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1. Description Account 34210 Endowments 34220 Inventory 34230 Long term Notes Receivable 34240 Prepaid Expenses Added all new accounts for nonexpendable category 34130 delete 34140 delete 34141 delete 34150 delete 34151 delete 34152 delete 34153 delete 34154 delete 34155 delete 34156 delete 34157 delete 34158 delete 34159 delete 34160 delete 34161 delete 34162 delete 34163 delete 34164 delete 34165 delete 34166 delete 34167 delete 34168 delete 34169 delete 34170 delete 34175 delete 34180 delete 34185 moved to nonexpendable category 34190 delete 34191 moved to nonexpendable category 34200 moved to nonexpendable category 34210 delete 34220 delete 34230 delete 36 Release Notes 34240 delete 34250 delete 34290 delete 34330 delete 34340 delete 34379 delete 34380 delete 34383 delete 34384 delete 34385 delete 34386 delete 34390 delete 34410 delete 34420 delete 34430 delete 34440 delete 34450 delete 34460 to delete 34470 34471 delete 34472 delete 34473 delete 34474 delete 34475 delete 34476 delete 34477 delete 34478 delete 34479 delete 34480 delete 34481 delete 34482 delete 34483 delete 34484 delete 34485 delete 34486 delete 34487 delete 34488 delete 34489 delete 34490 delete 34491 to delete 34980 34990 delete deleted all prior reserve numbers 34500 Restricted Description Account 37 Trustee User Manual 34510 Restr
2. 800 737 1826 7 00 5 00 p m Central Standard Time Request Support Online 112
3. Warrant Listings for Departments This report may be given to the departments for verification This must be done before the warrants are purged in the Month End Process Select Warrants and then Monthly Warrant Listing Enter the range of expense months and department numbers Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 69 Trustee User Manual icc amp Flexgen Trustee Local Government Corporation MISCELLANEOUS RECEIPTING VOID MISCELLANEOUS RECEIPTS The Process Select Daily and then Void Miscellaneous Receipts 70 Receipts can be voided from current month or prior history Enter the Tax Year and Receipt Number The Lookup option is available to select from receipts on file This option provides you several choices You can lookup the receipts from the Receipt or History File by Receipt Number or Received Of Name Enter a Void Reason The Lookup option is available to select from reasons on file Use the Add option key if you need to add a new reason code When the information is entered you will be prompted by Void Are You Sure Answer appropriately Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC Miscellaneous Receipting Flexgen Trustee LGC MISCELLANEOUS RECEIPTING CHANGING MISCELLANEOUS RECEIPTS Local Government Corporation The Process Select Daily and then Change Miscellaneous Receipt Enter the Tax Year and
4. SUMMA ee 87 Delinquent Taxes EEN 90 DELINQUENT TAXES STATE LIST AND FILE 90 IERI 90 DELINQUENT TAXES REPORTING FOR CLERK amp MAGTER 92 SUM fonica lilla A Soa a a eed 92 Eld rly Tax EE 94 SEENEN 94 WEI EIA IA AAA 96 MAINTENANCE SETTING OR CHANGING REVENUE CODE R 96 SHEI 96 MAINTENANCE PENALTY EILEMAINTENANCE 98 SUMMA EE 98 MAINTENANCE SETTING OR CHANGING DEFAULT CODES 100 See ee enee EE 100 MAINTENANCE SETTING OR CHANGING BANK NUMBERS ossee 102 SEC ae ee ee ee ee cr er earn 102 MAINTENANCE SETTING OR CHANGING DEPARTMENT NUMBERS 104 SUMMA sect Patras eae cece ital RSA 104 MAINTENANCE ALLOCATION TABLES 105 HEITE ee eebe e eege eege ege 105 le 108 EE E 108 SUITE cece hid eters Se eid sects ne dd ed aid ede ich evi ade a dad deeb endo 108 Supportand Navigatio Misina a E E A A A 112 Contacting Tee 112 Release Notes Release Notes Overview Summary The notes for each software release are listed below Please refer to this page for details on changes for each release A new link will be added for each software release Topics available in this section 2014 SR14919 Public Utility TR28 Tax load changed to load 1 24 2013 TRE501 ACU receipt numbers in starting na with 9500000 state assigned receipt number 2012 ARI1 Positive Pay Creating 03 01 12 TR0708 03 19 12 separate files for each m Bank Account 10 20 12 2011 TR35 4 18 11
5. Parcel or Full Parcel Enter a Void Reason The Lookup option is available to select from reasons on file Use the AddChg option key if you need to add a new reason code When the information is entered you will be prompted by Void Are You Sure Answer appropriately Next you will be asked Do You Want To Re Receipt Select the appropriate answer If you answer Yes you will be taken to the second screen in the receipting process If you answer No you are returned to the Tax Year field Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 53 Trustee User Manual Flexgen Trustee LGC PROPERTY TAX RECEIPTING TRANSACTION NUMBERS Local Government Corporation Summary You may have noticed Trans Number in the Void Receipt Change Receipt screens The purpose is twofold For voided or changed receipts the next variance of the receipt reissuing in the event of void or the result of a change will be incremented by one This also allows the software to distinguish between partial payments Each subsequent receipt will have an incremented Trans Number Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 54 Property Tax Receipting Flexgen Trustee LGC PROPERTY TAX RECEIPTING REVERSING DEPOSIT ENTRIES Local Government Corporation Summary When the receipt is voided the following entry is made Credit 28310 Undistributed Taxes Debit 40110 Department Number Property Tax Revenue
6. Revenue Code from 40110 County Taxes or 40610 City or SSD Taxes to 40120 or 40620 respectively There should be no reason to change the Default Allocation Table Otherwise you may use the steps described below to make the changes The following must be performed to set up new default code information for your next year s taxes This could be done after tax rates have been set by your governing board e Enter the appropriate Tax Year e If Special School Districts are involved enter 01 for Yes o When the cursor stops on Code press the Lookup option key and find the appropriate school district e H Fire Taxes are involved enter OU for Yes 100 Maintenance o When the cursor stops on Code press the Lookup option key and find the appropriate fire tax e Enter 01 for Tax Type Code This is for Net Property Tax The Lookup option is available to select any other tax types e Enter the appropriate Tax Rate e Enter the appropriate City Number if applicable The Lookup option is available e At Default Revenue Code enter 40110 for current county if you are setting up a new default code or 40120 for prior county taxes Enter 40610 for current City or SSD if you are setting up a new default code or 40620 for prior City or SSD taxes There should be no changes to the default allocation table if you are changing current revenue to prior revenue If these are new taxes and you need to add a new Default Allocation T
7. SR12658 Update TR44 07 19 2011 TR52 10 13 11 TR58 11 17 2011 TR63 11 29 2011 TR64 Mortgage Batch File rayment Import 12 01 2011 Payment Inport PS Process Instructions 2010 Dashboard Tennessee Chart of Inquiry Update Release 07 07 Accounts Revisions Rev 01 31 2014 Trustee User Manual 2014 Customer Summary Notes TR28 To ensure the customer has the updated programs for adding 950000 to the receipt number for the state assigned receipt number Release TR28 01 30 14 TRE501 ACU Customer Summary Notes SR14919 Public Utility Tax load changed to load receipt numbers in starting with 9500000 state assigned receipt number Release Notes 2012 Positive Pay Creating separate files for each Bank Account 10 24 2012 New control parameters File For Each Bank Account YES NO defaults to NO When set to YES separate positive pay files will be created for each Bank Account Files created will not be copied to diskette but will use the new Multiple Files Path Multiple Files Path Used only when File For Each Bank Account is set to YES This path including drive and folder is where the files created will be placed This path must already exist Ei Se Sg WS a Positive Pay Positive Pay Flag Lo Positive Pay File ANYCO Standard File Foemat for pm Process All Checks te N Bank Reconciliation Reconcliation Flag for VE Reconchation File Name UPLOAD Defin
8. for commission and none is to be taken press the space bar to clear the commission code After all information is entered and has been confirmed as correct you are given the opportunity to print the receipt Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 65 Trustee User Manual Flexgen Trustee LGC MISCELLANEOUS RECEIPTING WARRANTS DEPARTMENT CHECKS Local Government Corporation Summary The primary difference between the checking and warrant system is one of accounting With warrants the expense to the fund occurs at the time the Trustee s Office receives the warrants from the bank With the checking system the expense occurs when the department provides information to the Trustee s Office This occurs with the sending office bringing a diskette to the Trustee s Office and the Trustee loading the information on the computer Thus all checks on the diskette are expensed against the fund at that time The Process Adding A Warrant Select Warrants and then Add Warrant Enter all information The Lookup option is available for the Department fund Type and Trustee Bank Number Be sure to check that the Reconciled field contains 01 Yes The Effective Date should be the same as the Trustee Check Date The trustee check is the check issued to the bank to purchase the warrants All information should be entered for the first warrant Each subsequent warrant will contain the same informat
9. new format beginning in 2012 Dashboard Inquiry no name address changes dues to field size restraints New Owner Scroll added address 2 Master Maint Tax Freeze Maint allow changes of Tax Freeze info that is contained in the IMPACT file SR11416 ACV Listings Add column for PAID indicator SR13940 Dashboard Receipting changed to allow you to change the PENALTY DATE per receipt line in order to set it prior to the penalty due date SR13988 Summary Audit Net Change report added option to order by Parcel Number Menus Reports Audit Summary Audit Net Change Trustee User Manual 3 TRs652 Report Order Receipt Number Aggregate Parcel Number Transaction Cut Off Date ih 2 31 2011 Exit Esc Distribution Audit Report by Parcel Number TRQ640D New report for distribution changes by Parcel Number Menus Reports Audit Audit Distribution Parcel Number SR14080 Extract TRST for Delinquent file TRE270 This option has been changed to include new selection criteria Receipt number Bankruptcy Tax Appeal Real Personal Both From Receipt 2011 Thru Receipt 2011 9999999 Include Bankruptcies N Y N include State Appeals N Y D Property Both Personal Real SR14083 Changes to the Warrant load processes and report to validate account numbers on the warrant The report will show errors and not load those that do not validate Counties
10. receipts without creating a batch Pressing F2 on the Group ld field allows you to choose to select either and existing Group ID or an existing Batch Entry Mode Individual Batch If you select the Individual option the cursor will move to the Receipt Date fields and automatically fill in the batch name and description fields Selecting the Batch option will go to the Group ID field Pressing F2 on the Group ld field allows you to choose to select either and existing Group ID or an existing Batch Lookup Options Group Id Existing Batches 30 Release Notes Pressing Ctl F2 while on the Group ld field allows you to maintain groups Pressing F5 to add parcels will display ALL taxes both paid and unpaid Groups can be either permanent or temporary A permanent group can be used from year to year thus purpose of selecting All taxes at this juncture Selecting a Group only loads unpaid taxes into the receipting area TRF458 Group Id Maintenance Sch Ess Group ld JOHN DOE Description JOHN DOE S PARCELS Temporary Flag ET NO Receipt Date ReceiptedBy Exit Esc Update F4 Delete EG Add Par pel LookUp L Grp Rpt L When in Group Id Maintenance e Pressing F2 will LookUp all existing groups e Pressing F5 allows you to add parcels to the group Remember this is both paid and unpaid parcels e Pressing F6 deletes the group e Pressing F7 will allow you to Display Print a report of the par
11. the computer to make the above entry e Bank Deposits Journal o This report may be printed It contains the DP deposit entries created from the above option Distribute Warrants This takes the warrant which have been entered and applies them to the applicable departments via the General Ledger o Enter the effective date range It is recommended that you keep the range to one day After the Day End processes have been completed it is necessary to go to the General Ledger and make any relevant entries and to print the Trial Balance Balance Sheet Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 77 Trustee User Manual Flexgen Trustee LGC DAILY PROCESSES TRUSTEE ACCOUNTING ENTRIES Local Government Corporation Summary The following entries are a guide for the basic entries made in a Trustee s Office Pay attention to the Entry Type This affects the way information is reported on several reports Your account numbers may differ from those shown The Process Trustee Checks Written Entry Type CD Cash Disbursement Sales Tax to Cities Debit 58700 590 DEPT Credit 11130 BANK Trustee Office Salaries and Other Liabilities Debit 29900 Credit 11130 BANK Purchase Warrants Debit 14310 Credit 11130 BANK 78 Drug Fund Checks Debit Credit Property Tax Refund Debit Credit Miscellaneous Entries Entry Type DP Deposit Daily
