getting started with the atws - Automated Tax Warrant System
Contents
1. Automated Tax Warrant System USER MANUAL VERSION 7 1 00 THE LIEBERMAN UP 223 NW 2 Street Suite 300 Evansville Indiana 47708 1239 812 434 6669 ATWSHelp LTnow com Copyright 2003 2011 by The Lieberman Group RECOMMENDED PROCEDURAL GUIDELINE enn 2 DAILY PROCEDURE 2 WEEKLY PROCEDURE 2 MONTHEY PROCEDURE dee E 3 LOOKING UP A WARRANT BY NUMBER OR SEARCH 3 TAX 4 SAMPLE SEARCH RESULTS 6 TAX WARRANT MAIN FORM POPULATED 7 CHANGE ADDRESS INFORMA TION 9 RECEIPTING PAYMENT FROM A TAXPAYER nen 10 B c M lode ir rcc 10 PAYMENT VERIFICACION 11 PAYMENT HISTORY DISPLAY 15 THE LIEBERMAN UP Section 3 06 10 11 1 GETTING STARTED WITH THE ATWS RECOMMENDED PROCEDURAL GUIDELINE DAILY PROCEDURE The following procedures should be followed every day l FTP Agent file Restart your PC Make sure you are not running any other software Make sure that everyone else is out of the Tax Warrant System Click the menu FTP Click FTP Agent File Make sure that you do not run any other software on the PC that is doing the FTP download of the Agent File See Chapter 8 page 13 for information on how to do the FTP After th2. the Tax Warrant System click Compact Repair button on the 3 button Menu System Menu Automated Tax Warrant System Receipting System Cash Book Quit Version 7 1 00 Log 9n mE Figure 1 Compact and Repair System Files 2 The system will then repair the three major files ATWS uses After you have clicked the Compact Repair button click YES to continue when prompted Watch the Status bar in the lower left of the screen to review progress Compacting cod Figure 2 Review Compact Progress on Status Bar MONTHLY PROCEDURE At least once a month you need to send the Department of Revenue a payment report This report can be sent more frequently depending on the circumstances of your particular office arrangements To send the payment report click on the menu Reports and then click on Payment Report for State LOOKING UP A WARRANT NUMBER OR SEARCH Upon signing into the program you will be presented with the main switchboard It is a very basic screen with the Warrant at the top of the screen By typing in the warrant number you will have immediate access to all information at your fingertips without having to go to your file cabinet and pull a paper warrant When you search for a warrant number you can click inside the box next to WARRANT and enter the number you do not have to enter the preceding zero prior to entering the seven digit number You
3. 10 11 14 PAYMENT HISTORY DISPLAY Tax Warrant System x Warrant 03393010 Find Payments Notifications State Infol State Infoz TID Note Date Paid by Type payment Check Amount Receipt Taken by 04 29 04 scHusT CL COMPANY INCOPR Cash 279 00 900941 rrynkiewich Deposited O Sent To State EJ Processed by State L 5 View Admin User Help Search Barcode Add Note History Payment Payment Lh ur Figure 19 Payment History Display To view the payment history for a warrant click the Payments The screen above displays all payments entered with the most recent payment being displayed first Please note that the receipt numbers from your old receipt books to the new ATWS should be far apart This will allow for audit accountability in looking for an old handwritten receipt versus the new computer generated receipt Correcting Payment Entry Errors The State Board of Accounts does not allow the deleting of a receipted item Therefore to create an accounting trail that the State Board of Accounts can follow the system will not allow the deletion of a receipt To correct an entry error use the following steps 1 Find the taxpayer warrant on main warrant screen Click the Payments tab Find the payment receipt number that is incorrect Double click on the receipt number Enter Administrative password THE LIEBERMAN UP Section 3 06 10 11 15 peu IS 6 Click YES to c
