Post Tax Bills Instructions

The Post Tax Bills program calculates the tax charges and creates the corresponding tax detail transactions for each billing within the tax year.

Notes:

• Refer to the Tax Billing and Lien Notice Runbook for guidelines about when to post tax bills.

• Regardless of the number of billings in a year, you only run the Post Tax Bills program once per tax year.  Then you can print the tax bills as often as necessary.

• For the first billing, you must print the tax bills before running Post Tax Bills.

• Back up your data before running Post Tax Bills.

• Post Tax Bills uses the following tables:

• TB-GL contains the Taxes Committed and Taxes Receivable General Ledger Account Numbers.

• GL# contains General Ledger Account Numbers and tax years.

• TBDIST determines how to divide the tax amounts among multiple tax billings.

• The setting for Itemize by Year? in the Company Control Options for the Tax System controls whether the year (YY) is used for the General Ledger Account Number suffix.  To see details, click More.

  If the setting is...

  • (N)o, then the entire General Ledger Account Number in the GL# table, including the YY suffix, is used for the transaction General Ledger Account Number.
    Example:  If the General Ledger Account Number in the table is 5003, then the transaction posts to General Ledger Account Number 5003.

  • (Y)es, then the YY suffix of the General Ledger Account Number in the table is replaced by the year portion of the Due Date entered for the transaction.
    Example:  If the General Ledger Account Number in the table is 5003, and the Due Date is 0104, then the transaction posts to General Ledger Account Number 5004.

   

• To create supplemental tax charges after Post Tax Bills has been completed (anytime during the year), refer to Tax Charge Entry.

• For more information about running reports, see Print View.

• To see a list of functions performed by the Post Tax Bills program, click More.

   

  • Calculates the tax charges using the tax rate from the prompt window in the following formulas:

  • Real Estate Tax Accounts:
    Total Tax Due = [Land Value + Tree Value + Building Value - Exemptions Total for Property - Exemptions Total for Credits] X [Tax Rate/1000]

  • Personal Property Tax Accounts:
    Total Tax Due = [Machinery Value + Furniture & Fixture Value + Watercraft Value + Miscellaneous Value] X [Tax Rate/1000]

  • Creates tax detail transactions with the 01 Tax ChargeTax Type Code for each billing option, and assigns the proper Due Dates to the transactions.
    
    Example:  If the municipality follows the two-billing method, and the annual tax for a Tax Account is $2000, the posting program creates two detail transactions with tax charge amounts of $1000 each.
    
    Note:  You can control the percentage of the total tax amount applied to each detail transaction by updating the TBDIST table.  In this example, TBDIST contains 50.00 (50%) for each billing.
     

  • Creates new Tax Billing Tax Accounts (also referred to as Tax Masters) from the Assessing module.
    Note:  Any paid up accounts are deleted by the Year End Roll prior to running Post Tax Bills.

  • Updates the Balance for Current Year to reflect the amount of the tax charges.

  • Updates the Tax Master information from the Assessing module including owner information, assessment values for property, exemptions, and optionally, mortgage information.

  • Creates summary General Ledger journal entries that reflect the total tax amounts posted.

  • Prints the Tax Bill Totals Posted report, which is a summary page listing the credit and debit totals.

   

Directions:

• To open Post Tax Bills, click Tax Work from the Menu Bar, and next click Post Tax Bills.
  Keyboard shortcut:  [ALT] [a] [o]

• At the Post Tax Bills prompt window, choose the selections.  To see the prompt options, click More.

   

  Post Tax Bills Prompt Options
  Real Estate Billing Option	For Tax Accounts with a Real Estate Account Type, click one of the following options in the drop-down list.  Each billing option corresponds with the number of Due Dates in the tax year.  Required. One Bill System Two Bill System Three Bill System Four Bill System Note:  For each billing, the posting program creates a tax detail transaction with the Tax Type Code of 01 (for Tax Charge).
  Personal Property Billing Option	For Tax Accounts with the Personal Property Account Type, click one of the following options in the drop-down list.  Each billing option corresponds with the number of Due Dates in the tax year.  Required. One Bill System Two Bill System Three Bill System Four Bill System Note:  For each billing, the posting program creates a tax detail transaction with the Tax Type Code of 01 (for Tax Charge).
  Warning	This Routine is for the First Billing Only. Has the first bill print run been completed?  Required. If you have not yet printed the tax bills for the first billing, click Cancel to escape from this program.  Then refer to the runbook and follow the Web Help instructions for printing Real Estate Tax Bills and Personal Property Tax Bills. Note:  If you click Post while this box is cleared, you will see the following error: Or, if the tax bills for the first billing have been printed, click the box so the check mark appears and you will be able to run the post routine.
  Due Date - Billing 1	Enter the calendar date to be applied to the detail transaction for the first Due Date.  (MM/DD/YYYY)
  Due Date - Billing 2	Enter the calendar date to be applied to the tax detail transaction for the second Due Date.  (MM/DD/YYYY) Note:  This value is activated only if you specified two or more for the billing option.
  Due Date - Billing 3	Enter the calendar date to be applied to the tax detail transaction for the third Due Date.  (MM/DD/YYYY) Note:  This value is activated only if you specified three or more for the billing option.
  Due Date - Billing 4	Enter the calendar date to be applied to the tax detail transaction for the fourth Due Date.  (MM/DD/YYYY) Note:  This value is activated only if you specified four for the billing option.
  Tax Rate	Enter the mill rate (dollars per $1000 of valuation) used to calculate the tax charges posted to the detail transactions.  (2.2)
  Tax Year	Enter the tax year for the tax bills.  (2.0 YY) Example:  03 (for 2003)
  Update Mortgage and Deed Info?	To update the following fields in each Tax Account from the Assessing module, click the box so the check mark appears: Mortgage Holder Code Mortgage Number Mortgage Book Number Mortgage Page Number Note:  The program updates all four mortgages available for each Tax Account. Or, to skip the updates, clear the box.
  GL Period	To specify which General Ledger Period to update with the tax amount, click one of the periods in the drop-down list (1-13).
  Printer	Displays the default printer number.  For more information, see Printing Options.
  	To run the posting routine and print the summary report, click Post or press [ENTER] if the button is in focus. Keyboard shortcut: [ALT + p]   Note:  To determine when the post routine is complete: If you specified the Printer Number for Print View, you will see the Tax Bill Totals Posted Report in the Print View window.  You can then print the report and close Print View.  Then click Cancel at the Prompt window. Or, if you specified a Printer Number for a printer other than Print View, the Processing message on the Status Bar disappears and the Prompt window automatically closes.
  	To escape from the post routine, click Cancel. Keyboard shortcut: [ALT + c]

• To see the report sample, click More.

• To see descriptions of the report fields, click More.

   

  Post Tax Bills Report Fields
  Taxes Rec	Total Taxes Receivable Amount
  Taxes Comm	Total Taxes Committed Amount