button to search for/select an agency,
   
   OR
   
   Click on an agency in the Agencies list and click the single right arrow button to move it to the Selected Agencies list; or click the double right arrow button to move all agencies to the Selected Agencies panel.

To remove any agencies from the Selected Agencies list, reverse the above process by selecting the agency and clicking the single left arrow button or click the double left arrow button to move them all back to the Agencies list.

5. Click Print. to open the Monitor Batch Process screen on which you can view the report generation progress. When completed, click on the item in the list to open the View Batch Process Details screen where you can open and view the report(s).

Create New Predistribution Record

Click New on the task bar. The Set Up a New Predistribution screen displays. Use this screen to set up a new predistribution. This is the only place to designate a predistribution as a final distribution.

Tips

Before using predistributions, the collections need to be balanced for a specific period of time.

The amount collected is based on the entire tax year collection cycle:

	collected amount
-	previously distributed amounts
-	disputed collection amounts
=	amount available to distribute

If the Locked Process screen displays, look at Concurrency Maintenance to see who is using the distribution process.

If a predistribution is approved in error, it must be deleted and recreated in order to correct it.

You can reverse a distribution as long as no checks have been cut and no other distributions have been run.

After you distribute a predistribution, the system marks all other distributions of the same type as expired.

When determining the amount available for distribution, the system takes the year-to-date collections and subtracts total distributions for the year (regardless of date). The beginning of the year is the start date for the fiscal year. The difference in how collections and previous distribution are calculated can have a large effect on the amount available to distribute.

A predistribution fails when all agencies are not mapped or when there are two or more distribution rules that affect the same data for the same tax year. If your predistribution fails, go to the Search for Predistributions screen. Click in the grid row of the failed predistribution, then click Print. The Predistribution Reports pop-up window displays. Select the Predistribution Failure check box, then click Print. The report displays the reason(s) for the failure.

Prerequisites

Distribution

• Distribution Rules - Rules must be set up

• Agency Mappings - All agencies must be mapped before you can create a predistribution.

• You must approve a predistribution before you can distribute it.

Configuration Menu

• Functional Calendar - The Distrbution calendar needs to be set up.

• Systypes - This is a user-defined systype:
  Charge Codes (for Fees and Miscellaneous Charges)

Levy Management

• Maintain Tax Authority - Set up at least one tax authority.

• Set Up Funds - Set up at least one tax authority fund.

• Set Up TIF Districts - Set up at least one TIF district.

Dependencies

• A predistribution must exist before you can perform a distribution.