12. then State Delinquent File Create Place an X beside the type of property you want to export to the diskette Real and or Personal Enter the Tax Year range for both types if both are selected This is normally only one Tax Year Confirm the selections and then select Continue to begin the process A box will appear that shows the information processing Note If exporting both personal and real you will be prompted a second time to continue the process Select the appropriate diskette type and place the diskette in your disk drive The file will be copied to the diskette Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 91 Trustee User Manual Flexgen Trustee LGC DELINQUENT TAXES REPORTING FOR CLERK amp MASTER Local Government Corporation Summary If your Clerk amp Master is using LGDPC software you can report electronically via diskette This enables their office to load the information on their computer more quickly and accurately The Process Prior Year Taxes Select Other Prc and then Clerk amp Master Export Place an X beside the Type of property you want to export to the diskette Real and or Personal Enter the Tax Year to export Confirm the selections and then select Continue to begin the process A box will appear that shows the information processing Note If exporting both personal and real you will be prompted a second time to continue the p
13. 67 Trustee User Manual When the information is entered you will be prompted by Void Are You Sure Answer appropriately Loading Warrants by Diskette Checking System There are two options on the menu by which to load information from sending offices These are named in relation to the software in the sending offices Select Warrants then Load Warrant by New File for the New General Ledger and Purchasing or Load Warrant by Old File for the Old General Ledger and Purchasing These options allow you to select the appropriate diskette type and the load all warrant check information An edit listing can be printed that contains duplicate warrants warrants found to be previously loaded Warrants are distributed to the General Ledger in the Day End process Verifying Warrant Totals Use one of the reports below to check your warrant check totals These reports can either be printed or displayed Select Warrants Warrant Reports and then Check Number Order Enter the check number range The check number is the number of the check issued to purchase warrants Select Warrants Warrant Reports and then Summary Department Order Enter the warrant department number and effective date range 68 Miscellaneous Receipting Select Warrants Warrant Reports and then Detailed Department Order Enter the warrant department number and effective date range
14. After you have loaded all your receipts if you want to create a Group which could be used in the following year to load the same parcels you may press Ctl F2 Complete the Group Id screen and save 32 Release Notes baue Dashboard Batch Recepting INNI Groupi BatchName fomo Descriptor ege o vu Group 1d Maintenance Seq Gopi M Description JOHN DOE PARCELS Temporary Flag E NG Ent Esc Update F4 After all receipts are selected and payment amounts entered as desired press Ctl F1 to go to the payment information section of the screen Complete this as you normally would The fields on the right side of the screen are for information only and not available for input Note the account number distribution screen will not appear If a default code does not exist you will see a message asking if you want to create one Check the information carefully when doing so Payment Method T Ml TTT State ACY NS Recewed0t ANDE SCS coya y IT Payment Type 2 ed Discounts a Payment No 7245 TT Penalties 70 Cashierint TS Net Due T ao Group Code 335 Tendered EZL CasherDiwes T AVI Applied Amt IT em Change Due Est Esc Update F4 Delete F6 Delete Line F8 LookUp F2 Dsc Pen F7 Page Up Ada airo PayDet Cu F1 Group ld Ci F2 LoadMrg CU F3 Add Line F9 Page Down After all payment information has been entered you will be asked if you wish to process the rece
15. Deposit Debit Credit Direct Deposit of Interest Debit Credit Entry Type JE Journal Entry Correct Deposit Entry Debit Credit Direct Debit for Insurance Debit Credit 54900 590 DEPT 11130 s o 22200 11130 11130 1120 29900 11130 11180 1120 51900 599 DEPT 11180 a Daily Processes BANK BANK BANK BANK BANK BANK 79 Trustee User Manual Entry Type CR Cash Receipt Trustee Commission Transfer Debit 29900 Credit 46510 101 BANK Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 80 Enter Checks Written By Trustee s Office Flexgen Trustee LGC Local Government Corporation ENTER CHECKS WRITTEN BY TRUSTEE S OFFICE The Process Select Menus Accounting Transactions Manual Transaction Processing Transaction Maintenance and then CD Cash Disbursements Enter the Transaction Number check number Enter the Transaction Date Enter the Description This is who the check was issued to Enter the appropriate account numbers When the information is entered press the DataOk option key and confirm Select Menus Accounting Transactions Manual Transaction Processing Posting Options and then Post All Transactions This will post all manual entries Select Menus Accounting Transactions and
16. Flexgen Trustee USER MANUAL Version 7 LOCAL GOVERNMENT CORPORATION ALL RIGHTS RESERVED 2007 2015 REV 10 24 2014 Table of Contents Release EE 1 Release Notes Overview i 1 ZON RR RR RE RO ORE ARR AI Eegen 2 Customer Summary Notes TR28 2 ZIE RA TIRA ORI IONI RIO A RO IO IONI AA RZ 3 POSING Ray menea cues catsatas ince Coat ta daean dacs A a Ole ceatiuda alias 3 Customer Summary Notes AT 5 Trustee Release ERUN 6 CN DEE 9 Bi SE 9 BR ee E sal baia ariana talia dala 10 Update E EE 11 TR52 Dashboard Receipting Update i 12 TR58 C amp M Reporting Update ibi 13 TR63 Dashboard Receipting Update i 14 TR64 SSD and Fire Tax Report Update 15 FLEXGEN MORTGAGE BATCH PAYMENT FILE IMPORT 16 SEENEN 19 Trustee EE 19 Tennessee Chart of Accounts Revisions 35 Dashboard Nguy EE 40 Ee e gel Le IL EE A0 HEIN eebe eege A0 Dashboard Geh e EE 43 Dashboard RECS DEIN EE 43 ln EE 43 Moving Around in Weieen tances esate ato DALILA ALA 46 MOVING AROUND YOUR NEW GOETWARE 46 inn E 46 Property Tax ele Le WEE 48 PROPERTY TAX RECEIPTING SELECTING RECEIPTS INDIVIDUAL 48 PROPERTY TAX RECEIPTING SELECTING RECEIPTS GROUP BATCH 51 Table of Contents PROPERTY TAX RECEIPTING VOID RECEIRI 53 PROPERTY TAX RECEIPTING TRANSACTIONNUMDERG 54 ln E 54 PRO
17. Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 55 Trustee User Manual icc amp Flexgen Trustee Local Government Corporation PROPERTY TAX RECEIPTING CHANGE RECEIPT Summary Note It is advisable to void receipts which have amounts or distributions to be changed The Process Select Daily and then Change Property Tax Receipt Enter the Tax Year Receipt Number and the Trans No The Lookup option is available to select from receipts on file This option provides you several choices You can lookup the receipts from the Receipt or History File by Receipt Number Received Of Name Property Address Parcel or Full Parcel Enter a Reason for Change The Lookup option is available to select from reasons on file Use the Add option key if you need to add a new reason code Make any necessary changes to the receipt information Several option keys are available during the change The PayDet option key allows for the payment to be split between different people or payment types RctDst allows you to go to the receipt distribution screen The Notes option key allows the user to add change notes comments to this receipt When the information is correct press the DataOk option key and confirm Note The changed receipt takes the date of the user If you predate the receipt you will need to prorate that date again 56 Flexgen Trustee Property Tax Receipting Copyright 2007 2015 All Ri
18. PERTY TAX RECEIPTING REVERSING DEPOSIT ENTRIES ee 55 SUMMA EE 55 PROPERTY TAX RECEIPTING CHANGE RECEIPT i 56 SUE RR RR EEE alate eege 56 PROPERTY TAX RECEIPTING PRORATING RECEIPTS i 58 El une EE 58 PROPERTY TAX RECEIPTING RECEIPT LISTINGS 59 HEITEN palo co ce te tien tate edt esile a Sot aan ec ole eae 59 PROPERTY TAX RECEIPTING REPRINTING RECEIPTS i 60 PROPERTY TAX RECEIPTING ELECTRONIC RECEIPTING 61 SUMMAE a AA ala allea sail dla ia alari 61 Miscellaneous Heceiptmng ENEE 62 MISCELLANEOUS RECEIPTING NUMBERING MISCELLANEOUS RECEIPTS 62 SUMMA EN 62 MISCELLANEOUS RECEIPTING ENTERING INFORMATION 63 SIE O O NI 63 MISCELLANEOUS RECEIPTING WARRANTS DEPARTMENT CHECKS 66 SUMMER iii ei ie 66 MISCELLANEOUS RECEIPTING VOID MISCELLANEOUS RECEIPTS 70 MISCELLANEOUS RECEIPTING CHANGING MISCELLANEOUS RECEIPTS 71 Dally ee 72 DAILY PROCESSES DAILY PROCEDURES i 72 eu E 72 DAILY PROCESSES DAY END ERKENNEN 74 SVAN inserirli visioni ciali 74 DAILY PROCESSES TRUSTEE ACCOUNTING ENTRIES esssseeeeeeeeessrrrrern 78 HEES 78 Enter Checks Written By Trustee s Office 81 ENTER CHECKS WRITTEN BY TRUSTEE S OEEIECE ii 81 Printing a Leesberg 83 PRINTING A TRIAL BALANCE create iaia eni eege 83 Trustee User Manual Le 84 Pedro ie CRE ORI RE ee eer TE IRE REIT 84 Simmel sone nen 84 MonbENdis isa a ase oasis Malindi balia aaah a Seles ia hs lina i asst 87 MONTH END E 87
19. Process This option prints all necessary Trustee and General Ledger reports It also performs all required functions to close each month Select the printer for the reports Do the four steps in order See Trustee Manual for details Flexgen Trustee Copyright 2009 All Rights Reserved LGC 89 Delinquent Taxes Flexgen Trustee LGC DELINQUENT TAXES STATE LIST AND FILE Local Government Corporation Summary Delinquent taxes are prepared and sent to the State on a diskette A listing is produced that is a one line per parcel report detailing parcel number receipt number name property address and property tax It can also be sent to the State electronically on diskette Using this method should eliminate any potential for error when information is recorded by the State But you should also print the report to have a hard copy of the taxes reported to the State The Process Preparing a List for the State Select Reports Master and then Property Tax Listing Select State for the report order This will report parcels in the order the state requests Select Receipt Name or Parcel for the report order Depending on the order selected enter the criteria to be used for selection Select No when prompted by Parcel ID Yes No Select Unpaid for reporting all unpaid taxes Confirm the process and print the report 90 Delinquent Taxes Preparing the State File Select Other Prc and
20. Receipt Number The Lookup option is available to select receipts from current month or history You can lookup the receipts from the Receipt or History File by Receipt Number or Received Of Name Remember when looking up receipts by receipt number that the current tax year was inserted before the receipt number when it was issued by the computer Enter a Change Reason The Lookup option is available to select from reasons on file Use the AddRsn option key if you need to add a new reason code Make any necessary changes to the receipt information Several option keys are available during the change The PayDet option key allows for the payment to be split between different people or payment types RctDst allows you to go to the receipt distribution screen The Notes option key allows the user to add change notes comments to this receipt When the information is entered press the DataOk option key and confirm You will have the option to print the receipt Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 71 Daily Processes Flexgen Trustee LGC DAILY PROCESSES DAILY PROCEDURES Local Government Corporation Summary This document is meant to serve only as a daily procedure guideline for using LGDPC s Trustee Software It is not intended to be an instructional guide for use with the software This should be used for informational purposes only It is a guideline and therefore does not have to be follow