4. Exact search Search tor Include a for Help Cancel ucldeard Zoarrhez Search Figure 4 Search Criteria There are a number of factors included in the search capabilities including a search by Last Name Address Zip Code Taxpayer Identification Number Warrant Number Original Total Owed Payment Amount O O O O 0 Searches can be conducted by choosing one of two methods Wildcard Search default is set to Wildcard Search By using it will search for all warrants within the search you have specified Exact Search By typing in the specific data for the search you wish to conduct it will search for all warrants with the search you have specified For example If you were to know that the person s last name were Horner you would click LAST BUSINESS NAME and in the Search for box you would type in Horner and it would bring forth a list of all the warrants with the last name of Horner Another example If you have a payment and you cannot read the signature but it has a return address of 1103 Walnut St then you would click on Address and in the Search THE LIEBERMAN GR uP Section 3 06 10 11 5 for box you would type in 1103 Walnut St and it would bring forth a list of all the warrants with the address of 1103 Walnut St Choose the type of Search you want to perform by clicking in one of the radial buttons to the left of the Search on criteria Then select the Type of search to perform
5. Figure 12 Payment Verification Correct If the payment information is wrong use your mouse and click on Payment to correct the payment information You can enter or modify the note on this form If the payment information is correct use your mouse and click on LENNE and a receipt will automatically print The system will allow overpayments Please note that each agent s setup will determine the type of payments accepted Cash money order cashiers check credit card etc payments can be set up in the site standards as accepted payment options If paying by money order or cashiers check you must record the check number in the check field Dollar amounts can be entered without the decimal If the payment includes cents then enter the amount with the decimal Example 59 34 fifty nine dollars and thirty four cents Please note that if someone submits a payment and that payment is for an amount larger than the current calculations usually off by less than a dollar the DOR and ATWS will still accept the payment Interest 15 calculated to a future date that was noted on the notification letter the taxpayer received In cases where the taxpayer does not recalculate the interest due and submits the payment prior to the interest calculated date the taxpayer might submit an amount in excess of the actual total due Such a payment will be reflected on the payment screen with red letters advising OVERPAID The final calculations
6. When choosing Exact Search it will be necessary to type the exact information you are searching for in the Search for box If only one record matches your search criteria the warrant will display on the main form If more than one record matches your search the search results form will list all warrants that fit the search criteria illustration below The search screen will save the criteria from the last search performed Search Results 000653 7950 00065 7960 D007113153 Doanes3 7960 D00 7113193 0100000894 Dones3 7960 000113153 0100000894 00065 7960 D007113193 0100000894 7960 00071151953 0100000894 000653 7960 UIE 03392916 03392917 03392915 03392919 03392920 02392921 03392922 03392923 03392924 03392925 02392926 0339292 03392925 03392929 03392930 05392991 SAMPLE SEARCH RESULTS JEWELERS INCORP 1121 CASTLETON 50 47834 5 INCORPt 1121 CASTLETON 50 47834 5035 HARRISON AYE 47 834 HLINMICUTT JEWELERS IMCORPO 1121 CASTLETON SQ 47834 8035 HARRISON AVE 47834 STEPHEN PAUL CORPORATION 5255 VERMONT AVE 47854 JEWELERS INCORP 1121 CASTLETON SG 47834 5035 HARRISON AVE 47534 STEPHEN PAUL CORPORATION S255 VERMONT AVE 478934 5 INCORPt 1121 CASTLETON 50 47834 5035 HARRISON AYE 4 654 STEPHEN PAUL CORPORATION 3255 VERMONT AVE 47834 JEVYELERS INCORPt 1121 CASTLETO
7. 3 06 10 11 12 configuration settings tab The system can be set up to print Admin and User receipts and how many copies to print as illustrated 1n the below Site Standards i gt Site Standards Configurations 5 0 4 Setups Default Number of ATW5 Receipts to Print Default Number of Temporary ATWS Receipts to Print Number of Receipts print from Receipt System Number of Depost Reports prin Allow a USER to create Note This system will use multiple locations With Payment Plan Do not print first notification Do not print any others Print Name and Address on Tax Warrant Receipt Number nf Days to pull Paid to The Order Of Figure 15 Site Standards Administrative payments will then display a message informing the user the amount if any retained for the agent FEES RETAINED d Payment Amount 25 00 Fees Retained 0 00 Figure 16 Fees Retained Approved by State Board of Accounts for Wayne County 2004 SHERIFF S FEES DUE COUNTY ORDERS OF SALE FEE BILLS AND EXECUTIONS FIREARM LIC OTHER FEES DUE COUNT COURT COSTS INCOME TAX WARRANTS CASH BONDS SHERIFF PERSONAL FEES REPORTS Tax warrant COUNTY SHERIFF S OFFICIAL RECEIPT Receipt Date 9 7 2004 Cause No Tax Warrant 03472004 Received of RANDY KILGORE of Ten Dollars and 00 Cents the sum Dollars 10 00 For Tax Warrant Payment Type Cash V Check C
