J. Mauel & Associates Property Tax Collection Program User Manual
Contents
1. You will now see the Export Totals Report on your screen Please keep a printed copy for your records Your data for the county has been placed on your desktop or at the destination that you choose titled MUNIPMT dat You can now email the file copy it to a flashdrive to give to the county or copy it to a CD for the county Transfer Data to Municipali or financial institutions that use Windows Program Based on the agreement between the municipality and financial institution usually daily the financial institution needs to transfer the data back to the municipality To transfer the data to the municipality Click on Data Transfer from Taskbar Click on Transfer Data to Municipality The Select Batch Range Box will appear Export Last Batch will be bulleted or you may choose your range of batches Click OK Confirm the batch number to be exported Click OK Progress Bar Please Wait The following screen will appear indicating that the file has been exported Click OK Property Tax Collection 1 j The file called SROPARTY dat will be copied to your desktop and your Municipality Export Totals Report will automatically print You will now see the Export to Municipality Totals Report on your screen You may now click the X click on the box on the upper right side of screen You will be brought back to the Main Program Screen Your data for the county has been placed on your desktop or the destination th2. After completing the fields as applicable click on the ral Setup Search Options Export Options Receipt Options Printer Options Other Options Auto Email Optic_ Lal Operator Initials IS Receipt number offset I og Bank Code l Create refund for a lottery credit that brings the balance below zero I Display force owerpayment button Send refunds from bank Use 6 Installments Export Other payment J Automatically check for updates at startup requires internet connection Pet Licensing Executable CC PROGRAM FILES 867 MAUEL amp ASSOCIATESS PET L Si ay Database Options Network Users would use this function because the database for networks is located on the server The user would install on each standalone computer as usual However after installing the user must then point the program to the database location in order to access the database If the user is a standalone PC then the user simply clicks on Create Database If the user is networked then the user would click on Open Database and browse for the database on the server which would be propertytaxcollection mdb and is located in the Property Tax Data Folder Database setup Please select the database Create New Database f Local All Users Documents C User selected location a Create Database C Users Public Documents Property TacData Property TaxColl tay Open Database Change Year This feature gives the us
3. 265 02599 Real Estate ABRAHAM MICHAEL J ABRAHAMLTE 51 670 42 0006839 7950 TRITT RD 765 0186 Real Estate ABRAMAGREGORY S262 57 006840 138 ALBERTS AVE 265 0188 Real Estate ABRAM GREGOR Y s41322 O006841 132 ALBERTS AVE Number Or Amount 765 0189 Real Estate ABRAM GREGORY 671 17 006842 138 ALBERTS AVE 765 0191 Real Estate ABRAM GREGORYT S780 48 006843 138 ALBERTS AVE Paid 265 0965 Real Estate ACKMANMYDEAN WW 27 011 44 006845 334 WAUKAU RD 265 07117101 Real Estate ACKMANM DEAN W soon 006844 334 WAUKAU RD 765 0677 Real Estate ADASIEWICZ DIANE M STEINERT DA 5375861 006846 733 E MAIN ST E MAIN ST 733 _ 765 POIT Personal Property ADT SECURITY SER 50 00 0006729 PROPERTY TAX DEPT PO BOX 500E AKINS WERNOMN H 7 i 252 ARBUTUS CT ARBUTUS CT 252 265 0588 Real Estate ALBASHIANVAARON J 1 871 20 0006349 322 WASHINGTON AWE WASHINGTON AVE 3 265 005501 Real Estate ALBASHIANYMICHAE ALBASHIANYPA 5598 53 0006850 464 HEISE RD SWEBSTER AVE 161 265 0534 Real Estate ALDER ROBERTA A 51 600 253 0006851 613 W DUNTON W HURON ST 330 265 0536 Real Estate ALDER ROBERTA A S247 92 006852 613 W DUNTON WASHINGTON AWE 265 0580 Real Estate ALDER ROBERTA A 1 268 30 006853 613 W DUNTON JEFFERSON AVE 313 265 0619 Real Estate ALDER ROBERTA A 1 622 82 006854 613 W DUNTON ADAMS AVE 415 265 POIS Personal Property ALL RITE UPHOLSTE 75 13 0006730 913 E MAIN ST 265 0562 Real Estate ALLARDAVENDY 5 2 359 55 006855 621 ELM ST ELM ST 671 265 1188 Real Estate ALLEN JAMES L
4. By Receipt Date Op Init Check Paid Cash Paid Refund 041012343 ROBERT E amp DEBRA CARLSON 13 1221 33 81 ELERT S Chlh Real Estate Ena a La E 05101505 ROBERT E amp DEGRA 5 CARLSON I4 221 PATT S0 S Real Estate oz 2004 05 1LOOS08 LORE L CHARLTON 16 S20LR4 50 00 Sr Chi Real Estate Oo 24 2004 03 1 9001 F CHARTER COMMUNICATIONS i 37 37 Sh Soh Lh Personal Property LORRI L CHARLTON 03 24 20 Of 100684 MICHAEL E CHECK 18 118 79 So SO Real Estate LORRI L CHARLTON DZ 2004 OS101216 HERBERT E amp MARLENE E ANDE 19 123 40 00 50 00 Soe Real Estate D3 ZA 2004 20 343 3 00 50 00 So Chi DERG SHAWN WURZER DEZ TOTAL DOGS 53 00 TOTAL CHECKS 5271 33 TOTAL CATS 0 00 TOTAL CASH 50 00 TOTAL KENNELS 0 00 TOTAL CASH MINUS CASH REFUNDS 50 00 TOTAL PETS 53 00 TOTAL DEPOSIT 5371 53 TOTAL CASH REFUNDS 50 00 TOTAL CHECK REFUNDS SO 00 TOTAL OTHER PAID 5 22 TOTAL NET TAXES PAID 263 31 Close and Print a Batch After the user is done entering in the current batch the user must then choose Close and Print a Batch from the Batch Options taskbar item It is highly recommended that the user Views a Batch prior to Close and Print a Batch During busy season it is highly recommended that the user keeps the batches between 50 amp 100 payments Should you have a problem reconciling at the end of the day it is much easier to find the error in a smaller batch After printing the batch review and retain for your records NOTE The Batch R
5. Labels Reports can be chosen by Property Type Selected Parcels Zip Range and Address 1 The labels are formatted to use Avery 8160 or generic equivalent MFL FCL Reports Detail Report This report shows the status of your MFL and FCL detail Information shown on this report includes Name Parcel Number Bill Number Description Tax Amount Tax Paid Tax Due and Grand Totals MFL FCL Amount Paid Per Code All Payments This report shows the Code Description and Amount Paid Please note payments from previous batches batch range date ranges are not taken into account for these totals They are only taken into account if you run the report for your entire range of collection This report may also be chosen to run by Batch Batch Range and Date Range Miscellaneous Reports Address Changes Select this option to print the Address Change Report for the County When you make an address change your file 1s updated immediately The County keys in all of the address changes They do not get transferred with your data at the end of collection so it is important to print this report for the County Some County Treasurers or Tax Listers may request this report several times throughout the year or may just want it at the end of collections and before the new tax bills are printed Please note that the address change report will provide you with the old address as well as the new address 16 Batch Edit by Operator Initials This report al