21. Table Maintenance screen Choose A Exit to return to the System Control menu Recommended Commission Functions Accounts General Fund Solid Waste Highway School Funds Debt Service Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 107 Elderly Tax Freeze Flexgen Trustee LGC Local Government Corporation Elderly Tax Freeze Summary Tax Records that have the property tax amount frozen will have a 99 in the WARD Field This will be loaded with the State Tax record 99 in the ward field makes the property tax amount not changeable It also drives the messages indicating the tax amount is frozen Trustee Property Tax Menu Maintenance Master F9 OthPrc Other Information Currently the 99 can be removed by the customer and that will remove the frozen status and allow the property tax amount to be changed The following options will display a message stating that the Property Tax Amount is Frozen o Master Maintenance o Master Inquiry this option will also include in the message the Total Un frozen Tax Amount for that receipt This refers to what the tax amount would be if it were not frozen plus any other taxes SSD Fire Misc o Property Tax Receipting for individual receipts only Not included in batch receipting Validate Elderly Tax Freeze Select Menus System Admin Control Fine and then Trustee System Control This screen includ
22. Tennessee Chart of Accounts revisions for 2010 The Tennessee chart of accounts is updated yearly This release will update your software to the most recent revisions GENERAL LEDGER EQUITY ACCOUNTS This section has been completely revised to comply with Governmental Accounting Standards Board GASB Statement 54 All reserve and designation accounts have been deleted Fund balances are now classified as nonexpendable restricted committed assigned or unassigned DETAILED REVENUE ACCOUNTS New Accounts Acct No 46530 Energy Efficient School Initiative This account should be used to record the collection of excess lottery funds awarded to the county by the Tennessee Department of Education 47311 Race to the Top ARRA This account should be used to record the collection of Race to the Top funds obtained through the American Recovery and Reinvestment Act 47715 Tax Credit Bond Rebate This account should be used to record the collection of federal rebate funds associated with Build America bonds Changes for Statement No 54 Change Acct No Description EQUITY 33000 delete 35 Trustee User Manual 34000 Fund Balances 00 Control Account 34100 Encumbrances new account _ _ Description Account 34110 Encumbrances Current Year renamed 34120 Encumbrances Prior Year renamed These are non reporting accounts for internal purposes only 34200 Nonexpendable
23. Will show Yes for receipts with C amp M flag of 03 SR 13275 Change of wording for Tax Freeze message Rev 01 06 2012 13 Trustee User Manual TR63 Dashboard Receipting Update You may print this set of release notes using the Print button at the top of the screen SR11935 SR11935 Allow for a batch report before payment in Dashboard Receipting Create the batch and then save it Go back into Dashboard Receipting select Batch Lookup Existing Batches and there is a new function key F7 to print the batch Rev 01 06 2012 Release Notes TR64 SSD and Fire Tax Report Update You may print this set of release notes using the Print button at the top of the screen SR12513 SR12513 SSD and Fire Tax totals report Prints after Tax Type Report if there are any amounts for SSD and Fire Tax This report only prints totals Rev 01 06 2012 15 Trustee User Manual FLEXGEN MORTGAGE BATCH PAYMENT FILE IMPORT Click here to view this file in a PDF format This new process allows you to tell Flexgen where to find the Mortgage file and it will rename the file to TRTR FLE which is needed for the process to recognize the data The process will rename the Mortgage File as long as it doesn t contain blank spaces or character keys such as _ underscores or if the file name is too long over 24 in length Make sure you have placed the CD Diskette etc in the appropriate drive at the Server If you have
24. able press the Add option key when the cursor stops in the Default Allocation Field e Press the DataOk option key and confirm When finished adding or changing Default Codes press the Exit option key in the Tax Year field to return to the System Control menu Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 101 Trustee User Manual Flexgen Trustee LGC MAINTENANCE SETTING OR CHANGING BANK NUMBERS Local Government Corporation Summary Bank Numbers allow you to define the name of the institution and the bank s account number This information displays in several places When you print a Trial Balance or Balance Sheet the account description will display the name of the bank in this field Also when printing the deposit slips the bank name and account number appear at the top of each deposit slip Anytime you use the Lookup option on the bank field the bank s number as well as it s description will display in the Lookup box The Process Select Menus Control Code Maintenance and then Bank Maintenance o If adding a new bank Enter the new number in the Bank Number field Enter a Description for the institution This description might include instead the purpose of this particular bank account Enter the bank s Account Number This is the account number issued by the bank and not the account number used from the Chart of Accounts When the information is entered pre
25. and cities on the IMPACT system will have their tax notices printed on 8 5 X 11 paper by the State Release Notes 2011 TR 44 Update You may print this set of release notes using the Print button at the top of the screen SR13008 There has been a change made to the option for the mortgage company payments file loading Instead of requiring the file to be loaded from a disk or other defined drive location and the file having to be named TRTR FLE we now have the option to browse for a file of any name without spaces in the filename and select that file The menu options for Trustee and Property Tax have been changed Please take a look at the rough documentation for more information This only takes place of loading the file into the FILES directory The customer still has to run the option for the Mortgage Co Batch Extract Rev 07 19 2011 Trustee User Manual TR 35 Update You may print this set of release notes using the Print button at the top of the screen SR12710 Changed Unpaid receipts lookup in Receipting process to include Unpaid Taxes amount and not show any receipts with 0 00 due Example TRL010A Unpaid Taxes Lookup Year ReceiptNo Name Property Address Unpaid Taxes 0000006 101 WINNERS CIRCLE ASSOCIA NNERS CIA 101 58850 00 Mmn Tannanin Mone Release Notes Update SR12658 You may print this set of release notes using the Print button at the top of the screen SR12658 new report C
26. ation table simply stated is used to automatically distribute revenue to departments based on a set percentage or tax rate Items defined in the allocation table include the various departments and commission functions and objects Where are Allocation Tables Used Allocation tables are used in several places By placing the allocation table in the Default Codes allows the software to determine the correct revenue distribution for different tax years and rates Also the allocation table is set in the Revenue Codes regarding where revenue is most commonly receipted or distributed This can be changed at the time of receipt on the distribution screen It is necessary when the new tax year begins to establish a new Allocation Table for the new year s taxes This should be done even in the event that there is no change in the tax rate or the allocation of money to the various departments The table should be numbered incorporating the last two digits of the year into the Allocation Table Code For example for 1997 taxes the table number should be 097 for 1998 098 etc The Process Setting Allocation Tables There are two methods for setting up a new Allocation Table Manual or Automatic First we will discuss the automatic method This method allows you to enter the total tax rate and then the tax breakdown for each department Using this method the computer will calculate the percentages for you Allocation Tables Automatic P
27. automatically deposit the day s receipts 8 If you do not choose to make an automatic deposit entry mentioned in the step above you would enter the deposit in the same manner that you would enter checks in 4 above Note You would use option DP Deposits for the deposit entry 9 Make any check entries payroll D A fund drug control etc by selecting G L General Ledger Transactions Manual Transaction Processing Transaction Maintenance and then CD Cash Disbursements 10 Print a Receipt Listing using option Daily Proc Day End Process and then Receipt Listings 11 Receipts should be prorated using the option Daily Proc Day End Process and then Prorate Receipts This step automatically distributes the money to the correct fund 12 Once the Day End Process is complete you should then go to the G L General Ledger Menu Reports and then Standard Report Selection This will allow you to print a Trial Balance and check your work daily 13 Do a daily backup Every Friday do a weekly backup Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 73 Trustee User Manual Flexgen Trustee LGC DAILY PROCESSES DAY END PROCESS Local Government Corporation Summary The Day End Process should be performed every day in an effort to maintain accountability and accuracy Some steps may be skipped if there is no activity involving them The Proc
28. ble to be changed Trustee User Manual Trustee Release TRO708 3 19 2012 Release SCL TR0708 Note Sites using Point of Sale will need to load updated POS programs Name Field size increased on most screens Address fields sizes increases on most screens Master Inquiry changes Add Address 2 line New field for STATE for IMPACT formatted files Converting we will keep the City and State together but when a file is imported in the IMPACT format it will separate the City and State we are not using the Country field from the IMPACT file city State GREENBRIER TN Pin Pada z TE Tax Freeze Info New County information This comes from the State when the tax roll is loaded TRL906 County Tax Freeze Information Tax Year Receipt No Tax Freeze Indicator E Base Year Assessment Values Base Year Current Year Tax Amounts Total P o Frozen Base hy Frozen Kee n Non Frozen I Non Frozen See Freeze Total wi Calculated Taxes fo ql Exit Esc Property Tax Annual load CAAS for format previous to 2012 Release Notes IMPACT for new format beginning in 2012 Allows you to BROWSE for the file and it can be named anything 8 character limit It will NOT put a copy of the tax roll into the FILES directory New Owner File Update CAAS for format previous to 2012 IMPACT for new format beginning in 2012 Delinquent Tax Export CAAS for format previous to 2012 IMPACT for
29. canceled Batch Options 52 e Process Receipts This process marks the taxes as paid Enter the payment information Pay careful attention to the Received Of field This is generally the first receipt in the batch It will need to be changed if this batch is being paid by a Financial Institution or other agent e Print Receipts Select this option only after above option has been run o After receipts have been printed you will be prompted by Delete Batch Now Select Yes if the process is complete There is no need to keep paid batches on file This deletes the batch file only This can also be done by selecting the Delete Batch option e Display Print Batch This will print or display receipts which are included in the batch It gives individual and batch totals This can be run before the batch is processed for verification purpose Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC Property Tax Receipting Flexgen Trustee LGC Local Government Corporation PROPERTY TAX RECEIPTING VOID RECEIPTS The Process Select Daily and then Void Property Tax Receipts Receipts can be voided from current month or prior history Enter the Tax Year Receipt Number and the Trans No The Lookup option is available to select from receipts on file This option provides you several choices You can lookup the receipts from the Receipt or History File by Receipt Number Received Of Name Property Address
30. cels contained in the group e Once you have finished maintaining the group pressing F4 saves the information Group ld Batch Name Description Receipt Date Discount Date Penalty Date For Batch Receipt option Batch Names are automatically assigned You must enter a batch Description The three date fields automatically fill with your login date and can be changed individually These dates are updated to your login date regardless of the date on which they were created Pressing F2 on the Receipt No field allows you to select a look up option 31 Trustee User Manual f s 10 08 01 Trustee c files trt TRMOO1 Daly Warrants Maintenance Other Inquiry Menus Spec Help TRF455 Dashboard Batch Receipting p Group ld Batch Name 0010063003 Description JOHN DOE Receipt Date 06 30 2010 Discount Date 06 30 2010 Penalty Date 06 30 2010 ce e OOO oduponi If you need to modify either the Discount Amt or the Penalty Amt field pressing F7 allows you to do so TRF457 Dashboard Penalty Maintenati Maintenance Options Discounts Penalties If you want need to change the Payment Amt field you may do so for each individual receipt If the payment amount is more than the amount due the software asks if it is an overpayment Answering No indicates you will return the money to the customer as change due Answering Yes alerts the software to record the money into the overpayment account 22200