8. N 50 47834 8035 HARRISOM AVE 47834 STEPHEN PAUL CORPORATION 3255 VERMONT AVE 47834 JEVYELERS INCORP 1121 CASTLETON 50 47834 ELIR HI LU SUCI COUNTRY DEPOT 1 LLC COUNTRY DEPOT 1 LLC COUNTRY DEPOT 1 LLC COUNTRY DEPOT 1 LLC COUNTRY DEPOT 1 LLC Double Click on a Taxpayer to select New Search Click on Taxpayer ID Warrant Taxpayer Address Zip Original ta change the Sort Order Figure 5 Sample Search Results Choose the warrant by using your mouse and double clicking on the appropriate line Or click on the warrant to highlight your choice and click the View button You can change a sort order by double clicking on the column headers list below Warant Type Taxpayer Address ZIP Original Clicking on the same column header again will change the sort order from ascending to descending indicated by the arrow beside the column header In the above illustration the warrant is sorted in ascending order as indicated by Clicking the Warant a again will change the sort order to descending Warant For additional detailed search information click the Help button Section 3 THE LIEBERMAN UP 06 10 11 In the event you do not find warrant you want you can conduct a new search and change the criteria you are looking for This search 15 very easy to use and will show you the activ
9. RCH BARCODE PLAN ADU TE PAYMENT PAYMENT ERIT Figure 6 Tax Warrant Main Form Populated As you can see from the example above the on screen warrant 15 basically the same as a paper warrant with one major timesaving difference The ATWS software calculates the interest up to the day you pull the warrant up for viewing PRIOR TID Click WARRANT to see the previous outstanding warrant for this Taxpayer ID If it is erayed out there 15 no prior warrant for this TID Section 3 THE LIEBERMAN OUP 06 10 11 NEXT TID Click on WARRANT to see the next outstanding warrant for this Taxpayer ID If it is erayed out this 15 the last warrant for this TID Click 222 to calculate the amount due of this Tax Warrant to any time period Clicking the button will open a form for you to enter the date you would like to calculate to ENTER DATE X This process will calculate Ehe payoff this warrant to a date wou select Cancel Enter the date to use this payorF calculation __ 223122009 Figure 7 Enter Date Click to calculate amount due to date entered The payoff information will display CALCULATION X as of 12 31 2005 1 The payoff amount Far Warrant Number 03472004 will be 502 15 Figure 8 Payoff Calculation Tabs that appear in red and underlined contain additional taxpayer information Warrants yments Notifications State Infol S
10. can then press your enter key to pass from the warrant number to the FIND key and by pressing the enter key again the software will search for the warrant THE LIEBERMAN UP Section 3 06 10 11 3 It s that simple But what happens if you don t know warrant number Have you ever received a payment via the mail and you can t read the signature You have an address and a money order but you aren t sure what the person s name 15 Possibly you can make out a first name but aren t sure if that last name 1s a fancy H or maybe an S Now what do you do TAX WARRANT MAIN FORM Warrant System Warrant S Find Warrants Notifications State Info1 State Infoz TID Note Scan a View Admin User Search Barcode Plan History Payment Payment Lh Eu Figure 3 Tax Warrant Main Form The answer to all of those questions 1s the SEARCH button If you do not know the warrant number let s say that someone comes to pay but does not know their warrant number but gives you their last name then you can go to the 5 h SEARCH button to conduct a search by their last name Click on the button and the Search Criteria screen displays THE LIEBERMAN GRUP Section 3 06 10 11 4 BS Search Criteria E 3 E 1 Search an iLast Business Name Warrant Number C Address Briginal Total Owed C ZIP Payment Amount C Taxpayer ID nf search Wildcard search