6. The file name Munitax dat or the County may name it your municipality name Left click on Save As al Ca al y Import File Attached Message HTML cu Message O tar x F PS D amp El Safe Lists Reply Reply Forward Delete Moveto Create Other Block to All Folder Rule Actions Sender Respond Actions D Find R y gt Related 7 Categorize Follow Mark as Up Unread Select Jung m il p Options p Find From Kristy Wurzer kwurzer itol com To Kristy Wurzer Cc Subject Import File Attached Sent Tue 10 20 2015 2 19 PM Message 7 munitax dat 1 MB f In the Save Attachment Text Box scroll in the left text box and choose Desktop Click Save and exit out of your email Now that import file has been saved to your desktop follow the steps below to import the data e Double click on your Property Tax Program e Click Data Transfer e Click Import Data from County Click on Choose Import Location The Open Box will appear Near the top of this box you will see Look In or This PC with a down arrow to the right of it Click on the down arrow and choose Desktop or you can choose Desktop from the column on the left Click on the file from the county usually named MUNITAX dat or your municipality name Click Open The next box reads Would you like to move this years data to last years If you are importing the data for the second
7. key and highlight each parcel Key in all information including the total amount of all checks Next you must key in a check number Use the first check number as your check number Click on the checkmark The next screen that will appear is the first payment screen of the parcels that you have chosen Post each payment with the applicable amount You will notice that the check number entered will automatically default on each payment screen Example You received 5 checks for a total of 2 000 The check numbers are 100 104 First choose the parcels Next key in 2 000 with the check number being 100 Post each payment for the amount to be posted Should there be a refund at the end of your posting process the refund screen will appear Note Do not license a dog within a posting of Multiple Checks and Multiple Parcels This process should be done separately To Adjust a Lottery Credit A lottery credit can be adjusted with or without posting a payment It will be added to the current batch or you can also choose to adjust in a previous batch To adjust a lottery credit choose the parcel and click on the Process button button left of screen At the top of the Posting Screen you will notice a folder titled Lottery Credit By clicking on the Lottery Credit folder the screen below will appear Next click on the Claim Adjust Lottery Credit button Parcel 090500402003 gt Bill 90256 Main Lottery Credit Special Assessments MFL F
8. time this year because of an error the first ime you must select NO otherwise you will delete last year s data CLICK ON YES because it is the first time you are trying to import your tax data from the county Current database was successfully moved to previous year will appear If you receive an error after this point do not move this year s database to last year when attempting to import the county data again Click OK to continue You will see a blue progress bar run across the screen this usually takes less than 30 seconds to load the data Click OK when finished Print the Import Totals Report for your records Your data has been successfully loaded You may now X out of the Import Totals Report and begin processing payments 3 Import Data from Third Party This feature is used for financial institutions that assist the municipality in collections The bank financial institution will send the data to the municipality and the municipality must then import the data into their program To do this the municipality must click on Data Transfer from Taskbar Import Data from Third Party Click on Choose Import Location The Open Box will appear and the municipality must use the Down Arrow to the right of the Look In test box to choose the file The file from the bank financial institution is 3rdparty dat Click on 3rdparty dat and Click on Open bottom right The program will indicate that the import has been comp
9. 24 To Adjust a Lottery Credit 24 25 Address Changes 25 Reprint Receipts 25 Overview of Receipts Types 25 26 Welcome The Property Tax Collection Program has been designed to assist municipalities in making payments deposits and reporting on a daily basis It stores the important information that allows the municipality to keep an accurate detail of payment history The program allows the user to print comprehensive reports to fit their specific municipal needs Technical Assistance J Mauel amp Associates provides technical assistance with your yearly maintenance fee Please call 920 532 0540 and should you receive voicemail please leave your name phone number and message and we will return your call in the order it was received For training manuals tutorials and installation instructions please go to www jmauelassociates com System Requirements Windows 7 8 8 1 or Windows 10 compatible Highspeed Internet Connection preferred This is used for any technical support should a technician need to log into your pc to help you Accessing the Property Tax Collection Program To access the Property Tax Collection Program double click on the PROPERTY TAX COLLECTION icon on your desktop The main menu screen will appear shown below This screen is the main navigation screen for the entire program Selected Parcela 0 Parcels Selected Parcel Search By C Parcel Number No Edit C ParcelNumber LastName Bil