31. cument Production option will create a coma separated file in a specified folder and then call word processing software Word Excel etc At this time we are only using Microsoft products We are having problems using OpenOffice applications but that is still WIP program to allow you to open created file Can be used for Mail Merge Prerequisites Contact LGC support for assistance in the setup process Prior to using the following must be set up INI file must be created and placed in FG4 directory The INI file can be set up per user or for all users As a default for all users name the file ALL_MM INI If a separate file is desired per user name the file USERNAME MM INI where USERNAME is the FlexGen Username 41 Trustee User Manual The INI file must contain the following The path and file name for the csv file to be saved in and the file name C DOCS MERGE CSV The file name must have a CSV ending The full path of the program desired to open to access the file C Program Files Microsoft Office Office12 WINWORD EXE this example is for Microsoft Word Option is part of the new Dashboard inquiry option Select receipt F5 Documents Production Summary of Document Production Process This will create the csv file in the path specified in the user s INI file if an INI file for that user does not exist it will use ALL_MM INI file for the path and file name Then it will open the specified soft
32. e Selecting a Group only loads unpaid taxes into the receipting area 4 When in Group Id Maintenance the following options are available Lookup F2 allows you to LookUp all existing groups 43 Trustee User Manual 44 10 11 12 13 Add Par F5 allows you to add parcels to the group Remember this is both paid and unpaid parcels Delete F6 deletes the group Grp Rpt F7 will allow you to Display Print a report of the parcels contained in the group Update F4 o Once you have finished maintaining the group pressing F4 saves the information For Batch Receipt option Batch Names are automatically assigned You must enter a batch Description The three date fields automatically fill with your login date and can be changed individually These dates are updated to your login date regardless of the date on which they were created Pressing F2 on the Receipt No field allows you to select a look up option If you need to modify the Discount Amt or the Penalty Amt field pressing F7 allows you to do SO If you want need to change the Payment Amt field you may do so for each individual receipt If the payment amount is more than the amount due the software asks if it is an overpayment Answering No indicates you will return the money to the customer as change due Answering Yes alerts the software to record the money into the overpayment account 22200 After you have loaded all your receipts i
33. e Therefore when displaying the reports you are presented with a little different Action Bar This bar allows you to move the display left right down a page or up a page A page in this instance is a display screen There is also the option to keep a portion of the left side of the screen for reference when viewing the right side of the screen By pressing the Keep key the letter k the user is given a ruler across the bottom of the screen extending from the left side The customer moves the cursor by pressing the arrow key until the cursor is in the area of the screen the customer wants to keep Then the customer would press Right and the screen is split between the left side of the report as defined by the customer and the right side of the report The Keep feature may be turned off by pressing the K key and then pressing the Escape key This feature is reset with each new report Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 47 Property Tax Receipting Flexgen Trustee LGC Local Government Corporation PROPERTY TAX RECEIPTING SELECTING RECEIPTS INDIVIDUAL The Process Select Daily Proc and then Property Tax Receipting Enter the Tax Year and the Receipt Number The Lookup option is available to select from receipts on file This option provides you several choices You can lookup the receipts by Receipt Number Name Property Address Parcel or Full Parcel In addition to selecting receipt
34. e ReconciaitionFie 0 YES Start Position Length Account No i 12 Check No 17 10 Check Amount 27 12 Decima imped Y N fy Check Date 40 3 Code Format Size Date Format E Pm Ext Esc Update F4 LookUp F2 The create check rec file process works the same except you are not prompted for a diskette The files to be transferred to the bank are created in the directory defined in the Multiple Files Path control using the Positive Pay File name from the controls with the last 4 digits of the bank account number as a suffix example Trustee User Manual Computer LDrive L LGC POSPAY Fle Edit View Tools Help Organize v Include in library Name Date modified Type Size ANYCO 3752 10 19 2012 1 59 PM 3752 File _ ANYCO 3753 10 19 2012 1 59 PM 3753 File _ ANYCO 3754 10 19 2012 1 59PM 3754 File All other processes work the same Rev 10 24 2012 Release Notes Customer Summary Notes AR11 Change to AR and Misc Receipting Receipt Maint to make INITIALS field output only This change requires the logged in users initials to always be used Audit had requested to make initials unable to be changed Release AR11 03 01 12 ARF510 ACU ARF310 ACU Customer Summary Notes SR13843 Change to AR and Misc Receipting Receipt Maint to make INITIALS field output only This change requires the logged in users initials to always be used Audit request to make initials una
35. e for printing on your Tax Statements Please contact LGC if you want this feature added to your tax statements SR4032 Name 2 field has been added to Tax Year Scroll Reports SR5334 Property Tax Listings STATE selection has changed to omit receipts when the State Appeal flag is set to 1 for Yes Property Tax Listing by Receipt Name and Parcel SR11209 If your office does not process October Commission and the October commission file is set up for October with Commission Available as No you are no longer prompted Have You Taken October Commissions and required to answer Yes in order to continue and close the month Those offices that process October Commission will still be prompted and required to answer Yes to continue SR9177 A Hold flag has been added to the Special Message option Trustee Menu Maintenance Special Message When a special message with a hold flag of 1 for Yes is attached to a receipt it will not include this receipt in the Clerk and Master Export if delinquent 19 Trustee User Manual Ex Esch LookUp Sal The Special Message Listing Menus Reports Master Special Message has been changed to allow the selection of which special message codes to include in the report Select the code s from the tag lookup x Beginning Receipt BeomingPact TT fT TI TT Beginning Name IR Ending Receipt TTI Lie ame IT e oS M
36. ed exactly However it should also be noted that omitting certain steps could result in inaccurate information The Process 1 Enter warrants by selecting the option Warrants and then Add Warrant 2 Check totals for the warrant entries in option Warrants and then Warrant Reports 3 Warrants will be distributed to the appropriate funds departments at the end of the day using option Daily Proc and then Day End Process 4 The check used to purchase warrants should be entered by selecting G L General Ledger Transactions Manual Transaction Processing Transaction Maintenance and then CD Cash Disbursements You will then need to post the entry using Posting Options 5 Receipt Property Taxes and Miscellaneous Receipts using the appropriate options daily Normally Daily Proc and then Property Tax Receipting for Property Taxes and Daily Proc and then Miscellaneous Receipting for Miscellaneous Receipting 72 Daily Processes 6 Individual cashier drawer checkouts should be performed by the individual responsible for the cash drawer This is done by using option Daily Proc Day End Process and then Drawer Checkout 7 You may want to use option Daily Proc Day End Process and then Deposit Process to make your deposit entry for you This listing will give you a list of all checks money orders or other receipting entry types There is also an option to
37. ed for Purpose No 4 39125 Restricted for Purpose No 5 39126 Restricted for Purpose No 6 39127 Restricted for Purpose No 7 39128 Restricted for Purpose No 8 39129 Restricted for Purpose No 9 39130 Restricted for Purpose No 10 39131 Restricted for Purpose No 11 39132 Restricted for Purpose No 12 39133 Restricted for Purpose No 13 39134 Restricted for Purpose No 14 39135 Restricted for Purpose No 15 39900 Net Assets Unrestricted Rev 07 26 2010 39 Dashboard Inquiry Dashboard Inquiry A video presentation of the new Dashboard Inquiry features is available by clicking this link Click here to view the release notes which include screen captures of the Dashboard Inquiry process Summary The dashboard inquiry provides a one screen inquiry and will create a coma separated file in a specified folder and then call word processing software to allow you to open the created file which can be used for Mail Merge At this time we are only using Microsoft products such as Word and Excel The Process Select Trustee Menu Inquiry and then Dashboard Inquiry 1 Enter the Tax year and receipt number The lookup option is available You may select by paid unpaid all then lookup options such as receipt number name address parcel etc 2 After selecting receipt all associated receipts for that same parcel will be displayed in bottom panel and the inquiry will then move to the most current selecti
38. elect G L General Ledger Menu Transactions and then Manual Transaction Processing Make the appropriate entries and post 7 Print a Trial Balance and make certain it is correct If it is incorrect repeat steps 5 6 and 7 until all funds are correct 8 If correct go to the main menu and perform a Monthly Backup After performing a Monthly Backup you are now ready to start the process of closing the month Select G L General Ledger Menu Period End and then Month End Processing 9 Option Special Comm is for commissions taken either during a specific time of the year October Commissions or once monthly School Commissions Execute the options which apply currently to your situations 10 Option Month End gives you the opportunity to print complete Warrant Listings and Summarized Receipt Listings for the entire month Choose these if you want to print these listings These options do not have to be executed to close the month 11 The next two options should be run every month 88 Month End Option Purge Warrant File purges warrants from the current Warrant File This is done by entering the corresponding Effective Dates Normally the date range for the month you are currently closing Option Purge Receipt Files purges receipts from the current month file Note Once receipts are purged you can still print them from the History file 12 The final step is Month End
39. elections and print the report Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 95 Maintenance Flexgen Trustee LGC MAINTENANCE SETTING OR CHANGING REVENUE CODES Local Government Corporation Summary Revenue Codes allow you to designate a particular department in which to distribute receipted money Although this department will default when the revenue code is entered on the receipt distribution screen it may be changed if the money goes to a different department The department is designated by use of an allocation table If the allocation table doesn t exist it can be added through its own maintenance option or added at the time you are adding or changing the Revenue Code It is in this option where you also designate the type and amount of commission taken at the time of receipt This may also be changed at the time of receipt The Process Select Menus System Control and then Revenue Maintenance Begin by entering the Revenue code you want to change or setup If you are uncertain of which number to use the Lookup option gives you the choice to lookup existing revenue codes or valid account numbers The valid account numbers are those listed on the standard State Chart of Accounts You will be given the opportunity to enter an Object and or Cost Center The cost centers may be added during this process or from their own menu option in the General Ledger Enter the correct Allocation Tab
40. ercents 105 Trustee User Manual Select Control File System Control Allocation Table Maintenance and then Automatic Percents e Enter the Table Number For example For 1997 enter 097 The Lookup option is available to select from tables on file e Enter a brief Description For example 1997 Property Taxes e Enter the Tax Rate Be sure to use the decimal in your tax rate For example 2 31 e Enter your first Department number For example 101 e The cursor will jump to the Commission Function Enter the appropriate commission function account number If you are not sure of these use the Recommended Commission Accounts table following as a guide or call LGDPC for guidance e The cursor will jump to the Commission Object The system will display your Default Commission Object Your default commission object has been entered previously during the initial set up on the Trustee Control File In most instances this should be 510 If this number is different use the number that displays Press lt enter gt to continue to the next field e In the Dept Tax enter the portion of the Tax Rate that is to be used for this Department Once the amount has been entered press lt enter gt and the Percent field will be calculated and displayed automatically The cursor returns to the next Dept field e Continue in the same manner until all departments and their corresponding tax rates have been entered After a
