Liens Procedure

The Liens Procedure describes how to print the 30-day notices and the lien letters.  Using the lien routines you can set the parameters that control how liens are generated, print customer 30-day lien notices, assess customers for the cost of preparing and sending the 30-day notices, print customer lien letters, create customer lien transactions and then transfer their outstanding balances to liens if they do not make a payment by the due date specified.

Notes:  

• For a printed version of the Liens Procedure, see EDIFICE Customer Liens Process Instructions.

• If a utility has customer liens that have been manually maintained outside of EDIFICE and would like to have the liens added to EDIFICE, see Adding Existing Liens to EDIFICE or for paper instructions see Adding Existing Liens to EDIFICE Instructions.

Directions:

To see the steps for...

• Printing 30-Day Lien Notices, click More.

   

  Follow these steps to print 30-day lien notices for customers and to update the customer balances with the notice costs:

  1.  Perform Lien Parameter Maintenance to maintain the transaction codes, letter cost amounts, Current Lien Year and Current Lien Month for this 30-day notice cycle.

  2.  Run the Liens Prepare Notice Workfile routine to determine which customers will be in this 30-day lien notice cycle.

  3.  Run Lien Placement Report to see which customers are in the workfile.

  4.  Perform Liens Workfile Maintenance to delete individual customers from the lien workfile, when applicable.

  5.  Generate 30-day notice cost transactions to assess the customers for the cost of preparing and sending the 30-day notices.

  6.  Print the Liens Print Transaction Journal to proof and approve the customers and their associated notice cost transactions.

  7.  Use the Liens Transaction Entry routine to edit or delete any notice cost transactions that are incorrect or that should not update the customer's account, when applicable.
  Tip:  If you edit or delete letter cost transactions, reprint the Lien Journal for an accurate audit trail.

  8.  Print the 30-day notices.

  9.  Print mailing labels for the 30-day notices, if applicable.

  10. Mail the notices to the customers.

  11. Perform Liens Post Transactions if you want to post the 30-day notice cost charges to the customers' balances.  

   

• Printing Lien Letters, click More.

   

  Follow these steps to print the lien letters for customers and to transfer their outstanding balances to liens, if applicable:

  1.  Perform Lien Parameter Maintenance to maintain the transaction codes, letter cost amounts, Current Lien Year and Current Lien Month for this lien cycle.

  2.  Run the Liens Prepare Notice Workfile to determine which customers the liens are being prepared for.

  3.  Run the Lien Placement Report to see the customers in the Lien workfile.

  4.  Perform Liens Workfile Maintenance to delete individual customers from the lien workfile, if applicable.

  5.  Generate Lien transactions for the customer balances that will be transferred to liens.

  6.  Print the Liens Print Transaction Journal to list all customers in the lien Workfile along with their delinquent balance information.  Review this journal and check the accuracy of the prepared lien information.

  7.  Use the Liens Transaction Entry routine to edit or delete any lien transactions that are incorrect or should not update the customer's account, when applicable.
  Tip:  If you edit or delete lien transactions, reprint the Lien Journal for an accurate audit trail.

  8.  Print the Lien Letters after the Lien Journal has been printed and approved.

  9.  Print lien letter mailing labels, if applicable.

  10. Mail the lien letters to the customers.

  11. Perform the Liens Post Transactions routine to transfer the customer delinquent balance amounts to liens, if applicable.

   

• Printing both 30-Day Lien Notices and Lien Letters, click More.

   

  Follow these steps to print 30-day lien notices, to update the customers with the notice costs, to print the lien letters for customers and to transfer the outstanding balances to liens.

  1.  Follow the directions and perform the appropriate steps for Printing 30-Day Lien Notices including the step for performing Liens Post Transactions.

   

  2.  After printing the 30-day notices and running the Post Lien Transactions routine to post the notice costs to customer accounts (if applicable) stop and wait until the 30-day period has passed before continuing with the remaining steps of the lien process.  For questions, please contact NDS Support at 800-649-7754 or support@ndsys.com.

   

  3.  After the 30-day time period has passed, follow the directions and perform the appropriate steps for printing lien letters including the step for performing Liens Post Transactions.