10. ALLEN SUSAN R s2402 11 006856 317 MCKINLEY AVE MCKINLEY AVE 317 265 0234 Real Estate ALLEN LYLE D MILLERVANN M 27 597 45 0006557 164 E SCOTT ST ESCOTTST 164 265 1496 Real Estate ALLISONY BRIAN 5 ALLISON ARTY M 3 814 58 006858 73 GOLDENROD DR GOLDENROD DRA 2 265 POO2S Personal Property ALPINECAPITALCORP C O NATIONAL 330 05 0006731 ATTN MARIA SCHNEID 995 DALTON AVE we N gt T Q ee Q rean Me Curent Batch 5 Choosing Selecting Parcels The treasurer uses this feature for reports such as Escrow Report where you need to select your parcels before choosing the report Click on the Select by Parcel button located next to the Search button on the main screen A message box will appear requesting the user to type in the parcel number Press OK A message box will now appear asking the user 1f they would like to enter another parcel Choose YES to continue entering parcels If you are done entering the parcels choose NO and all the parcels that you have entered will now appear on the main screen Choose Select All button and now you may run the report that you need YOU MUST CHOOSE YOUR PARCELS PRIOR TO CHOOSING THE REPORT Select All Unselect All Select Block Select All Button This is helpful to the user should they need a report that would include all of the parcels on the screen By clicking on Select All the user will notice that the page is highlighted and the user can now choose a report 20 Un
11. CL Payment History M Lottery Credit Lottery credit calculated 82 74 Lottery credit claimed 0 00 Claim Adjust Lottery Credit The amount of the lottery credit calculated for your municipality will automatically be displayed If you wish to change the amount you may do so by clicking on the text box and entering the desired amount Click OK and the amount will automatically be adjusted on the Main Posting Screen 24 Lottery credit value gt x Enter the amount for the lottery credit Note You may adjust a lottery credit that has been previously paid by using the process above However if you need to make an adjustment to a parcel that has been paid in full you must go back into that batch and delete the entire payment and re enter payment and include the lottery credit adjustment Address Changes Address changes can be made while posting a payment or by choosing the parcel highlighting and clicking on the Process Button bottom left Key in the new address and choose Save New Address A confirmation screen will then appear You may either continue with the payment or exit out of the parcel Reprinting Receipts After choosing the parcel highlighting the Reprint Receipt button is enabled on the bottom of the screen Simply click on the Reprint Receipt button and your receipt will be printed Overview of Receipts Types Receipt A most used by municipal treasurers Fits Standard 10 En
12. J Mauel amp Associates Property Tax Collection Program User Manual Update November 2015 TECHNICAL SUPPORT 800 561 6823 J Mawel amp Associates J Mauel amp Associates Property Tax Collection Program Table of Contents Welcome Technical Assistance System Requirements Accessing the Tax Collection Program Taskbar Options System Backup Restore Setup Database Options Change Year Exit Taskbar Options Batch Options View A Batch Close and Print a Batch Edit A Batch Deposit Report Taskbar Options Data Transfer Import Data From County Import Data From Third Party Import Data From Web Transfer Data to County Transfer Data to Municipality Taskbar Options Reports Taskbar Options Miscellaneous Taskbar Options About Main Program Screen Features Overview Choosing Selected Parcels Select All Unselect All Select Block Searching for Parcel or Bill Number View Payment History Special Assessments or MFL FCL Page s a a cl SI 10 10 12 12 13 14 14 14 15 15 16 19 19 19 20 20 20 21 21 21 J Mauel amp Associates Property Tax Collection Program Table of Contents Continued Page s Posting Payments Posting A Single Payment to a Single Parcel 21 22 Posting A Check for More Than the Amount of Tax Being Paid 22 Posting Multiple Parcels With One Check 23 Posting Multiple Checks and or Cash to One Parcel 24 Posting Multiple Checks Cash to Multiple Parcels
13. No Check Number or Amount Paid If the user chooses to change the search they may do it by simply clicking on one of the search options located on the Main Program Screen example screen above Remember the default will always stay the same unless the user changes it manually on the Main Program Screen In the example above an a was entered and the search button was clicked on Notice all the parcels starting with the letter a have been displayed The user may then choose the parcel and then click on process bottom left By clicking on the parcel and the parcel will automatically be highlighted The following screen will appear and the user should choose the installment option Note that the user chooses a default Payment Option when initially in the Setup Screen System gt Setup gt Payment Options The user must then input the Check No or click on Cash and must enter their initials Note that the default initials may be set up under System gt Setup gt Other Options The amount of the specified tax payment type will be displayed in the Amount paid box If the check is for an amount other than the tax amount Key in the amount of the check The user must then click on Post bottom of input srias screen and the receipt will print In a case where the user does not wish to print a receipt simply click on Print Receipt and the checkmark will disappear for that particular parcel only The Paid By field is automatically defaulted to th
14. Personal Property and Real Estate The user has a choice between Personal Property and Real Estate report This report will display the name parcel number bill number total tax includes special assessments charges delinquencies less lottery credit claimed amount paid postponed and delinquent amounts It will not include any parcels that have been paid in full as they are not postponed Totals will list at the end of the report Payments Sorted by Parcel Number or by Name This report s sort can be chosen by Parcel Number or by Name The report will include all payments made Information included on this report is Parcel Number Receipt Data Bill Number Payment Amount Name Property Type and Tax Amount Grand Totals are displayed at the bottom of the report 17 Payments Less than First Installment Report This report will provide a listing of any parcel that has had a payment posted but does not meet or exceed the 1 installment amount If your County allows a variance under the 1 installment before the parcel is considered delinquent this may be a helpful report to give to the County Treasurer It may also be helpful to you the treasurer to notify those taxpayers that owe a small amount under the 1 installment This report will not list the parcels where no payments were made To print those parcels select Zero Paid Report found in the Payment Detail Reports Personal Property Detail This detail report will display prin