41. es flag to Validate Elderly Tax Freeze when set to YES certain fields of the Elderly Tax Freeze Maintenance screens will require an entry Fields that validation flag effects 108 Elderly Tax Freeze Ownership Life Estate Remainder Live On Property Mobile Home More Than Two Owners Living on Property Residence N R O Property Is Rented Elderly Tax Freeze Maintenance Select Trustee Menu Maintenance and then Elderly Tax Freeze Maintenance Elderly Tax Freeze maintenance option is available from Property Tax Receipting With YEAR selected before the Receipt number is selected choose F5 Options Tax Freeze This will call the Tax Freeze Maintenance screens Upon exiting the Tax Freeze Maintenance you will be back at the same location on the Property Tax Receipting screen When using the Lookup to select an applicant there is the option to Re Qualify An Application can be printed after all information has been entered or if changes are made to existing record ImageEase can be accessed from this screen optional setup required Contact LGC Marketing Department for pricing information Master Inquiry contains inquiry of Tax Freeze records Select Receipt F9 Other Procedures 109 Trustee User Manual Elderly Tax Freeze Applicants Report Select Menus Reports Other A N and then Elderly Tax Freeze This report lists applicants by Qualifying year and by status Qual
42. ess Select Daily and then Day End Process Drawer Checkout This option should be run by each person with a cash drawer and used to balance e Enter the date range e Select deselect the appropriate drawer s by using the Select SelAlIl or Clear option keys When the drawers have been selected press the Exit option key e When prompted to confirm enter the appropriate response Receipt Listings Receipt Listing Detail Receipt Print Receipt Summary This lists all receipts for a particular day e Choose Detailed or Summary 74 Daily Processes e Enter the receipt date range e Select the receipt type Normally Both e When prompted to confirm enter the appropriate response e Print the report Prorate Receipt Reports This option is performed after the above reports have been printed checked and verified for accuracy You will need to run the option for Property Tax Miscellaneous Receipt and Posting Journal e For the Property Tax and Miscellaneous Receipt option enter the Effective Date and date range These dates should normally be the same The effective date is the date when the entries should be posted to the General Ledger e When prompted to confirm enter the appropriate response e Print the report Deposit Process This series of options allows the user to print combined monetary reports and allow the computer to create the General Ledger entries e Pre Deposi
43. essage Codes Eoo i Ext Esc LookUp Sal SR10464 Partial Payment receipts have been corrected when printing for the months of June and November to correctly show the last day of the month when data print file 283 is used to show the month end balance for the current month SR5192 Payment Type Payment Method Totals Report after the Detail Receipt Listing report completes you are prompted to run this report The Payment Type Report will list the total dollar amount of each payment type cash check etc received for the date range entered as well as a count total for each payment type with totals at the end The 20 Release Notes Payment Method Report will show a count for the total number of each payment method mail over the counter etc for the date range entered Receipt Listino _ Beginning Receipt Date for 01 2010 MMDDCCYY Ending Re Payment Type Payment Method Beginning Receipt Number Ending Receipt Number 3999999 Exit Select These reports are also available under the Other panel within the Day End menu options 64 10 08 01 Day End TRM008 Drawer Checkout By Pmt Method Payment Type amp Method Totals SR3863 Property Tax Listings a field has been added for Sent to C amp M information This will print when the report is run for Unpaid receipts unless it is marked for bankruptcy in which case Bankruptcy will still show SR7382 Bankruptcy
44. f you want to create a Group which could be used in the following year to load the same parcels you may press Ctl F2 Complete the Group Id screen and Save After all receipts are selected and payment amounts entered as desired press Ctl F1 to go to the payment information section of the screen Complete this as you normally would The fields on the right side of the screen are for information only and not available for input Note the account number distribution screen will not appear If a default code does not exist you will see a message asking if you want to create one Check the information carefully when doing so After all payment information has been entered you will be asked if you wish to process the receipts now Note that the F4 Update option will save the batch but will not process the receipts You must press ENTER after keying in the payment information to be prompted to Process Receipts Now Answering yes will complete the receipting process After payment is completed you can choose to print a batch report print the receipts or delete the batch from the onscreen dialogue box REV 08 6 2010 Dashboard Reciepting 45 Moving Around in Your Software Flexgen Trustee LGC MOVING AROUND YOUR NEW SOFTWARE Summary Local Government Corporation Local Government has provided easier movement within screens than in previous versions of our software You may use the Arrow Keys the Tab key the Esc key a
45. g All may not apply to your office The Process 1 Make sure all warrants and receipts have been entered 2 You may want to print a Warrant Listing and Receipt Listing to check for accuracy This may be done in the Month End Option 10 below 3 Be certain all checks deposits adjustments and journal entries have been entered Including Trustee commission transfer to the General Fund if applicable 4 Print a Trial Balance and check the fund totals ACV total check account totals Cash on Hand totals investment account totals and undistributed warrant totals Note The undistributed warrant totals should be equal to zero unless you are on the Checking System o Select G L General Ledger Menu Reports and then Standard Reports Selection o Select Trial Balance and enter the selection criteria o Print the report 87 Trustee User Manual 5 Print a monthly Trustee report and check for accuracy Select G L General Ledger Menu and then M T D Trustee s Report e Select the month range and fund e Select the department s by using the Select SelAll or Clear option keys When the departments have been selected press the Exit option key e Confirm and print the report e Check the report for accuracy 6 Make any necessary corrections and post the transactions This is done either through receipting if changes involve special receipts void re receipt or through Manual Transactions S
46. ghts Reserved LGC 57 Trustee User Manual Flexgen Trustee LGC Local Government Corporation PROPERTY TAX RECEIPTING PRORATING RECEIPTS Summary 58 This option is performed at the end of the day It is advised that each day be prorated separately The effective date is the date that these entries will be applied to the General Ledger Miscellaneous and Property Receipts are prorated separately This updates revenues and commissions to the General Ledger This is done with separate entries a CO entry for any commission and a CR for the receipt or receipts These entries automatically post to the General Ledger File Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC Property Tax Receipting Flexgen Trustee LGC Local Government Corporation PROPERTY TAX RECEIPTING RECEIPT LISTINGS Summary The Receipt Listing is available in two different places and is print only can t be displayed The Process Select Daily Day End Process and then one of the Receipt Listings or Reports Receipting and then one of the Receipt Listings Receipt Listings are Receipt Listing Detail Receipt Print and Receipt Summary Enter the receipt date range For the report type select Detailed or Summary Select the type of receipts to process Select either Both Miscellaneous or Property Tax Confirm the process and print the report Flexgen Trustee Copyright 2007 2015 All Rights Reser
47. has been added to the Tax Year Scroll Inquiry form Inquiry Master OthPrc F9 Tax Year Scroll This will show BNKR at the bottom of the screen below the appropriate year and receipt for records that are marked as Bankrupt 21 Trustee User Manual Ea ag Or Est Mes S00 oo 6200 oo ess a Ce CS CP Exit Esc Select F4 Page Up Page Down SR9121 Misc Receipt Inquiry screen has scrolling option added This allows for use of page up and page down to scroll through receipts SR38666 Master Summary Inquiry City Number has been added to the screen for the following options Receipt Number Full Parcel Key Parcel Key Name and Property Address Gp Parcel SI sana Pri CRL tege vr ES City No i ey UE Name dd e SR6774 Batch Transaction Report Display Print Batch has had the Property Address added SR8041 Master Maintenance has been changed to not allow the Clerk amp Mat field to be changed to 2 Paid at C amp M This process must now be done through Clerk and Master Update option SR8040 Property Values Report Menus Reports Other O Z Property Values New report showing Receipt Number Parcel Name Property Address Land Value Improvement Value Per Property Total Property Assessed Assessed Value Net Taxes and Other tax Run by Tax year and Receipt Name or Parcel Range You can choose Paid Unpaid or All and Both Personal or Real Inc
48. icted for General Government 34515 Restricted for Finance 34520 Restricted for Administration of Justice 34525 Restricted for Public Safety 34530 Restricted for Public Health and Welfare 34535 Restricted for Social Cultural and Recreational Services 34540 Restricted for Agriculture and Natural Resources 34545 Restricted for Other Operations 34550 Restricted for Highways Public Works 34555 Restricted for Education 34560 Restricted for Instruction 34565 Restricted for Support Services 34570 Restricted for Operation of Non Instructional Services 34575 Restricted for Capital Outlay 34580 Restricted for Debt Service 34585 Restricted for Capital Projects 34590 Restricted for Other Purposes deleted all prior designated numbers and replaced with restricted 34600 Committed Description Account 34610 Committed for General Government 34615 Committed for Finance 34620 Committed for Administration of Justice 34625 Committed for Public Safety 34630 Committed for Public Health and Welfare 34635 Committed for Social Cultural and Recreational Services 34640 Committed for Agriculture and Natural Resources 34645 Committed for Other Operations 34650 Committed for Highways Public Works 34655 Committed for Education 34660 Committed for Instruction 34665 Committed for Support Services 34670 Committed for Operation of Non Instructional Services 34675 Committed for Capital Outlay 34680 Committed f
49. ified Pending Disqualified In order to run this report for Pending or Disqualified the Beginning Date must be left blank 00 00 0000 Tax Freeze Re qualify Notice Select Menus Reports Forms and then Tax Freeze Re qualify Notices This is a generic user defined form to print to inform applicants that they need to come in and re qualify Fields have been defined for use on this form Set this path in the System Parameters Maint Menus System Admin Control File Trustee System Control Tax Freeze Impact Report Select Menus Reports Other A N and then Tax Freeze Impact Report This report will show receipts with frozen tax amounts by tax year the amount of the Assessed Value Actual Tax Amount Frozen Tax Amount and difference in the two tax amounts Has totals of all fields Elderly Tax Freeze Re qualify 110 Elderly Tax Freeze Select Trustee Menu Maintenance and then Elderly Tax Freeze Maintenance To re qualify an applicant from the qualifying tax year field select Lookup Highlight the Name and select Re qualify F5 Key in the tax year the applicant is re qualifying for This will copy all of the previous year application information to the new qualifying year Maintenance can be done to any of the information Flexgen Trustee Copyright 2010 All Rights Reserved LGC 111 Support and Navigation Contacting Tech Support Local Government Corporation Tech Support
