Tips and Tools for tax offices

1. Tips and Tools for tax offices Roy Seaman and Jonathan Martin June 20, 2013

2. Tips and Tools for Tax Offices • We will be highlighting the following features today: • Store Select List • Document upload • Statements from any screen • Batch receipts • Phone/Email screen • Deposit out of balance fix

3. Store Select List • The Store Select list feature allows you to select a group of accounts and put them into a trigger table. From there you can print statements for them all at once, or even bring them into the Payment Process area to pay them all at once. • This feature is available on the Account Search screen.

4. Store Select List

5. Store Select List

6. Store Select List • First time, youmust enter a Sequence No., but afterwards it will default to that number. • After you press Save, you can then go pay these accounts or print statements using the sequence number you saved.

7. Store Select List

8. Store Select List - Payments

9. Store Select List - Payments • Enter the Sequence No.and press ‘Selected Accounts’

10. Store Select List - Payments

11. Store Select List - Statements

12. Store Select List – Second Time Can choose which request seq.to put it in

13. Document Upload • The Documents screen can be used to store and retrieve any type of document, spreadsheet or image and associate the document with an account or jurisdiction. Depending on a user's security settings, documents can be deleted or hidden from view. • This screen can be accessed from the Main Menu, the Tax Unit Maintenance screen, or the Fiduciary Master screen.

14. Document Upload Documents button is not Red

15. Document Upload • Exit to Main Menu, then go to Products / Documents

16. Document Upload • Click on Add Document

17. Document Upload • Fill in fields with requested info

18. Document Upload • Click Browse and find the file to be uploaded

19. Document Upload • Click Open and then click Upload Document

20. Document Upload • Now click on the Documents tab, then the star box at the far right

21. Document Upload

22. Document Upload • Now go back to Account Status – documents button is red

23. Document Upload • Click the Documents button – can click star box at right to see document

24. Document Upload • As mentioned before, can also see from Tax Unit Maintenance

25. Statements from any Screen • You can print a statement from any screen by going up to Statements in the Menu at the top of the screen • Doesnot have all of the options that are available through Online Products

26. Statements from any screen Choose Current/Delq Statements from Statements drop-down

27. Statements from any Screen

28. Batch Receipts for Deposits • To print receipts for more than one deposit at a time, you can use the BatchReceipt screen. • The receipts will have the same format as those printed from the payment screen or from the Reprint Receipt tab on the Online Product screen.

29. Batch Receipts for Deposits Choose Products / Batch Receipts

30. Batch Receipts for Deposits

31. Batch Receipts for Deposits • Fill in the date range that contains the desired deposits and then click ‘Select Deposits’

32. Batch Receipts for Deposits • Click on the deposit name and then click the single arrow pointing left to move it to the right column

33. Batch Receipts for Deposits • Click OK – deposit now appears in Deposits Selected area

34. Batch Receipts for Deposits • Now click Produce Receipts – depending on the receipt you use, you will go to BMI 14901, 14902 or 14903 • You can sort on zip code, remit seq, payer or account number

35. Phone / Email Screen • The Phone / Email screen allows users to view, add and update information to owners'phone numbers and e-mail addresses. • You must have the following entitlements to use it: • ACT_PHONE: View the Phone-Email screen • ACT_PHONE_ADD: Add new records to the Phone-Email screen • ACT_PHONE_UPDATE: Update existing data on the Phone-Email screen • Click on Accounts from any screen, then choose Phone/Email

36. Phone / Email Screen

37. Phone / Email Screen • Enter phone info on first tab, including extension if given

38. Phone / Email Screen • Can choose type of phone (home, work, etc.) from ‘Type’ star box

39. Phone / Email Screen • Can click on email tab and enter email info - click Save when done

40. Deposit Out of Balance Fix • If you have a deposit that is showing ‘Deposit Out of Balance’, you can correct this situation yourself. If you re-open the deposit, save it, then re-close it and save, it will update the Deposit Control total • This will not work if the message says ‘Remittance Out of Balance’ On those, you must contact ACT for assistance.

41. Deposit Out of Balance Fix

42. Deposit Out of Balance Fix These three numbers must match

43. Deposit Out of Balance Fix Change ‘Open’ to ‘Closed’ and Save

44. Deposit Out of Balance Fix • Re-print report