15. ar confirming amount to be paid to the parcel and will automatically display the check number Click on the Post Button The payment screen for the 2 bill will now appear and the same process should be followed Note If the amount is an amount other than displayed when posting includes dog cat or other payments key in the actual amount of the check and then click on Post The overpayment screen will appear and the user can then license the pet or issue a refund Multiple Parcel Confirmation 3 Pacels Selected Totals for selected parcels Balance 45 206 01 Receipt date B 28 2003 First Installment 4027 Check number C Second instalment 4 185 74 Amount Paid sa 02027 Third Installment 0 00 Other Amount 3 Posting Multiple Checks and or Cash to One Parcel Choose the Parcel to be paid Key in all information including amount of check and check number Click on Post and Return A message box will appear indicating that your payment was posted Click OK You will notice that the receipt will print and the parcel payment screen will appear again Key in the information including amount of check and check number This process may be repeated to complete the payment process On the last check to be entered the user should click on Post and that completes the process Posting Multiple Checks Cash to Multiple Parcels Choose the Parcels to be paid select by block or hold down the CTRL
16. at you have chosen titled 3rdparty dat You can now copy the file to flashdrive burn it to a CD by right clicking on the file and sending it to your CD burner you must know how your burning program works or email the file to the municipality _15 Reports NOTE The report will be displayed and if the user wishes to print click on the picture of the printer on the upper right side of the screen If the user would like to export the file so the file can be emailed or saved to their documents click on the Export Button and export it usually in PDF format and save the report to the desktop Documents or wherever the user wishes Lottery Credit Reports Late Claim Lottery Credits Report This report lists the changes in the lottery credit made by the local treasurer Detail of late lottery credits and reduced lottery credits pre certified lottery credits that were canceled on all closed batches will be listed along with totals Lottery Credit Detail Report This report will list the detail on the lottery credits This report list the owner name parcel number and lottery credit amount on each parcel The report is totaled on the last page and a total count of lottery credits is given Lottery Credit Summary Report This report will be a summary of the lottery credits as printed on the tax bills The report lists the total lottery credits claimed and the total lottery credit dollars claimed Mailing Labels Reports Mailing
17. dit A Batch screen The function will allow the user to click on Void Payment and a receipt will be printed indicated that the payment was voided and the program will automatically delete the payment from the batch Deposit Report After the user has printed our their Batch Report the user should then print out the Deposit Report to reconcile totals collected The Deposit Report is accessed by choosing Batch Options gt Deposit List The screen below will appear and the user must then choose the batch number and click on the checkmark Information included on this report include Paid By Check Number Total Paid Batch Number Bank Account Number as well as the Totals at the bottom of the report Choose Batch Please choose a batch number heal x DEPOSIT REPORT 4 27 2004 TOWN OF SAMPLE BROWN Batch 3 Bank Account Number Paid By Check Number Total Paid ROBERT E amp DEBRA S CARLSON 1221 81 53 LORRI L CHARLTON 20 84 LORRI L CHARLTON 7 37 LORRI L CHARLTON 118 79 HERBERT E amp MARLENE E ANDERSON 123 40 00 SHAWN WURZER 343 3 00 Check Total 271 53 Cash Total 0 00 Grand Total 271 53 12 Data Transfer Import Data from County Saving your Import File to the Desktop Below is an example of an Outlook Account If you use a program other than Outlook the steps will be similar but you may call our office if you need assistance Open the email from the County Right Click on the attachment from the County
18. e owner The user may change this field if desired by clicking on the Paid By Text Box and entering the information A receipt note can also be entered through System gt Setup gt Receipt Note The Main Program Screen will appear after the payment is posted and the treasurer can now enter the next payment FAQ If the treasurer receives a check by December 31 and doesn t enter it on that receipt date how would the treasurer record the payment Enter the payment and check the Postmarked December box shown below a Leh x Parcel 05150900300000 Bill 05100355 Main Lottery Credit Special Assessments MFL FCL Payment History Owner Payment Status Parcel Info Install ent Last Name JA A LAUN FURNITURE Taxes Levied 66 38 Property Type Real Estate ts Options aan _ tenes Postmarked alan 66 38 First Installment F2 33 19 Acncurt Paich 66 30 7 Print Receipt F6 C Second Installment F3 33 19 ae X Operator Initials r LW 8 D b C ThidinstalmentF4 0 00 I Fost Mark December ecemoder Receipt date 7 12 2004 Force Overpayment Paid By A A LAUN FURNITURE CO Receipt Note Note You will notice that there are F keys behind certain functions These are shortcut keys For example you can either click on the Post button or push the F8 key on your keyboard Posting A Check for More Than the Amount of Tax Being Paid I