50. ion and will not need to be changed or re entered unless necessary Changing A Warrant 66 Miscellaneous Receipting Select Warrants and then Change Warrant Enter the Department Type and Document Number or use the Lookup option to select from warrants on file by department or existing warrant Note If the Department Number Type or Document Number are incorrect the warrant will need to be voided or deleted and then re entered correctly Move the cursor to the field to be changed and enter the correct information Note If a warrant has been distributed and the Amount or Effective Date need to be changed the warrant will have to be voided and re entered correctly Deleting A Warrant Select Warrants and then Change Warrant If you want to delete the warrant this can be accomplished only if it has not been distributed Enter the Department Type and Document Number or use the Lookup option to select from warrants on file by department or existing warrant After selecting the warrant press the Delete option key and confirm the deletion Voiding A Warrant Select Warrants and then Void Warrant Enter the Department Type and Document Number or use the Lookup option to select from warrants on file by department or existing warrant Enter a Void Reason The Lookup option is available to select from reasons on file Use the AddChg option key if you need to add a new reason
51. ipts now Note that the F4 Update option will save the batch but will not process the receipts You must press ENTER after keying in the payment information to be prompted to Process Receipts Now Answering yes will complete the receipting process State ACY 2 Process Receipts Now Yes No 33 Trustee User Manual After payment is completed you can choose to print a batch report print the receipts or delete the batch from the onscreen dialogue box Batch Optio Batch Report Batch Report With Pay Detail Print Receipts Delete Batch Group ID Maintenance Maintenance Group Id Maint You have the option to add or maintain groups for property tax receipting from the Maintenance panel as well as the option from the dashboard receipting screen 04 10 08 01 Trustee c files trt TRMOO1 Daly Warrants Maintenance Other Inquiry Menus Spec Help Master Collateral Distribution New Owner Scroll Elderly Tax Freeze Dashboard Group Listing Menus Reports Other A N Dashboard Group Listing New report that lists Groups and parcels within the groups selected This is the same report that is available from Group Id Maintenance by using the Grp Rpt F7 option TOWN OF SAMPLEVILLE FlexGen4 7 00 Dashboard Group Listing JOHN DOE PARCELS Parcei Spc Id Int REV 08 6 2010 34 Release Notes Tennessee Chart of Accounts Revisions Summary This is a listing of the
52. le Remember this determines where the money will be distributed at the time of proration 96 Maintenance By entering the Commission Code and Commission Amount it ensures that the commission will be taken at the time of receipt Use the Lookup option to see the different types of commissions available Leave these fields blank if no commission is to be taken Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 97 Trustee User Manual Flexgen Trustee LGC MAINTENANCE PENALTY FILE MAINTENANCE Local Government Corporation Summary Maintaining the Penalty File is a simple procedure described below This file will need to be maintained once Doing this will ensure proper calculation of interest and penalty once it becomes necessary to collect this on current year taxes It is recommended to set this up for your Current Year new year s taxes at the same time you set up the new Allocation Table Follow the instructions below to set up penalty The Process Select Menus System Control and then Penalty File Maintenance Enter the Tax Year to select Enter the Percent Per Month This is the amount that the penalty will increase each month This amount is normally 1 5 and would be entered as 1 5 Enter the Base Percent This is an amount which is charged as a result of the taxes becoming delinquent In counties this should be left blank In the Maximum Months field enter the amount of mon
53. ll have been entered press the DataOk option key Select Yes to accept the entry After you have finished the maintenance on the table s press the Exit option key to return to the Allocation Table Maintenance screen Choose A Exit to return to the System Control menu Allocation Tables Manual Percents Select Control File System Control Allocation Table Maintenance and then Manual Percents 106 Maintenance e Enter the Table Number The Lookup option is available to select from tables on file e Ifall money is to be distributed to one department use the Department Number e For Miscellaneous Prorations number tables from 500 to 549 e For 50 Percent Prorations number tables 550 559 e Enter a brief Description that adequately describes where the money will be distributed e Enter your first Department number For example 101 e Enter the Commission Function If you are not sure of these use the Recommended Commission Accounts table following as a guide or call LGDPC for guidance The Commission Object will be defaulted e Enter the Percent to be distributed to this department e Continue in the same manner until all departments and their corresponding tax rates have been entered After all have been entered press the DataOk option key Select Yes to accept the entry After you have finished the maintenance on the table s press the Exit option key to return to the Allocation
54. ludes Grand Totals at the end of the report 22 Release Notes SR6215 Tax Roll Reports added selection for Both Personal or Real Property SR10621 Tax Year Scroll by Property Address corrected issue with P amp I amount not printing although P amp I percentage was printing correctly SR6968 ACV report added option for Paid Unpaid All receipts when selecting Unapplied ACV amounts SR10639 Delinquent Notices and New Owner Dlq Notices New data field added to print the 3 character month Contact LGC if you are interested in this feature SR10489 Print Misc Receipts by Date Range from menu option TRS040A corrected to not include Property Tax Receipts SR11044 Batch Receipting select receipt option F4 key label has changed to Update This is not to be used for selecting receipts This key is used AFTER receipts have been 23 Trustee User Manual selected in order to leave the receipt selections screen and continue the receipting process SR11348 Misc Receipt Distribution corrected issue where the Default Allocation Table was being reloaded if you entered back through revenue code lines where the Default Allocation Table code had been changed from the default SR11352 Comments by Parcel Range Other Reports Other A N Comments by Parcel Range New report that will printing comments notes per receipt by Parcel Range SR11812 Mortgage Co Delinquent File e
55. ment e Payment Method This is how the payment was received 01 Mail 02 Over the Counter e Overpayment If money is to be refunded this may be changed to 01 Yes e Initials This defaults to the user login but it can be changed e Drawer No This defaults from the user login but may be changed to a valid choice e Group Code This user defined code is used of a payment is to pay for more than one receipt By using a group code on each receipt the payment is then Grouped on the Deposit Ticket Receipt Distribution Screen This is the screen where the money is assigned to different revenue items e Receipt Amount Enter the amount for the first revenue item e Revenue Code Enter the appropriate revenue code The Lookup option is available 64 Miscellaneous Receipting e Cost Cnter Used to further define revenue items e Alc Tbl This allocation table should default from information on the Revenue File This may be changed by entering the correct table for this receipt Commission Information e Code This defines the type of commission to be taken on this revenue item 01 Percent Amount 02 Flat Amount Per Receipt 03 Flat Amount Per Month e Des This is the commission code description percent flat flat per month e Percent This is the percent amount to be taken e Amount This is the calculated amount of commission taken on this item e If the item is set up
56. n this drive letterto pech clear any data and list folders files also appear in the bottom window below it Double click on that 2 drive letter to clear any data and list folders and file names 17 Trustee User Manual Notice the right hand side Daily Warrants Maintenance Other Inquiry Menus of the screen shows the Payment File from the Mortgage Company now These file names can be different for each Mortgage Company don t let it alarm you However if the file name is really long contains spaces or characters amp _ etc it will need to be renamed before continuing You can rename it or contact LGC for assistance Highlight the file name on the right hand side and click OK at the bottom Ma Once you have chosen the file and hit OK the process will start to import the file This is a fairly quick process but depends on the file size While it s loading you may see a blank Flexgen screen When it s done loading it will return you to the Trustee Menu gt Other panel From here the process is the same as before Choose gt Mortgage Company Batch Extract and it will create your batch s and provide you with 2 Batch Error Listings Rev 01 06 2012 18 Release Notes 2010 Trustee 07 07 You may print this set of release notes using the Print button at the top of the screen or you may download a PDF version of these notes here SCL TR0707 SR7528 Penalty and Interest is now availabl
57. nd various function keys to jump to different screens or fields on the screen Also making changes to existing information is easier The main thing to remember when using your new LGDPC software is to read the screen This sounds simple however it is also very true The Action Bar changes from screen to screen and from field to field The Action Bar appears across the bottom of the screen extending from the left This is a two line display with the top line indicating the key as it appears on the keyboard and the second line describing the function of that key We will refer to these as option keys The Process Menu Movement Moving around the menu is most easily accomplished by selecting the number of the top menu panel you want to choose and then the letter of the option you want to execute You can also use the arrow keys to move from panel to panel and option to option Option Keys These keys display on the Action Bar Some of these keys remain the same The F1 key is for Help By pressing this option key you are able to see help on the screen relating to an option or field The F2 key is for Lookup In various fields by pressing this option key you are able to review user defined codes and information relating to various historical data The F3 key is the DataOk option key By pressing this option key you are able to bypass defaulted information that does not need to be changed The 46 Moving Around in Your Softwa
58. nsamerica Batch Extract A message will be displayed and you will select Continue After processing a Batch Error Listing will be produced This can either be printed or displayed on the screen It is recommended that this be printed 61 Miscellaneous Receipting Flexgen Trustee LGC MISCELLANEOUS RECEIPTING NUMBERING MISCELLANEOUS RECEIPTS Local Government Corporation Summary Numbering Miscellaneous Receipts can be done manually or automatically This is controlled on the Trustee Control Maintenance File If numbering automatically the computer assigns the receipt number after the receipt has been distributed and is ready for printing If numbering manually when you choose miscellaneous receipting the cursor stops on the receipt number field Simply enter the next receipt number Note With either method the Last Receipt Number is displayed in the upper right corner of the screen Also when inquiring or changing or voiding a Miscellaneous Receipt the Current Tax Year is assigned as part of the receipt Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 62 Miscellaneous Receipting Flexgen Trustee LGC MISCELLANEOUS RECEIPTING ENTERING INFORMATION Local Government Corporation Summary This option allows the user to receive tax information from mortgage companies banks financial institutions etc via diskette using the Transamerica Tax Service Information for Trustee Systems Transamerica File F
59. on on that bottom panel displaying the full tax information for that tax year receipt 3 Use the arrow keys to move the cursor to different tax year receipt and information will dynamically change to reflect for the selected receipt 4 With specific tax year receipt selected the following options are available Stm Rct F6 Allows you to print the Statement form Options F5 Tax Distribution Inquiry inquire on tax distribution sub options available from this view 40 Dashboard Inquiry Payment History Inquiry inquire on payment sub options available from this view Add Notes add a note to this receipt Document Production This option will create a coma separated file in a specified folder and then call a word processing program See Document Production Process below for details Receipt F7 IF UNPAID allows you to receipt tax payment Upon completion of receipt returns you to this form and reflects payment information at this time Page Up Page Down will move you through a page worth of tax year receipt on the bottom panel View F8 allows you get a printable view of the complete Dashboard Inquiry F9 calls Master Inquiry form All functions available as from native form Upon return returns you to the Tax Year Receipt you were previously on Changing receipts in the Master Inquiry screen do not change the dashboard to match the receipt you were on in the inquiry Document Production Process Do
