Location

Tax Collection > Process > Enter\Edit Tax Ad Valorem

Recent Changes:  

6.175 - Added validation to check if the deposit batch being used belongs to a deposit that is locked.
6.86 - The report now includes the transaction type as well as a summary section.
6.74 - Commissions are no longer generated while processing the entry.  The report that prints reflects if a commission will be generated and will show the dollar values if a payout has been created.
6.64 - Changes have been made to the entry and process of an entry. The report has been updated to include calculated commissions to assist with data entry verification before the entry is marked as processed.
6.63 Added the ability to enter distribution reversal and distribution adjustment transaction.  The ability to filter on multiple processed states has been added.
6.53 - Fixed tab order and navigation on the screen (tab and enter and movement through the grid).   
6.50 - If bank reconciliation is enabled a deposit date\batch can be selected and these entries can be brought into the bank reconciliation process.
6.49 - Description field has been added to the detail section.  When using template feature the description will be added in as well.

6.43 - Access to screen has been updated.

6.19 - Change to not allow printing of the report if you have changed the record and not saved because the report will not reflect what is shown on the screen

Summary

Provides the functionality to enter Tax Ad Valorem entries as well as process those entries and print a couple reports on the entries.

Fields

Transaction Type

The type of entry you are creating. The options are receipt, refund, or distribution

Deposit Date\ Batch

If the system has bank reconciliation enabled this field will be visible when doing receipt type transactions. If a bank account and associated amount has been entered the transaction once processed will have a cash receipt entry created during the deposit import process in the bank reconciliation module.

Description

Description of this entry

Bank Account or Bank/Transitory Account

This is an Ad Valorem account that has been set up with the type of bank or transitory. If the transaction type is receipt only bank accounts are allowed. This field is required

Amount

Amount is required field. The amount can only be negative for receipt types.

Transaction Date

This is the date that the entry happened on.

Processed

This is a read only field that indicates whether or not the entry has been processed..

Tax Year and Ad Valorem Account Distribution

This is a grid entry for this information. Authority and Transitory accounts may be used in this section. Using the combination of Ad Valorem account and tax year we then go to the ad valorem account and determine which commission rate table is linked to it for this tax year. There is validation in place to not allow a save if you enter a combination that has not been set up in the ad valorem account.

Description

The description field can be used to add a further description for the current line. It will be displayed on the ad valorem reports.

Print Report

Prints out the transaction report for the current entry. It will display if the entry will create a commission and the dollar value of the commission if a payout has been created for it.

Load Template

This process allows you to load in a previously entered template to try to make the entry of large ad valorem entries less time consuming. The template is covered more in the Enter/Edit Tax Ad Valorem Template page of the wiki

Types of entries

Receipt

Receipts are how bank deposits are created. A bank account entry is selected in the header. You have the option to choose a transitory or an authority account(s) in the detail section. If it is an authority account a commission payout will be created when processed. If it is desired you can reverse a receipt entry by using negative amounts in both the header and the detail.

Distribution

Distribution entries are how money is moved from one transitory to another or from a transitory to authorities to create commission payouts. A transitory account is entered into the header portion and either transitory or authority accounts are entered into the detail section. If an authority is entered a commission payout will be generated. Transitory and authority accounts can be mixed and matched.

Refund

Refund is exactly the same as a distribution but allows user to a better way to search for these type of specific entries

Distribution Reversal

Distribution reversals are a way to reverse a distribution entry or part of a distribution entry. A transitory account is entered into the header portion and either transitory or authority accounts are entered into the detail section. With this type of entry everything is reversed compared to a normal distribution. Transitory and authority accounts can be mixed and matched. If an authority is entered a commission payout will be generated and since this is a reverse it will negative.

Distribution Adjustment

Distribution adjustments are used for when the details of the distribution we entered in incorrectly. By using this you do not have to fully reverse the entry or receipt and then distribute again. All information is entered in the details section. If you wish to have the amount reduced it is entered as a negative. Increased is positive. The sum of the transactions must equal zero.

Processing Transactions

When processing entries depending on the transaction type and accounts used different things occur. Once a transaction is processed it cannot be changed. For all transaction types once they are processed the next time a tax is posted to fund ledger and tax ad valorem is included the transaction will be posted to fund ledger. If an authority account is part of the process additional transactions will be picked up during the commission payout process as well.

Temp Vendors

Temp Vendors are sometimes used in refunds. To make this happen a commission rate table would need to be set up with an authority vendor set to a temp vendor. If you try to enter a distribution line in the form that is tied to a commission rate that has a temp vendor a popup screen will display that you will have to enter a name and address into for your temp vendor. This information will be used in the voucher creation process. If the wrong information is entered initially you may double click on the row of the grid on the line you wish to edit and the pop up will come back up

Examples of Entries

Receipt

Receipts can be entered the following ways

  • A bank account and amount is provided in the header and corresponding offsetting detail entries created. When this entry is processed a fund ledger entry will be posted based on the fund ledger account setup for the bank account and the associated fund ledger accounts setup with the authority accounts of the detail entries. The details must balance out to the header.

Distribution / Refund

Distribution entries are to distribute money from a transitory account to other transitory or authority accounts. Any distribution entries that are an authority account will get payout commission entries created when they are processed. These commission payout entries are used in the Commission Payout process to create vouchers.

Distribution Reversal

Distribution reversal follows the same rules as a normal distribution entry but will be reversed. If the detail is an authority account the reversing commission will be created.

Distribution Adjustment

Distribution adjustments are used to fix errors for distributions which could be the wrong amounts going to accounts or wrong accounts used. There is nothing entered in the header. When entering into the details a negative amount is translated as reduction for the account. If the account is an authority account a reversing commission is created.