19. egory totals on this report and confirm that they agree with the report that prints when your data s copied to diskette for county processing YTD Batch Recap Report This report will list Batch Number Deposit Tax Paid Other Paid Check Refunds and Cash Refunds Total for all batches will be listed at the end of the report Compare this report to your deposits YTD Postponed Delinquent This report will display all year to date totals for postponed and delinquent parcels The report will separate Personal Property and Real Estate Reprint Receipts Alphabetically The program will reprint all of your receipts in alphabetical order Reprint Receipts by Batch By choosing this option the program will display a message box which will request a batch number After choosing a batch number click on the checkmark and the receipts for the entire batch will print 18 Check Refunds By Batch amp Check Refunds by Date We have provided you with two options You may sort by batch or by date Your Board Council needs to approve the refunds before issuing checks Use this option to provide the Board Council backup documentation These reports will be sorted by alphabetical order Special Assessment Reports The program offers the user to choose from various Special Assessment Reports Per Code Report sorts include by All Payments By Batch By Batch Range and By Date Range Items displayed on this report include Code Description and A
20. eport will automatically print Edit a Batch Deleting Payments Edit a Batch is used when the user would like to go back to a previous batch and add or delete a batch item Choose Batch Options gt Edit a Batch Choose the batch number from the drop down arrow on the right side of the text box example screen below and click on the checkmark Please choose a batch number i x 10 The screen below will appear and the user has the ability to choose by clicking on the parcel and highlighting it Add Payment Edit Payment Delete Payment or Delete All Payments Edit Batch Batch 2 Parcel Number Paid By _ Amount Paid Tax Pet Paid Refund Amount je Check Number Receipt Number Receipt Date 265 P0557 C O BURR WOLFF LP SAFETY KLE 2 50 2 50 0 00 1111 2 2277 2007 MY 265 1098 SCHETTLAJANET O SCHETTLYRIC 2 244 08 7 344 08 20 00 12312 3 2272007 KAV 265 1032 WAITEYDARLENE G 51 235 07 1 235 07 S000 5344234234 4 2727 2007 KWV ii gt Add Payment By choosing add payment the payment screen will appear and you will notice a message indicating that you are working in a batch number other than the current batch The user may enter and post the payment with the normal posting procedures After the payment has been posted the user should click on Return to Current Batch located in upper middle of screen WORKING IN BATCH 6 Return to Current Batch Edit Payment When the user chooses Ed
21. er the ability to look at prior year data By clicking on System gt Change Year gt Previous Year the user may then access the prior year data Note After reviewing any prior year data you should change the year back to the current year To do this click on System gt Change Year gt Current Year Exit By clicking on System gt Exit the user is has the ability to exit the system Please note the user has the option to minimize the Property Tax Collection Program as well click on the box with the underline in it in the upper right corner Batch Options View a Batch This option allows the user to view any batch that has been entered By clicking on the arrow next to the text box the batch numbers will appear and the user is able to choose the batch The user must then click on the checkmark The information shown on the View a Batch report includes Bill Number Property Type Owner Paid By Receipt Number Receipt Data Check Number Operators Initials Check Paid Cash Paid and Refund Please note that totals are shown on the bottom on the report Choose Batch Please choose a batch number If you wish to simply view the information on the screen without printing click the x in the upper right corner to get out of the screen and back to the program Example of View a Batch below EFi Fatit BATCH EDIT REPORT W224 TOWN OF SAMPLE BROWN Batch 3 Bil Number Owner Receipt Check Property Type Paid
22. ext to the selection name and then click on the checkmark which means OK The user can change this at any time to suit their needs Municipality Payment Options Search Options Export Options Receipt Options Printer Options _4 r The selected item here will become the default search criteria on the main screen For example if you always search for parcels by last name then choose last name here This information is local to this machine and therefore will mot be the same for even station if you are on a network Setup Export Options Tab The selected item below will become the default export criteria when exporting files For example if you frequently export a range of batches then bullet Export Range of Batches This information is local to the machine and can be changed at any time Export Type This is defaulted to Original unless J Mauel and Associates requests you to change it ren Payment Options Search Options Export Options R y Options Printer Options all The selected item here will become the default export criteria when exporting files For example if you frequenthy export the last batch select the Export Last Batch option to sawe time selecting this option later This information is local to this mechine and therefore will mot be the same for every station if you are on a network setup f Include Transaction Date Receipt Options Tab This tab a
23. f the amount of the check was for more than the specified tax payment an Overpayment box will appear example screen below The amount of the Refund Amount will be displayed The user may either choose to Refund complete Other Amount amount owed to the municipality other than tax bill or enter an amount for a Pet Note that if an amount is chosen for a Pet Type and the checkmark is checked the program will immediately display the Pet Program After the payment has been posted the program will return to the Main Program Screen to resume payment processing Ese Over payment ou can apply the difference towards a pet a refund an other amount or a combination of both Pet Amount so Pet Type C Dog Cat Kennel No Pet Reminder Pay close attention Refund Amount euer 156 50 to the Refund Type when Check C Cash _ ec confirming the refund Choose Descriptions the type that applies Other Amount 00 o Posting Multiple Parcels With One Check Change Parcel Search By order to Last Name Key in last name of first few letters of last name Next choose the parcels that should be paid by clicking on the first parcel and highlighting it and then hold down the Ctrl and click on the other desired parcels and click on the Process Button The screen below will appear confirming the totals Key in the check number and amount paid if different Click on the checkmark The first payment screen will appe
