1 advanced tools for account searches and portfolios dawn gamache cindy bylander

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Advanced Tools for Account Searches and Portfolios

Dawn GamacheCindy Bylander

Searching 2,461 accounts

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Restricting Search to Unpaid

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Move to Statement List - Select

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Move to Statement List - Store

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Move to Statement List - Save

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Move to Statement List - Select

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Choose Additional Accounts

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Add to Saved List

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Add New Accounts

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Use Select List to Create Statements

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Enter Select List Number (Request Seq No.)

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Postcards or Other Statments

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Use the Select List to Create a Payment Agreement

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Importing to Payment Screen

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Imported Accounts

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Pay Accounts

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Wait for it…… Wait for it….. Wait for it…..

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Portfolios – What, Why, When, Where and How

What: A group of accounts payable with one

check or credit card/eCheckWhy:

Users can leave & return without losing their list of accounts

Fiduciaries can create and maintain their own portfolios

Lock (freeze) accounts and amounts due as of a given date

Pay by credit card or eCheck

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Portfolios – What, Why, When, Where and How

When & Where:Batch Payments from within ACT 7

Scan or key in account numbers (as many as you want)

New searches by attorney ID or owner ID Change As Of Date Create Excel spreadsheet Lock the portfolio Post with Portfolio ‘wizard’

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Portfolios – What, Why, When, Where and How

Mortgage Companies or Individuals on Tax Office Web Site

Search by name, account number, location, fiduciary number, add or delete accounts

Change As Of Date Lock the portfolio and pay online by credit

card or eCheck Tax office can post with Portfolio ‘wizard’ Create Excel spreadsheet

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How – Batch Payments:From the ACT 7 main menu select Payment andthen select Batch Payments from the dropdown menu

Portfolios – What, Why, When, Where and How

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Portfolios – Client Preferences, Entitlements

Client Preferences INTERNET_CURR_YEAR: affects all web site data PORTFOLIO_LOCK_AMT: set  to either CURRENT

(for locking only current year amounts due) or TOTAL (for locking total amounts due).

Entitlements PORTFOLIO – to access internal portfolio

PORTFOLIO_LOCKBOX – to access portfolio payment wizard

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Portfolios – Tasks/Jobs, Help URL

Tasks Manage Internet Payments

Job (ACT created) Head Cashier

Online Help Link: http://www.acttax.com/tcs/

Batch_Payment_Entry_-_Portfolios.htm

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Create a New Portfolio

Click Create a New Portfolio

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Create a New Portfolio

Enter a Login Name

Enter a Password

Re-enter Password to confirm

Click Create a New Portfolio

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Create a New Portfolio

Click Start Using My Portfolio to open your portfolio.

If people forget their passwords, have them create a new login name and password and re-create the portfolio.

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Change As Of Date for Levy Due

This affects calculations for account on the Account List page.Once submitted, all amounts will be as of the new date until the browser is closed.

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Searches – Available within TCS and for external users

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Searches- Within TCS Only

Includes Owner ID and Attorney searches

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Add Accounts Manually

Select Add Portfolio Accounts

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Add Accounts Manually

Enter Account Numbers (manually or with a scanner)

Click Add These Accounts

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Searching, cont’d.

After the accounts have been added:

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Delete Accounts

Select the accounts to delete by checking the check boxes

Click Delete Selected Accounts

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Create Excel Spreadsheet

Click the Excel version link Click the Download Your Spreadsheet link on

the next page Select Save (not Open)

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Excel Spreadsheet

The .csv file name is auto-generated.

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Portfolio Locks

Create a Portfolio Lock- Lock by amounts due by exact amount- Lock by amounts due and pay off one

account at a time (if you don't want to pay only the locked amount)

- Lock by attorney (inside TCS only)- Lock half-pay amounts due for specific tax

units View Existing Portfolio Locks (a link at top of

page)

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Lock Portfolio Accounts

Select the accounts to lock by checking the check boxes

Click a Lock option

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Lock Portfolio Accounts

Enter a Lock Description

Change Lock Amount as neededto match check amount

Click Lock Accounts & Amounts

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Lock Portfolio Accounts

The Lock ID is used when posting the payments for these accounts for the locked amounts. You can write it down or click View My Existing Locked Portfolios.

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Portfolio Payment Wizard

On the Main Menu, select Portfolio Lockbox from the Payment drop-down list

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Portfolio Payment Wizard

Enter the Lock ID for the portfolio you want to post

Press F8. The number of accounts and total amount locked will appear.

From Lock ID field, press Tab

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Portfolio Payment Wizard

Select Fiduciary (alternate payer)

Choose Payment Type:

check, credit, eCheck, money order, EFT

Enter Check No. and Deposit No.

Change Deposit and Receipt Dates if needed

Check No. needed only if paying by check

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Portfolio Payment Wizard

Change Special Rule if needed (see online help ) Apply By:

- Exact Amount (check amount equals locked amount, posts exact amounts locked)

- By Account (pays one account at a time, over/under amount applied to last account)

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Portfolio Payment Wizard

Leave Process Option set to Edit

Click Submit Lockbox; a Request Seq. appears

Click Refresh Status until End Time Appears

Check lockbox reports in Batch Menu as normal

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Portfolio Payment Wizard

If the Edit reports are correct, post the portfolio

Return to the Portfolio Lockbox screen. From the Lock ID field, press Tab

Click Add Job Request to add a new line

Change Process Option to Post

Click Submit Lockbox; a new Request Seq. appears

Click Refresh Status until End Time Appears

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Pay Locked Portfolio with Credit Card

Some tax offices allow taxpayers or fiduciaries to pay locked portfolios by credit card or eCheck on the website.

(To post these, use the Portfolio Lockbox wizard just shown.)

Click Pay by Credit Card

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Pay Locked Portfolio with Credit Card

Lock ID, user name, locked amount and lock description are givenat top.

Payment amount cannot be changed, unlike credit card payments for single accounts

Fill in payer information asnormal for credit cards

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Pay Locked Portfolio with Credit Card

A typical confirmation page. Lock ID, etc. are given

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Pay Locked Portfolio with Credit Card

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Pay Locked Portfolio with Credit Card

This confirmation page appears afterentering credit cardinformation.

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Pay Locked Portfolio with Credit Card

Even if this had been successful, no pending credit card payment info will appear on the web site or Account Status

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Pay Portfolio with eCheck

Click Pay by eCheck

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Pay Portfolio with eCheck

Same information as when paying by credit card

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Pay Portfolio with eCheck

Same screen as when paying by credit card

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Pay Portfolio with eCheck

Similar screen to what is seen when paying by credit card

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Pay Portfolio with eCheck

Enter Routing Number and Bank Account Number.

Click Submit.

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Pay Portfolio with eCheck

To post the eCheck payment, use the Portfolio Lockbox screen.