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Advanced Tools for Account Searches and Portfolios

Advanced Tools for Account Searches and Portfolios. Dawn Gamache Cindy Bylander. Searching 2,461 accounts. Restricting Search to Unpaid. Move to Statement List - Select. Move to Statement List - Store. Move to Statement List - Save. Move to Statement List - Select.

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Advanced Tools for Account Searches and Portfolios

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  1. Advanced Tools for Account Searches and Portfolios Dawn Gamache Cindy Bylander

  2. Searching 2,461 accounts

  3. Restricting Search to Unpaid

  4. Move to Statement List - Select

  5. Move to Statement List - Store

  6. Move to Statement List - Save

  7. Move to Statement List - Select

  8. Choose Additional Accounts

  9. Add to Saved List

  10. Add New Accounts

  11. Use Select List to Create Statements

  12. Enter Select List Number (Request Seq No.)

  13. Postcards or Other Statments

  14. Use the Select List to Create a Payment Agreement

  15. Importing to Payment Screen

  16. Imported Accounts

  17. Pay Accounts • Wait for it…… • Wait for it….. • Wait for it…..

  18. Portfolios – What, Why, When, Where and How What: • A group of accounts payable with one check or credit card/eCheck Why: • Users can leave & return without losing their list of accounts • Fiduciaries can create and maintain their own portfolios • Lock (freeze) accounts and amounts due as of a given date • Pay by credit card or eCheck

  19. Portfolios – What, Why, When, Where and How When & Where: Batch Payments from within ACT 7 • Scan or key in account numbers (as many as you want) • New searches by attorney ID or owner ID • Change As Of Date • Create Excel spreadsheet • Lock the portfolio • Post with Portfolio ‘wizard’

  20. Portfolios – What, Why, When, Where and How Mortgage Companies or Individuals on Tax Office Web Site • Search by name, account number, location, fiduciary number, add or delete accounts • Change As Of Date • Lock the portfolio and pay online by credit card or eCheck • Tax office can post with Portfolio ‘wizard’ • Create Excel spreadsheet

  21. Portfolios – What, Why, When, Where and How How – Batch Payments: From the ACT 7 main menu select Payment and then select Batch Payments from the dropdown menu

  22. Portfolios – Client Preferences, Entitlements Client Preferences • INTERNET_CURR_YEAR: affects all web site data • PORTFOLIO_LOCK_AMT: set  to either CURRENT (for locking only current year amounts due) or TOTAL (for locking total amounts due). Entitlements • PORTFOLIO – to access internal portfolio PORTFOLIO_LOCKBOX – to access portfolio payment wizard

  23. Portfolios – Tasks/Jobs, Help URL Tasks • Manage Internet Payments Job (ACT created) • Head Cashier Online Help Link: • http://www.acttax.com/tcs/Batch_Payment_Entry_-_Portfolios.htm

  24. Create a New Portfolio Click Create a New Portfolio

  25. Create a New Portfolio Enter a Login Name Enter a Password Re-enter Password to confirm Click Create a New Portfolio

  26. Create a New Portfolio Click Start Using My Portfolio to open your portfolio. If people forget their passwords, have them create a new login name and password and re-create the portfolio.

  27. Change As Of Date for Levy Due This affects calculations for account on the Account List page. Once submitted, all amounts will be as of the new date until the browser is closed.

  28. Searches – Available within TCS and for external users

  29. Searches- Within TCS Only Includes Owner ID and Attorney searches

  30. Add Accounts Manually Select Add Portfolio Accounts

  31. Add Accounts Manually • Enter Account Numbers (manually or with a scanner) • Click Add These Accounts

  32. Searching, cont’d. After the accounts have been added:

  33. Delete Accounts • Select the accounts to delete by checking the check boxes • Click Delete Selected Accounts

  34. Create Excel Spreadsheet • Click the Excel version link • Click the Download Your Spreadsheet link on the next page • Select Save (not Open)

  35. Excel Spreadsheet The .csv file name is auto-generated.

  36. Portfolio Locks • Create a Portfolio Lock - Lock by amounts due by exact amount - Lock by amounts due and pay off one account at a time (if you don't want to pay only the locked amount) - Lock by attorney (inside TCS only) - Lock half-pay amounts due for specific tax units • View Existing Portfolio Locks (a link at top of page)

  37. Lock Portfolio Accounts • Select the accounts to lock by checking the check boxes • Click a Lock option

  38. Lock Portfolio Accounts • Enter a Lock Description • Change Lock Amount as neededto match check amount • Click Lock Accounts & Amounts

  39. Lock Portfolio Accounts The Lock ID is used when posting the payments for these accounts for the locked amounts. You can write it down or click View My Existing Locked Portfolios.

  40. Portfolio Payment Wizard On the Main Menu, select Portfolio Lockbox from the Payment drop-down list

  41. Portfolio Payment Wizard • Enter the Lock ID for the portfolio you want to post • Press F8. The number of accounts and total amount locked will appear. • From Lock ID field, press Tab

  42. Portfolio Payment Wizard • Select Fiduciary(alternate payer) • Choose Payment Type: check, credit, eCheck, money order, EFT • Enter Check No.and Deposit No. • Change Depositand Receipt Datesif needed Check No. needed only if paying by check

  43. Portfolio Payment Wizard • Change Special Rule if needed (see online help ) • Apply By: • - Exact Amount (check amount equals locked amount, posts exact amounts locked) • - By Account (pays one account at a time, over/under amount applied to last account)

  44. Portfolio Payment Wizard • Leave Process Option set to Edit • Click Submit Lockbox; a Request Seq. appears • Click Refresh Status until End Time Appears • Check lockbox reports in Batch Menu as normal

  45. Portfolio Payment Wizard If the Edit reports are correct, post the portfolio • Return to the Portfolio Lockbox screen. From the Lock ID field, press Tab • Click Add Job Request to add a new line • Change Process Option to Post • Click Submit Lockbox; a new Request Seq. appears • Click Refresh Status until End Time Appears

  46. Pay Locked Portfolio with Credit Card Some tax offices allow taxpayers or fiduciaries to pay locked portfolios by credit card or eCheck on the website. (To post these, use the Portfolio Lockbox wizard just shown.) Click Pay by Credit Card

  47. Pay Locked Portfolio with Credit Card Lock ID, user name, locked amount and lock description are givenat top. Payment amount cannot be changed, unlike credit cardpayments for single accounts Fill in payer information asnormal for credit cards

  48. Pay Locked Portfolio with Credit Card A typical confirmation page. Lock ID, etc. are given

  49. Pay Locked Portfolio with Credit Card

  50. Pay Locked Portfolio with Credit Card This confirmation page appears afterentering credit cardinformation.

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