24. it Payment the screen below will appear The user must first choose a parcel by clicking on it it will highlight Notice the user may only change the items that are not disabled Payment amount changes may not be done in Edit Payment The payment must be Deleted and then re entered under Add Payment Payment Parcel Number 090500301 012 Batch Number 6 Receipt Date 872372003 Receipt Number 10 Pet Type Paid By PETER J AUSLOOS C Dog Tax Paid Check Number 123 Cash Jr Refund Amount 0 00 Refund Type Pie Other Amount so C Check Cash PE Other Desc e WA Operator Initials ix Delete Payment When the user chooses to delete a payment the following message box will appear Click on Yes to continue with deletion As with Editing a Payment the user must first click on the payment to be deleted at will highlight a IMPORTANT DELETE ALL PAYMENTS 7 Are you sure you want to delete this payment BUTTON WILL DELETE EVERY PAYMENT IN THE BATCH YOU CAN FIND THIS BUTTON UNDER THE MISC TASBAR ITEM ON THE TOP OF YOUR MAIN PROGRAM SCREEN DO NOT CLICK ON THIS BUTTON UNLESS YOU ARE VERY SURE YOU WANT TO DELETE ALL THE PAYMENTS IN THE BATCH YOU WILL NEED TO CONFIRM SEVERAL TIMES THAT YOU WOULD LIKE ALL THE PAYMENTS TO BE DELETED Void Payment The user will now have an ability to void a payment You will now see a Void Payment button in the E
25. ive crash purchase of anew computer etc To Restore Click on System Restore and the following screen will appear If you have copied the propertytaxcollection mdb to your desktop bullet desktop or you may insert a CD or flashdrive removable and bullet other and click the yellow folder to select your CD drive or flashdrive removable Click Restore You will now receive a message Are you sure you want to restore the database to a previously backed up version Click OK Message appears Database was restored successfully You need to close the Property Tax Collection Program and restart it for the database changes to take effect Click OK Restore Database Select restore source Desktop Other Restore Cancel a Setup The screen below allows the user to input the data based on their individual needs Each municipality must enter this after the program is installed on their computer Municipality Tab This tab allows the user to input the information for their particular municipality example screen below The user MUST input all applicable data Iptions Intions moti Iptions Receipt Options Printer Options _4 r Municipality VILLAGE OF TEST Treasurer Address 1 860 SAMPLE CIRCLE address County SAMPLE COUNTY This is all the information about your municipality It also contains the counties that your municipality is in Please fill it out completely This information will appear on many
26. lNumber PhysicalAddrese Check Number C Amount Paid Main Program Screen al Curent Batch 3 Taskbar Options The taskbar items are located at the top of the Main Program Screen above When the user clicks on one of the taskbar items a drop down screen will appear with more options for the user to choose a License Pet Exil Exit Ell Property Tax Collection System Batch Options Data Transfer Reports Misc About System FAQ Will the program backup both the Property Tax Collection Program and the Pet Licensing Program at the same time No you MUST backup each program separately a Backu The user will be allowed to backup data at their discretion We recommend that data backup is done on a daily basis To backup data choose System Backup from the System Task Bar A message box will appear example below Click on the destination in which you would like the backup file Click BACKUP button Backup successful message box will appear Click OK The propertytaxcollection mdb file has been placed on your desktop or the destination that you choose Exit out of the program If you saved your backup to the desktop you may right click on the file and choose Send to and send a copy of the file to a CD or a flashdrive removable r Backup Database Select backup destination f Desktop C Other er Backup Cancel a Restore The Restore s needed should your hard dr
27. leted once the process 1s finished Import Data from Web If the user is having a financial institution collect using the web based tax collection program to import the data into the municipality program please follow the steps below l The batch file from the financial institution will be emailed to you directly out of the J Mauel Web Tax Program Save the file to your desktop Click Data Transfer taskbar item Click Import Data from Web Select the Import File Import Complete will appear Click on Batch Options View A Batch and print off the batch for your records The program will automatically begin a new batch for municipal tax processing AAR Transfer Data to County At the end of the collection period or whenever the County requests the collections the user must send the data to the County To transfer the data back to the county Click on Data Transfer from Taskbar Click on Transfer Data to County The Select Batch Range Box will appear Export All Batches will be bulleted Click OK The Message Box below will appear You may choose to send the file to the Desktop or Other then choose destination Click Export Select export destinaton Desktop Other amp x Export Cancel _14 The next screen appears Click OK Property Tax Collection E 1 The file called MUNIPMT dat will be copied to your desktop and your Export Totals Report will automatically print
28. llows the user to choose the Number of Receipts to Print as well as choose Receipt type see Sample of Receipt Types in Table of Contents A Real Estate Receipt Message can also be added to each receipt that is printed For example Thank you for your payment Bank Account Number can be entered if the municipality would like it to be printed on their Deposit Report Print Receipt by Default If the box is checked the print receipt checkbox on the payment screen will always be checked Therefore a receipt will always print Post Feb Payment in Jan until this should be changed only if requested by J Mauel staff Municipality Payment Options Search Options Export Options Receipt Options Printer Options _4 Number of Receipts to Print 1 Receipt Type A Standard 10 Em velope Real Estate Receipt Message Personal Property Receipt Messag Bank Account Number Print Receipt by Default Pal Post Feb Fayments in Jan went 1 Feb Here you can adjust your receipt options such as the message printed on the receipts This information will be the same for all stations if you are on a network setup Printer Options Tab This tab allows you to choose the printer that you would l ke your reports and receipts to print to or leave it as the default printer This information is local to the machine and therefore will not be the same for every station if you are on a network setup By clicking