60. or Debt Service 34685 Committed for Capital Projects 34690 Committed for Other Purposes new category for committed fund balances aligns with restricted and assigned category 34700 Assigned Description Account 34710 Assigned for General Government 34715 Assigned for Finance 38 Release Notes 34720 Assigned for Administration of Justice 34725 Assigned for Public Safety 34730 Assigned for Public Health and Welfare 34735 Assigned for Social Cultural and Recreational Services 34740 Assigned for Agriculture and Natural Resources 34745 Assigned for Other Operations 34750 Assigned for Highways Public Works 34755 Assigned for Education 34760 Assigned for Instruction 34765 Assigned for Support Services 34770 Assigned for Operation of Non Instructional Services 34775 Assigned for Capital Outlay 34780 Assigned for Debt Service 34785 Assigned for Capital Projects 34790 Assigned for Other Purposes new category for assigned fund balances aligns with restricted and committed category 39000 Unassigned renamed 39100 Net Assets Control Account 39110 Invested in Capital Assets Net of Related Debt 39111 Invested in Capital Assets 39120 Net Assets Restricted Description Account 39121 Restricted for Purpose No 1 39122 Restricted for Purpose No 2 39123 Restricted for Purpose No 3 39124 Restrict
61. ormat This is done in a two step process The Process Select Daily and then Miscellaneous Receipting Enter the Receipt Number The Lookup option is available to select receipts on file If automatic numbering of receipts is set the receipt number field will be skipped Enter the appropriate information in the fields as prompted e Description This is a new field which allows you to enter the purpose source of the money without having to enter the entity which is paying e Receipt Date This defaults to the user login date The date can be changed by entering the numeric date you choose You do not enter slashes in the date but you do enter the century e Receipt Amount Enter the total amount for this receipt e Amount Tendered This is the amount given to the clerk cashier It is used to calculate change due or amount of overpayment to be refunded 63 Trustee User Manual e Payment Type The Lookup option is available to select from types on file This will default to 02 Check You may also divide this if there is more than one payment type cash and check or more than one person is paying Press the PayDet option key if this is the case and enter the appropriate information e Payment No This is required on certain types of payment types The number identifies the payment document required on checks and money orders e Received Of This is the name of the entity or individual making pay
62. ounty Tax Relief Menus Reports Other A L Shows tax relief amounts by tax year receipt number and receipt date range 11 Trustee User Manual TR52 Dashboard Receipting Update You may print this set of release notes using the Print button at the top of the screen SR13352 SR13352 Dashboard Receipting allows for overpayments on the Payment Type Maint Screen Added logic to the Payment Type Maintenance screen to allow for the entrance of payment amounts greater than the amount passed to that screen from the Dashboard Receipting screen When this is done they must designate the overpayment as change due or an overpayment This overpayment amount will be added to the first line on the screen when they return to the Dashboard Receipting Screen The payment amount will be incriminated by this amount and the new balance will be recomputed based on this overpayment There are a couple limitations to this new capability If there is already an amount in the new balance on the first line of Dashboard receipting this cannot be done therefore this will not work for partial payments They will have to go to the normal receipting screen Rev 10 13 2011 Release Notes TR58 C amp M Reporting Update You may print this set of release notes using the Print button at the top of the screen SR13257 SR13275 SR13257 Change to Paid at C amp M Report TRX325 to replace column for Date Sent to C amp M with Dismissed column
63. re remaining option keys change function from option to option By paying attention to these option keys you can gain access to many features Movement in Screens Movement is now easier than ever with the ability to use the arrow keys to go back or forward to specific fields When using the arrow keys you may see an error box appear in the lower right hand corner of your screen Do not be alarmed You may be required to key information into the current field before you are allowed to move back to a previous field Within the lookup boxes you can also use the arrow keys to make your selection This is done by arrowing up or down to highlight the item you want to choose You can also use the Page Up or Page Down key to move within the lookup boxes Movement within these lookup boxes can also be accomplished by entering pertinent information and allowing the computer to find your selection Pertinent information changes depending on the type of Lookup you are performing This may be a user defined code a name an address etc Moving in Reports Reports are new and improved Most of the reports offered in Local Government Corporation s new software are able to be displayed on your screen This display is as the report would appear on the printed page The printed report is normally 132 characters wide The screen display is 80 characters Obviously this presents a challenge to display all the information on the screen at the same tim
64. reen in the event you need even more detailed information for the receipt Pressing F5 will display the box below 28 Release Notes Exit Tax Distribution Payment History Add Maintain Notes Parcel Notes Listing Documents Production e Tax Distribution takes you directly to that screen in the Master Inquiry e Payment History takes you directly to that screen in the Master Inquiry for more detailed information e Add Maintain Notes allow you to add to or modify the notes for this tax receipt e Parcel Notes Listing shows all notes for the particular parcel regardless of the tax year or receipt number e Documents Production exports specific fields to a CSV file for the selected tax receipt and can be used for import into a mail merge document SR11444 Dashboard Receipting 29 Trustee User Manual Group Id ii Batch Name i ji Description Receipt Date DiscountDae Te Penalty Date TT Total faa Due State ACV County ACV Discounts Penalies Net Due Tendered Applied Amt Change Due Ext Esc Update F4 _ Delete F6 Delete Line F8 LookUp F2 Dsc Pen F7 Page Up AddMaintfF5 PayDet CHF Group ld Cd F2 LoadMeg CH F3 Add Line F9 Page Down Upon entering the Dashboard Receipting option you will be prompted to select Individual or Batch You may select multiple receipts for batch payment with either option but the Individual option is designed for payment of multiple
65. rest and Total Taxes due displayed in the highlighted area shown below 26 Release Notes TRF035 Dashboard Inquiry 2003 0000069 emi TR fini fk e aor TT Lavoe P JANE DOE nam staet o omg mem eaten game Ooms Loura Seep zez Pamdom ro wegl If the selected receipt is paid the paid Penalty amp Interest shows in the top with the total amount paid displayed at the bottom as shown below Also for any paid receipt the paid date is shown separately above the receipts listing Unpaid Amount 27 Trustee User Manual TRF035 Dashboard Inquiry 2008 0000047 iz oe2 o2 0203 Land Value 70400 MICKEY MOUSE DISNEY LN 104 Improv 97700 704 DISNEY LANE COLUMBIA TN Sam Deed Bk 3593 Pole Date 0372371994 Aces T20 Pap TT Po f Block TT Lef Subdivision aa er Dimensions Se eor Co fe Cty Spesa TT Tax Rate 28500 NetAssessment Change G00 Notes Exit Esc StmRct F6 Options F5 LookUpIF2 Receipt F7 Page Up Page Down View F8 Inquity F9 Ext Esc StmRct F6 Options F5 LookUp F2 Recent F7 PageUp Page Down View F3 Inquiry F9 Pressing F6 will print either a Tax Statement or Receipt depending on the paid status of the receipt When an unpaid tax is selected pressing F7 will take you to the Property Tax Receipting option to allow you to receipt the tax Pressing F9 will take you to the Master Inquiry sc
66. rmation is correct If the information is not correct respond No to the Continue prompt and change the necessary information revenue code allocation table or commission amount Note If this information is not correct changes may need to be made to some of your Control Files After accepting the information you are given the opportunity to print the receipt Answer appropriately 50 Flexgen Trustee Copyright 2010 All Rights Reserved LGC Property Tax Receipting Flexgen Trustee LGC Local Government Corporation PROPERTY TAX RECEIPTING SELECTING RECEIPTS GROUP BATCH The Process Batch Receipting can be selected in two different places Select Daily Property Tax Receipting and then press the Batch option key or Select Daily and then Batch Property Tax Receipting Enter an identifying name as the Batch Name The Lookup option is available to select from batches on file Enter the Description The Payment Date defaults from the user s login However it can be changed Select Receipts e If this is a new batch choose the option Select Receipts e Select the appropriate response to Check For Prior Year Taxes e Choose the appropriate Receipt Selection Option e Use the Select option key to select unselect the receipts 51 Trustee User Manual e When selection is completed press the DataOk option key and confirm If you press the Exit option key all selections will be
67. rocess Select the appropriate diskette type and place the diskette in your disk drive and follow the prompts The file will be copied to the diskette 92 Delinquent Taxes Preparing an Unpaid Tax List This provides a hard copy of the taxes to be turned over to the Clerk amp Master s office Select Reports Master and then Unpaid Taxes Report Enter the Tax Year to report Enter the Parcel range to be selected Select the Property Type to be selected Select Real Personal or Both Confirm the selections and print the report Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 93 Trustee User Manual icc amp Flexgen Trustee Local Government Corporation Elderly Tax Freeze Summary Changes made through Master Maintenance can be reported here in relation to Beginning Tax Aggregate This reports additions and deletions changes The Process Tax Aggregate Report Select Reports Audit and then Tax Aggregate Report Enter the Date range to report and confirm the selections Print or display the report Paid amp Unpaid Tax Totals Select Reports Master and then Master Listings Select Summary for a one page report Select the Order for the report Enter the appropriate selection criteria Select the Process type Select Paid Unpaid or All 94 Delinquent Taxes Select the Property type Select Both Personal or Real Confirm the s
68. s as listed above you can also select receipts by batch This is a very powerful option This allows you to select a group of receipts and then simultaneously receipt these taxes When selecting receipts you will be prompted in a couple of different ways First if Prior Year Taxes Exist you are given the option to view them before proceeding Next if the person is eligible for Tax Relief you are asked if you want to Apply Tax Relief Afterward you are given the chance to Continue This allows the user to review the selected receipt before continuing Payment Screen The Payment screen gives Date of Payment Interest amp Penalty ACV and Taxes Due If ACV Tax Relief is to be applied the system calculates the difference between the taxes due and the amount of the ACV and places this automatically in the Amount Tendered field ACV s are treated as Accounts Receivable and at the time of proration placed in account 11410 until payment is received from the state 48 Property Tax Receipting The cursor stops on the Amount Tendered Enter the amount the customer is paying This can be either more or less than the Taxes Due If more the computer calculates the amount of Change Due If less the payment is considered to be a partial payment and the computer calculates the remaining balance You will be given the opportunity to change the Received Of field If more than one person is paying these taxes you may split the payment b