11. e FTP process has completed Review the Agent Return File Click the menu Agent Return File and then click View Agent Return File See Chapter 8 page 14 for more information on the Agent Return File Itis also a good idea to clear out your Bad Address warrants To do this click menu Agent Return File then click Bad Address Warrants See Chapter 7 Page 8 for more details on how to do this Next check to make sure you do not have any warrants with 0 00 to collect by clicking the menu Agent Return File and then clicking on Remove Zero Balance Warrants For more information on this option read Chapter 7 page 6 If any are found you will need to do step 2 again to send those warrants back to the DOR Double check to see if there are any warrants left to send back to the IDOR Click the menu Agent Return File and then click View Agent Return File See Chapter 8 page 14 for more information on the Agent Return File Finally after all the steps above run your notifications To do this click on Reports menu and then select Notification Manager For more information on this process see Chapter 6 page 3 WEEKLY PROCEDURE Proper maintenance of your data files 15 critical to the performance of the Automated Tax Warrant System In order to clean up your data files and free up system resources you should follow these procedures at least once a week THE LIEBERMAN UP Section 3 06 10 11 2 1 When no one is in Cash Book
12. e warrants in your files Gone are the days of spending your time alphabetizing your warrants so that you can find that one piece of paper quickly Gone are the days of thumbing through hundreds of paper warrants and risking those nasty paper cuts just to take a five dollar payment on a five thousand dollar warrant Now you are just a click away from alphabetical order and the ease of making a note in the taxpayer s file or taking a payment Welcome to time savings and simplification TAX WARRANT MAIN FORM POPULATED Tax Warrant System Warrant 07123396 Find Warrants Notifications State Infol State Info2 Note PITTS JAMES P 13258 M 400 vy SILVER LAKE 46982 9437 STATEMENT AMOUNT DUE Interest Calculated through 3 27 2009 Double Click ta change address Daily interest 0 05 Bad Address County Warrant Issue Date Warrant Notice Number Taxpayer TID Taxpayer TID Form Number DLN Liability Period Tax Filing Date 10 15 2008 Wabash 2251 2009 ALIAS 08025648166 0108413144 001 5 35 2122563 Warrants PRIOR TID WHHL WARRANT OSL0020964005 NEXT TID WARRANT 7 31 2003 Withholding Docket 1 Amount of Tax Interest Penalty Collection Fee Damages Clerk Cost Total to Collect Less Payments collected by Agent Net Total to Collect To date Interest Adjustment Amount now Due SCAN PAYMENT ADMIN USER um SEA
13. f the warrant has not been entered as an actual payment into the system but will allow the taxpayer to receive a receipt Monies turned over to the Fiscal Control office can then be receipted with the official receipt for audit purposes User privileges allow for you to designate such privileges in conjunction with your procedures Discussions of the copy warrant procedure 15 covered in a future section NOTE If you would like Taxpayer Name and Address information printed at the bottom of Tax Warrant receipts so that the address shows in the window of a standard 10 window envelope for mailing you can do so by clicking the Print Name and Address on Tax Warrant Receipt box on the Tax Warrants Site Standards form Choose Maintenance from the Tax Warrant menu bar then View Site Standards Go to the Configurations tab Check the box and Click Save and Exit Site Standards Configurations 55 0 4 Setups Default Number of ATW5 Receipts to Print Allow a USER to create a Note EN This system will use multiple locations Default Number of Temporary ATWS Receipts to Print With Payment Plan Da nat print fret notification L Number of Receipts to print from Receipt System Do not print any others 0 Number of Depost Reports to print Print Name and Address on Tax Warrant Receipt Number nf Days to pull Paid to The Order Of Figure 18 Print Name and Address on Tax Warrant Receipt THE LIEBERMAN OUP Section 3 06
14. isure 20 PISCE Aye B 16 Picie pde ER UE 16 22 Print Report tory Our Files 16 25 5 ccess Payment 17 LIEBERMAN Section 3 06 10 11 19