29. lows the user to choose a batch and the batch will be sorted by operator initials This report is useful for municipalities where more than one person is collecting payments The report will provide all of the Batch information as well Import Totals This report allows the user to reprint the import totals that initially print out when they do the first step in the collection process which is Import Data from County Should the treasurer lose the printout or perhaps they had an issue with their printer they can simply reprint the report Export Totals Data will be from last export ran This report allows the user to reprint the export totals that print out when Transferring Data Back to County Should the treasurer lose the printout or perhaps they had an issue with their printer they can simply reprint the report The data will be from last export ran so if the treasurer decides to run the report during the middle of collection all totals will not be valid The treasurer must do the Transfer Data Back to County before they can run this report for accurate totals Other Payment Reports Other Payments Report The other category is for posting any payment made along with the tax payment on a check but not listed on the tax bill Some examples are property owners paying another invoice along with the taxes on one check such as gravel purchased from the municipality extra principal on a special assessment like water or
30. mount Paid Special Assessment Amount Paid Per Code Detail Report The user can choose this report by Date Range by Batch Range Date Range choose code and Batch Range choose code Information included on this report is as follows Code Description Parcel Number Owner Amount Paid and Total For All Codes Special Assessment Delinquent Report This report provides the user with all of the delinquent Special Assessments Information contained on this report is as follows Name Parcel Number Bill Number Special Assessment Description Tax Amount Tax Paid and Tax Due Special Assessment Detail Report This report provides the user with all information regarding the Special Assessments Information contained on this report is as follows Name Parcel Number Bill Number Special Assessment Description Tax Amount Tax Paid and Tax Due Special Assessment for Individual Parcel This report allows the user to choose a parcel and then display detail for the individual parcel To create this report simply highlight by clicking on the parcel choose Reports from main taskbar choose Special Assessment for Individual Parcel Note If you would like to choose more than one parcel hold down the ctrl key and click on the parcels you would like to view Miscellaneous Please do not proceed into this taskbar item unless instructed by J Mauel amp Associates personnel About This taskbar item will show you the version of
31. of your reports This information will be the same for all stations if you are on a network setup Payment Options Tab This tab allows the user to choose the default on the payment options For example if the treasurer has most people paying First Installments then they should click on the circle next to the First Installment and then the field will be bulleted This will follow through to the Main Payment Screen and the user will notice that whenever a parcel is chosen the Payment Type is already bulleted for them This information will be the same for all stations f you are on a network setup Municipality Payment Options Search Options Export Options Receipt Options Printer Options all Payment Type Default This information will be the same for all stations if you are on a network setup Balance First Installment Second Installment Third Installment Fourth Installment Fifth Installment Sixth Installment eee eee Search Options Tab This tab allows the user to choose Default Search Criteria The selected item here will become the default search criteria on the main payment screen For example if you always search for parcels by last name then choose last name here This information is local to this machine and therefore will not be the same for every station if you are on a network setup To choose the search option that you would use the most simply click on the circle n
32. on the down arrow next to the Printer text box the user can change the printer destination Click on the Checkmark to accept the change Payment Options Search Options Export Options Receipt Options Printer Options Other Option a gt Printer Default Preview Reports hoose the printer thet you would like your reports and receipts to print to or leswe it 35 the default printer This information is local to this machine and therefore will mot be the same for ewer station if you are on a network setup Other Options This tab allows the user to enter his or her initials and the initials will be defaulted in the Initials Field each time the user makes a payment This feature was developed to save the user keying time The Bank Code is used for banks that are collected for a municipality There are several municipalities in the state that have multiple banks collecting payments for them Therefore each bank would have a code and this code is used in printing reports The code that is used for the banks is a fictitious code and your municipality can choose any number to identify the individual banks The Send Refunds from Bank has been added for banks that collect for municipalities By clicking on this feature any refunds that the bank has paid out will transfer when the bank downloads to the municipality usually on a daily basis All other items should be changed by direct of J Mauel staff only