69. saved an email attachment into a folder then you will not have to insert anything at the server Go to Trustee Menu gt Other gt Mortgage Co Pymnt File Import gt which will open a Select Files box Tell Flexgen where to find the Payment File by choosing the Drive Letter for the media that was inserted at the server Usually A Diskette Drive D or E CD drive F or E usually Flash Drive by clicking the downward arrow in the top left window see diagram below If you have saved a file from Email into a folder then find that drive folder Try looking in a Shared Folder for example L TEMP 11 12 14 Trust FILES TRT TER e_N Daily Warrants Maintenance Other Inquiry Menus Spec Help Gi Select Files In the upper left box directly under Select Files C ACUS2 AUDIT DISKOPT EXEC C FG44x EH FG4BIN CO FG4GRAPH FG4PREV FG4PREV 610 C FG4PRG CO FG4SAMPL CO FG4AWORK OK you will see a drive letter and a downward arrow z Click on the downward arrow and a H drop down box will appear see below Lal cleanup bat COMMAND PIF CRUI ze 16 Release Notes Notice dropdown box It is showing you the available drives where your payment file might be Double click on the appropriate drive letter CEO DISKOPT EXEC fn FG4AX When you have found your drive folder and selected it it will now Double click o
70. ss the DataOk option key and confirm o If changing an existing bank Enter the Bank Number or use the Lookup option to select a number 102 Flexgen Trustee Maintenance Make any necessary changes to the bank name and account number When the necessary changes have been made press the DataOk option key and confirm Copyright 2007 2015 All Rights Reserved This option is also availab le under File Mainte nance in the Genera I Ledger LGC 103 Trustee User Manual Flexgen Trustee LGC MAINTENANCE SETTING OR CHANGING DEPARTMENT NUMBERS Local Government Corporation Summary Departments are simply the various funds for which the Trustee s office tracks money Set up or change is simple and quick This information displays in several places On the Trial Balance or Balance Sheet Trustee s Report RDB Report and in the Lookup box when used on the Department field The Process Select Menus Accounting and then Department Enter the Department Number you are adding or changing The Lookup option is available to select a department on file Note The department must be an existing fund number on the Standard Chart of Accounts Enter a Description for the department Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 104 Maintenance Flexgen Trustee LGC MAINTENANCE ALLOCATION TABLES Local Government Corporation Summary An alloc
71. t 75 Trustee User Manual o Enter the date range o Select the relevant cash drawers by using the Select SelAll or Clear option keys When the drawers have been selected press the Exit option key o When prompted to confirm enter the appropriate response o Print the report e Bank Deposit o Enter the date range o Enter the bank for deposit o Select the relevant cash drawers by using the Select SelAll or Clear option keys When the drawers have been selected press the Exit option key o Select the payment types by using the Select SelAll or Clear option keys When the drawers have been selected press the Exit option key o When prompted to confirm enter the appropriate response o Select Another Bank o If you are making more than one deposit select another bank and then the appropriate cash drawer and payment types For example if you receive ACH deposits these need to be deposited separately These should be receipted using a specific payment type and may be receipted into a different cash drawer o When selections are complete and confirmed as correct print the Deposit Tickets 76 Daily Processes e Bank Deposit GL Update o This option uses the criteria from the selections in the above Bank Deposit option to create a DP deposit entry to the General Ledger o CR 11120 DR 11130 Bank o When prompted by Update General Ledger answer Yes if you want
72. then Purge Posting Journal This option should be performed daily The report contains all General Ledger entries made since the last purge 81 Trustee User Manual Flexgen Trustee Copyright 2010 All Rights Reserved LGC 82 Printing a Trial Balance Flexgen Trustee LGC Local Government Corporation PRINTING A TRIAL BALANCE The Process Select Menus Reports and then Standard Report Selection Select 01 for the regular report order Move the cursor to Trial Balance and then press the SelRpt option key to select the report Enter the correct General Ledger month and beginning and ending fund range When entered press the Update option key and confirm Print the report Check the amounts in Cash on Hand Undistributed Warrants and total debits and credits Flexgen Trustee Copyright 2010 All Rights Reserved LGC 83 ACV s Flexgen Trustee LGC Local Government Corporation ACV S Summary Local Government receives information from the state and this information is included on the current year tax files When receipting if the parcel has an ACV the customer is prompted by Apply Tax Relief Select Yes if it is OK to apply the tax relief The Process Payments from the State Upon receipt of the ACV information from the State the total amount is applied to taxes with the amount of the ACV being recorded as an Accounts Receivable Miscellaneous Receipt This is distrib
73. ths you will collect interest on these taxes If you do not want to specify a certain amount of months this field can be left blank The Effective Date is the date that this penalty becomes effective In other words this is the date that you begin charging interest and penalty on delinquent taxes This is normally March 1 of the following year Keep in mind that in the event you need to collect a tax with interest and penalty after this date that you can clear the amount in the receipting option When the information has been entered press the DataOk key and confirm 98 Maintenance Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 99 Trustee User Manual Flexgen Trustee LGC MAINTENANCE SETTING OR CHANGING DEFAULT CODES Local Government Corporation Summary It is necessary at the end of the Fiscal Year to change the Default Codes for Current Year Property Taxes This should take place before collections begin for July 1st It will also be necessary to add Default Codes for all new taxes to be collected in the coming tax year Follow the instructions below to change or add all default codes The Process Select Menus System Control and then Default Codes Maintenance You may use the Lookup option to find all applicable default codes that must be changed When using the Lookup option press the Update option key to select a particular Default Code record Then change the Default
74. uted to 11410 Allocation Table 999 This creates a separate account on the Trial Balance This will need to be compared to account 11410 to find the unreconciled amount Manual Cash Receipt Entry You would make a manual entry through the Manual Transaction Processing to the following accounts DR 11120 or 11130 BANK CR 11410 84 ACV s This eliminates the need for the comparison noted above Hand write a memo receipt Reconcile ACV s Use this process to indicate payment when payment is received from the State Select Other Prc and then Reconcile ACV Amounts Enter the Tax Year and the Receipt Number The Lookup option is available to select a receipt on file Enter the ACV Reconcile Date When the information has been entered confirm that the information is correct Continue this process until all paid have been reconciled ACV Reports Select Reports Other and then ACV Listing Select the order Select either Receipt Name or Parcel Enter the tax year and the beginning and ending receipt number range Select Paid or Unpaid applied or unapplied Select Reconciled Unreconciled or All Confirm the selections and print the report 85 Trustee User Manual Flexgen Trustee Copyright 2010 All Rights Reserved LGC 86 Month End Flexgen Trustee LGC Local Government Corporation MONTH END Summary Below is a list of procedures recommended to perform the month end closin
75. ved LGC 59 Trustee User Manual Flexgen Trustee LGC PROPERTY TAX RECEIPTING REPRINTING RECEIPTS Local Government Corporation The Process Select Reports Receipting and then either Miscellaneous Receipts Miscellaneous Receipt History Property Tax Receipts or Property Tax History Receipts Upon entering the option you are given several options for selection Enter a Tax Year Receipt No and Trans No range The Lookup option is available to select from receipts on file Confirm that the criteria is correct These reports can either be printed or displayed on the screen Flexgen Trustee Copyright 2007 2015 All Rights Reserved LGC 60 Property Tax Receipting PROPERTY TAX RECEIPTING ELECTRONIC RECEIPTING Summary This option allows the user to receive tax information from mortgage companies banks financial institutions etc via diskette using the Transamerica Tax Service Information for Trustee Systems Transamerica File Format This is done in a two step process The Process Select Other Prc and then Transamerica Import Diskette Select the Disk Type from the menu Then confirm the process After the file is copied from the diskette to your hard drive you need to run the next option to convert the file sent to you by the financial institution to a readable batch This batch can then be printed to verify the totals Select Other Prc and then Tra
76. ware The user must then use that software to open the file or start a mail merge or whatever they want to do with the data Each time this option is run it will overwrite the csv file REV 08 6 2010 42 Dashboard Reciepting Dashboard Reciepting Click here to view the release notes which include screen captures of the Dashboard Inquiry process Summary The dashboard Reciepting provides a method of entering receipts that requires fewer keystrokes than before The Process Select Trustee Menu Daily and then Dashboard Receipting 1 Upon entering the Dashboard Receipting option you will be prompted to select Individual or Batch You may select multiple receipts for batch payment with either option but the Individual option is designed for payment of multiple receipts without creating a batch o If you select the Individual option the cursor will move to the Receipt Date fields and automatically fill in the batch name and description fields Selecting the Batch option will go to the Group ID field 2 Pressing F2 on the Group Id field allows you to choose to select either and existing Group ID or an existing Batch 3 Pressing Ctl F2 while on the Group Id field allows you to maintain groups Pressing F5 to add parcels will display ALL taxes both paid and unpaid Groups can be either permanent or temporary A permanent group can be used from year to year thus purpose of selecting All taxes at this junctur
77. xport Added option to Exclude records turned over to C amp M Mortgage Co Dignt File Creat Beginning Tax Year 2007 ccyy Ending Tax Year 2008 CCYY ew Indude Create for Excude Exit Select Lookup SR11093 Dashboard Inquiry This new option allows you to see more information about parcels with fewer keystrokes than before 24 TRF035 Dashboard Inquiry bw 2009 0000069 Ia IK mi ID E 001 00 Land Value 7000 JANE DOE MY STREET 123 Improv TO J 123 MY STREET Account No TT Pes Pop Tor COLUMBIA TN 38401 Deed Bk 495 Pg jen Date 11131897 Actes TotalProp 0000 Assesed 20 TaxDue 7100 Unpaid Tax A oppe o00 Pet 400 TaD 70 Paid Date Ex Esc StmPict FG Options FS LookUp F2 Receipt F7 PageUp Page Down View F8 _ Inquity F9 Release Notes The information on the top portion of the screen relates to the tax selected in the bottom portion indicated by the flashing cursor in the box to the left of the Year field as shown below 25 Trustee User Manual TRFO35 Dashboard Inquiry 2003 Toons effi ost Lea TTT name o o Deed Bk 35 Pa i60 Date 71 19 1997 Acres Assesed pap bet wat jet Subdivision Ent Esc StmAct FG Options FS LookUp1F2I Recest F7 Page Up Page Down View F8 kass F9 If the selected receipt is unpaid the current Penalty amp Inte
78. y pressing the PayDet pay detail option key This provides a separate screen where you may enter the multiple names payment types and amounts Therefore if only one person is making payment but doing so with cash and check this is how you would record that Enter the Payment Type Lookup is available and the Payment Number if applicable The PayDet option is available in these fields Next enter the Payment Method 01 Mail 02 Over the Counter If the payment exceeds the amount of taxes due and the payment was made by mail you may change the Overpayment to Yes 01 Yes This receipts the amount of overpayment to a liability account 22200 and allows you to write a refund check to this customer The Initials and the Drawer default based on the user s login but may be changed as necessary The Group Code is user definable and is generally used if the payment is going to be split across several receipts By using the Group Code the Deposit Ticket will only contain one entry for that particular check even though it was used to receipt individual parcels The remaining information is for display purposes only When the information has been entered press the DataOk option key and confirm 49 Trustee User Manual Receipt Distribution Screen The information on this screen should default It defaults based on the Tax Year and the Tax Rate It is wise to check the first couple of receipts to ensure that the info

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