15. mation using the normal way to enter a payment Figure 23 Success Offset Payment NOTE Once you are done with this process if you are also using the ATWS Cash Book a report will print out This report should be given to the Cash Book support person so that person can also VOID the receipt in the Receipting System See Void Existing Receipt in Cash Book MANUAL 6 THE LIEBERMAN UP Section 3 06 10 11 17 Figure 1 Compact and Repair System 3 Figure 2 Review Compact Progress on Status 3 Tax Wy Man 4 leis Pes MT ie OR B ITUNES 5 Figure 5 Sample Search 6 Figure 6 Tax Warrant Main Form Populated 7 A 8 Peirc Payon ACU ae On 8 lait 8 Figure 10 Change Address 9 10 Picur 12 Payment Verni d POTES A E E E 11 Figure 13 Payment Verification 12 Reo E 12 FiSure SICA AES 13 Poue O CCG REO 13 Fisure 17 Sample Payment T SS 13 Figure 18 Print Name and Address Tax Warrant Receipt 14 Fig re 19 Payment History Display 15 D
16. ontinue with correcting error click NO to cancel the process OFFSET PAYMENT p WARMING YOU ARE ABOUT OFFSET PATIENT IN THIS SYSTEM Are vou sure vou want bo offset this payment Warrant Humber 03393010 Payment Date 4 23 2004 12 14 12 Payment Amaunt 25 00 Payment Check Mumber Receipt 500941 Paid By SCHUST CL COMPANY INCOPRORATED User Mame mrvnkiewich Yes Remove payment am going to re enter it not remove payment Figure 20 Offset Payment 7 If you click YES to continue a notes screen will display to record why you are making the correction The Note can only be 250 characters long with spaces counted as characters Add Note Figure 21 Add a Note 6 Click OK to accept the note you have written or click Cancel to dismiss this screen 9 report will generate displaying the original receipt and the correcting receipt and the note you added in Step 7 1f a note was entered On the following screen click YES to print the report or NO to cancel Print Report for your Files E 2 X Do vau want to print a report of this offsetting transaction Yes please print Ehe report Forget the report Figure 22 Print Report for your Files THE LIEBERMAN 3 06 10 11 16 10 At end of error correction process following screen will display The user should now enter the correct infor
17. redit Card MO _ Bank Card EFT Other Check No P Matt Strittmatter SHERIFF WAYNE COUNTY Figure 17 Sample Payment Receipt As you can see the printed receipt 1s the same format that has previously been approved by the State Board of Accounts Section 3 THE LIEBERMAN UP 06 10 11 13 In most cases the collecting agent should print two copies of receipts One copy should be given to the taxpayer and one copy should be retained for the collection agent s permanent record This will replace the pre printed receipt books The easiest ways to keep these receipts are to place them in a three ring binder We would suggest that a copy of the deposit slip generated at the end of each day be retained in front of that day s receipts From a procedural standpoint State Board of Accounts will then be able to audit the books with ease It will be imperative that the collecting agent keeps a copy of the receipt on file for future audit purposes Therefore the system has been designed with an alternative receipt system in mind For some offices keeping the accountability to a single person receipting funds collected 1s necessary for State Board of Accounts Individuals collecting monies on behalf of the Fiscal Control office can print a copy of the warrant in which it will list the amount collected and that collecting person can sign their names and provide a copy to the taxpayer Please keep in mind that the printed copy o
18. s Information box below will open to make address changes CHANGE ADDRESS INFORMATION Change Address Information E Es Change Individuals Name amp Address Information Primary Taxpayer First Name DUANE Middle Initial Last Name HORMER Suffix ______ Street Address 29263 SAINT JOE DR City EVANSVILLE State Cade 47708 19806 Joint Taxpayer First Name PO Middle Initial Last Name _____________________ Suffix Help Cancel Accept Figure 10 Change Address Information Accept After the changes are made click the P button After accepting this new address change a report will print The report must be mailed to the DOR so that the DOR can update the address in the DOR file NOTE The address change that you make will not be overwritten by subsequent files sent by the DOR until the DOR changes their records to the correct new address THE LIEBERMAN UP Section 3 06 10 11 9 Once this warrant is completed 1f other warrants exist for this taxpayer you will be asked if you want to change all addresses for any other warrants this taxpayer may have If you answer yes all warrants with this address for this taxpayer will be changed to the address you selected Additionally if other warrants exist with different addresses you will be prompted for each address if you want to change them to the new address also RECEIPTING A PAYMENT FROM A TAXPAYER With the ATWS