33. select All Allows the user to cancel out their selection Select Block This feature is helpful to the user for paying multiple parcels and reports The user must first click on the first parcel then hold down the ctrl key and click on the last parcel in their range Simply click on Select Block and the program will highlight all parcels between and including the first and last parcels Searching for Parcel or Bill Number Please note that you must type in the Parcel Number and Bill Number exactly as the county has downloaded it For example your parcel numbers may have a space or dash in it View Payment History Special Assessments or MFL FCL The treasurer may wish to view payments Special Assessments or MFL FCL made on particular parcels In order to do this the treasurer should choose highlight parcel click Process and then click on Payment History or Special Assessments or MFL FCL depending on the information they need on the upper folder item After reviewing the history the user should click on Exit REMINDER REMEMBER TO FILL IN ALL DEFAULTS UNDER SYSTEM gt SETUP PRIOR TO ENTERING YOUR PAYMENTS Posting A Single Payment to a Single Parcel To post one payment to a single parcel the user must first choose the sort feature which is used the most often for their municipality To change the default the user must choose System gt Setup gt Search Options and click on the default desired 1 e Parcel No Last Name Bill
34. sewer main or even a monthly or quarterly water sewer bill added along on the same check with the taxes In order for your deposit total to match your checks post the extra amount to the other category The other payments do not get transferred to the County because it was for payment of something not found on the tax bill and was retained by the municipality Information contained in this report would include Name Batch Parcel Bill Receipt Data Property Type Other Paid Other Description and Grand Totals Payment Detail Reports Delinquent Personal Property Report This report will list personal property parcels that have not had the 1 installment posted as paid year to date There are some personal property classifications that by law can be split in two payment installments this report will only consider the 1 installment In most cases the 1 installment on a personal property tax bill is also the full payment If you select this report before January 31 the parcels listed are not yet delinquent Delinquent Real Estate Report This report will display print the name parcel number bill number total tax includes special assessments charges delinquencies less lottery credit claimed amount paid postponed and delinquent amounts on Real Estate parcels It will not include any parcels that have been paid in full they are not postponed or delinquent Totals will list at the end of the report Postponed Reports
35. t every personal property record in the file It will list the name bill number tax amount tax paid and balance due Totals will print at the end of the report Tax Escrow List by Selected Parcels Report In order to compile this report the user must first choose the parcels on the Main Screen For a list that contains more than one parcel the user must hold down the CTRL key and click on the desired parcels Another option is to use the features below which are found on the Main Screen to choose desired parcels Br E i si i Select All oO Unselect All EN Select Block Zero Paid Report This report will list any parcel real estate or personal property that has not had any payment applied to it This report can be useful if the treasurer reminds property owners that their taxes will go delinquent if not paid immediately Payment Summary Reports Total Collected by Date Paid Report This report will display a total for each day that payments were posted The report will be sorted by dates The report will list the receipt date deposit tax paid other paid check refunds and cash refunds Total Tax Collected Reports This report can be chosen to sort by Date Range by Batch by Batch Range The report will display totals in categories by the selected receipt dates Use this report to fill out January and February settlement statements and or to balance for a day week month or total collections Check the individual cat
36. the program The version number is useful when troubleshooting with J Mauel amp Associates You may be asked to look for the version in the troubleshooting process _19 Main Program Screen Features Overview The Property Tax Collection Main Program Screen is the screen that displays immediately upon double clicking on the desktop icon titled Property Tax Collection From the Main Program Screen the user controls the functions of the program including taskbar items searching and making payments to parcels selecting blocks of parcels and the ability to navigate into the Pet Licensing Program Property Tax Collection TOWN OF EXAMPLE GREY COUNTY EJES System Batch Options Data Transfer Reports Misc About Selected Parcels Selected Parcels List 1 Parcels Selected T Clear Selected Parcele Lit Save selected parcels for next search Parcel Search By Parcel Number No Edit C Receipt Date Partial Parcel Number C Parcel Number LastName Bill Number Physical Address Check Number Amount Paid Main Payment Screen A p Select By Parce Search by Parcel No Be Select All Ei Un select All ES Select Block Receipt Date Partial Farcel Number Property Type Last Name First Name Balance B EE Address 1 Parcel Number Last 265 POME Personal Property A MOMENT IN TIME 280 42 O006728 ee LHAEL BOSGQUEA 265 1258 Real Estate ABALAN ROBERT C ABALAN JANE 2 742 71 O006838 616 KENNEDY Fr Name Bill No 3 Check
37. velope Includes County Name Date Tax Year Municipal information Total Tax Less Lottery Credit Claimed Less Tax Paid Balance Due Legal Description Parcel Number Bill Number Physical Address Mailing Address Land Assessment Improvement Assessment Total Assessment EFMV Special Assessments MFL FCL Acreage and Payment Information Receipt Date Operator Receipt Number Paid by Check Batch Tax Paid Refund Other and Total Paid Receipt B Fits Standard 10 Envelope more of a condensed version Includes Tax Year County Name Parcel Number Physical Address Municipal Information Bill Number Date Acreage Taxpayer Mailing Address Tax Amount Special Assessments MFL FCL Lottery Credit Claimed Total Tax Total Paid Balance Due 25 Receipt C Receipt is the same as Receipt A but fits the old tax envelopes Receipt D Receipt is the same as Receipt A but the mailing address has a 1 1 2 inch left mailing address margin Receipt E Receipt is the same as Receipt A but gives you a 1 25 inch top margin This receipt is used f you are printing your receipts on letterhead Receipt F Receipt is like Receipt A but prints 2 receipts per page Receipt G Receipt is like Receipt B but 3 receipts per page Receipt H Receipt is like Receipt A but the user doesn t use a network 36
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