ACT User Conference 2013

E-Statements Shopping Carts Secure FTP 2

2011 Legislative Change – HB 0843 Effective with 2012 tax year Owners can register to have certified statements sent electronically Must register on or before September 15 Once registered, s are sent annually until revoked in writing 3

_ADDR_OF_E-STMT_SUBMITTER: address to use as the 'From' address for s sent from TCS. This does not need to be a valid address unless your tax office wants to track which s bounce back (i.e., fail to reach the recipient). E-STMT_ _DO_NOT_REPLY: If set to Y, a DO NOT REPLY TO THIS message appears on the s sent to taxpayers. If it is set to N, then the DO NOT REPLY does not appear. JUR_ADDRESS1, JUR_ADDRESS2, JUR_ADDRESS3 4

E_STMT_BEGIN_YEAR: First year an account with a new request can receive ed statements (change to next year after Sept. 15 of each year) STMT_IMAGE_URL: Directory path used for storing the ed statement pdf files for retrieval on the E-Statement screen. The default path is statements/[client]/ 5

Entitlements: E_STATEMENTS: View the E-Statement screen. E_STATEMENTS_UPDATE: Ability to expire requests, update the Bad Address flag, and add new requests on the E-Statement screen. Task – Manage E-Statements ACT Jobs - Cashier1, CashierNo2, Head Cashier 6

Click link 7

Owner? If not, you cannot register. 8

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_ADDR_OF_E-STMT_SUBMITTER E-STMT_ _DO_NOT_REPLY 10

Web Site 11

Request Date - Date the request was made on the tax office web site. Expired Date - Date the request for this account and address was expired. Sent Date - Date the statement was produced for that year and link was ed. Year – Most recent tax year of the certified statement. Stmt Seq - Tax year of the statement unless it was created by a print vendor. 12

Manage ed statements that bounce back due to a bad address. Possible only if the preference _ADDR_OF_E-STMT_SUBMITTER is set to a valid (real) address and if the IT (information technology) department at your tax office can provide a way for you to see which messages were bounced back. 13

Click in the correct request row, then click the Bad Address box. 14

To prevent ing of statements in the future, click the Expire box for the correct row. 15

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Click in blank line. Enter account no., press Tab. Enter Address. Click Save New Requests button, then OK. 17

If multiple requests exist for same account, one statement per address is sent. Statements are not ed to account/ combinations flagged with a bad address. Statements are not ed to accounts with requests that are expired. 18

Run batch menu no (Create Fiduciary Requests for E-Statement Accounts) to create fiduciary requests with type of 'ES' for active e-statement requests. Used during the certified statement billing process to either include or exclude these requests from files being sent to print vendors. 19

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More fiduciary requests than statement requests because – E-statement requests require owner information the year the request is made. Fiduciary requests can be made for future years, when owner information is missing. In this case, owner information is missing for some accounts for 2012 (assume, for ex., that certified roll is not loaded yet for 2012). After certified roll is loaded, the receivables and owner will exist and statements can be printed. 21

Exclude these accounts from the printing vendor's file (done by ACT on the statement wizard by selecting/deselecting 'Group 5', the e-statement accounts group.) If not using the statement wizard, you can prevent statements from printing by setting the ES fiduciary to have a Processing Option for certified roll of Tape to Tape in the Fiduciary Master screen. 22

Run batch menu no (PDF Statements for ing) to create the statements. is sent with a link to the statement. Request without current year receivables will not receive a statement. Only links to certified statements with a 5- year history will be ed. These will be the current statement format available from Online Products. 23

Statement Source: I – in house, V – vendor (only if individual.pdf files from vendor are loaded into ACT database first). Sequence No.: leave blank if Source is I. If V, enter statement seq. no. for the.pdfs that are loaded (contact ACT for the number). Extra Files: additional files must be 'uploaded' first (if you have an extra flyer, for ex.). 24

3 s sent for Account 19748's request date is after Sept. 15, 2012, so no 2012 statement was sent. A 2013 statement would be sent after the 2013 roll is loaded. 25

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Move requests with bad addresses to trigger table, batch menu no Statements can then be printed and mailed. Sets expired date to prevent statements from being printed the next time this batch menu process is run. Set expired date on bad address requests without moving to trigger table – batch menu no

Uses 'captcha' feature 29

Dallas County tax office approval required for each request. 30

Certified statements include e-bill ID code. On tax office web site, taxpayers enters the e-bill ID when requesting e-statements. E-bill ID changes if owner changes. Use TCS batch menu processes for fiduciary coding and ing link to statements. 31

An alternative to portfolios for paying multiple accounts at once. No login required, but accounts and amounts are not saved after exiting. Start with single account search, 'Click to Pay Now', then begin new search for next account. 32

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Account 1 34

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Account 2 36

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Account 3 38

Before changes to payment amounts 39

After changes to payment amounts Owes 2011, 2010 Owes $ but is paying escrow for future year Owes

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Collector Solutions web site 43

One convenience fee; one transaction for multiple accounts is being processed. 44

Web site 45

Pending payment message 46

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Nothing has changed from the normal Internet posting lockbox. This is run first in edit mode. 48

Lockbox report shows amounts and years to pay 49

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2013 year shows escrow payment, but for more than $100 51

Deposit Status screen shows the $100 escrow payment 52

Client preference: FTP_DIRECTORY_NAME For ex., Brazoria Login name and password are required FileZilla 53