19. taking a payment is now one of the easiest tasks you will accomplish The time consuming process of writing a receipt and figuring the amounts are now a thing of the past Just by entering the warrant number and bringing the warrant to the screen or searching by name address etc you can simply click on one of the payment buttons and you are seconds from being done and on to other tasks To accept a payment Admin User administrators can click on Payment button and all other users click Payment button To complete a user payment see details in Section 5 Menu Options Admin Post Non Admin Payments PAYMENT ENTRY zs Take Payment Received from Payment Type cm Amount Paid Accept Figure 11 Payment Entry Take Click on the Payment button to enter a payment The Received from text box will default to the taxpayer s name Press tab and the taxpayer s name will be displayed Tab again to select Payment type If payment type d requires a check number then the check number box will display t Enter the Amount Paid and click onthe button to open the Verify Payment window It is possible to add a note of explanation also THE LIEBERMAN UP Section 3 06 10 11 10 PAYMENT VERIFICATION zs Verify Payment Users Payment Verification Received from TEST PAYMENT Cash Amount Owed 60 053 39 Amount Paid 1 00 Balance Due 60 052 39 this is a test note Help
20. tate Info2 TID Note Figure 9 Tabs The only information that can be manipulated on this form is the taxpayer s address You can make known changes or you can also to set the Bad Address flag if you do not know the correct address The H Bad Address Check box should be checked if the address listed is bad and no other address 15 available Once this box 15 checked the system will not allow additional notifications to be sent to the bad address This check box can be unchecked once a corrected new address is entered When you set a warrant to a bad address you will be asked 1 you want to set all warrants as a bad address for this taxpayer If you answer THE LIEBERMAN UP Section 3 06 10 11 8 yes all warrants with this address for this taxpayer will be flagged as bad address Additionally if other warrants exist with different addresses you will be prompted for each address if you want to flag them also There are many instances where once you have mailed your notification letter to the taxpayer it 15 returned by the post office as undeliverable This is a major cost for every agent with regards to postage In the event that the post office includes a change of address label you can resend the notification to the correct address If you want to change the address make sure the bad address check box 15 unchecked and then enter the correct new address To change the address double click on the address box and the Change Addres
21. will still remit the full amount less your agency collection fees to the DOR THE LIEBERMAN 3 06 10 11 11 PAYMENT VERIFICATION OVERPAYMENT Payment Verification Received from COUNTRY DEPOT 1 LLC Cash Amount Owed 151 34 Amount Paid 152 00 Balance Due 0 66 OVERPAID Help Payment Figure 13 Payment Verification Overpayment As you can see the overpaid amount is only 0 66 cents This amount will apply to the primary balance remitted to the DOR and the agency fee will remain the same The overpayment should not deter you from taking the payment The DOR has advised they will make the necessary credits to the taxpayer s account for these calculation postings The taxpayer generally will not recalculate an amount as it is shown on the notification letter even if the interest shows being calculated for future date Print OK E X Did the receipt print OK Yes receipt printed receipt needs to be reprinted check printer before clicking Yes button Figure 14 Receipt Printing If the receipt printed successfully choose Yes If the receipt did not print successfully check your printer to see why and choose No The receipt will print again The display box above will continue to be displayed until the user clicks the Yes button The number of receipts printed is determined by the settings in site standards THE LIEBERMAN UP Section
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