Summary

The Year and Sequence Maintenance window is used to build and maintain Years/Sequences.

Step by Step

1    Open the Year and Sequence window (TC> Maintenance> Year and Sequence).

• The Year and Sequence window displays all of the Year/Sequences that have been set up in the database.
• Select a Year/Sequence and click DELETE to delete the selected Year/Sequence.
  • You cannot delete a Year/Sequence with associated bill records.
• Select a Year/Sequence and click EDIT to open and edit the selected Year/Sequence.
• Click the Create Year Sequence button to create a new Year/Sequence.

2    Create a Year Sequence.

• Once you have created a new Year/Sequence, you can click the Copy button to select an existing Year/Sequence and copy its data to the new Year/Sequence.
• The Year field is used to enter the four-digit Year for this roll.
• The Sequence field is used to enter or select the Sequence to identify this Year/Sequence. Click the field search button   to select a Sequence.
  • The Year/Sequence combination must be unique.
  • Sequences are created and maintained on the Sequence Maintenance screen.
• The Title field is used to enter Title for this Year/Sequence.
• The Last Bill Number field is used to enter the Last Bill Number for this Year/Sequence.
  • This optional field allows a number to be entered (up to 7 digits) to be considered the last bill number created for this bill type. (This field will be most useful at the time of initial setup.) When the Bill Type associated with this sequence has the Auto Bill No field set to None or Year/Sequence this Last Bill # will be utilized when new bills are created in the Bill File.
  • With each bill that is created in this year and sequence, the bill number field in the Bill File module will assign bill numbers as follows:
    • Bill Type - Auto Bill No set to Bill Type:
      • The system will auto assign the next bill number and will not allow the number to be modified. Bill numbers will be incremented by 1 within the bill type. When assigning the bill number, the system will use the Last No field on the Bill Type setup and increment by one. If the Last No + 1 is already assigned to a bill number for this bill type, the system will assign the bill number using the highest existing bill number within the bill type and increment by one. Once the bill number has been assigned, the system will update the Last No on the bill type with the newly assigned bill number.
    • Bill Type - Auto Bill No set to None:
      • The system will auto assign the next bill number for the year and sequence, however this number may be modified to a different unique bill number within the Year and Sequence. When assigning new bill numbers the system will use the Last Bill # on the Year/Sequence and increment by one. If the last No + 1 is already assigned to a bill number within the year and sequence, the system will assign the bill number using the highest existing bill number within the year and sequence and increment by one. Once the bill number has been assigned, the system will update the Last Bill # on the Year/Sequence with the newly assigned bill number.
    • Bill Type - Auto Bill No set to Year/Seq:
      • The system will auto assign the next bill number for the year and sequence and will not allow the number to be modified. When assigning new bill numbers the system will use the Last Bill # on the Year/Sequence and increment by one. If the last No + 1 already is already assigned to a bill within the year and sequence, the system will assign the bill number using the highest existing bill number within the year and sequence and increment by one. Once the bill number has been assigned, the system will update the Last Bill # on the Year/Sequence with the newly assigned bill number.
• The Sequence Description field is used to enter a description to define your Sequence. In some Collection processes the description of the Sequence will display/print instead of the number.
• The Sequence Summary field is used in Account Balance Summary.
  • If you wish certain Sequences to be totaled together, you may enter the same summary description for each Sequence and they will then be totaled together. If you don't want this, you should enter the same information as entered in Sequence Description or the Sequence number.

3    Complete the Roll Extract tab.

• The Roll Heading field is used to enter the title that you wish to print across the top of each page of the roll. You may wish to use wording, such as 2022 MUNICIPAL Tax Roll.
• The District field is used to enter or select a District to which this Tax Roll applies. Leave blank if all Districts apply to this Tax Roll.
• Check the Exact District toggle to require that the District field must be an exact match.
• The School Code field is used to enter or select the School Code if the Year/Sequence applies to one School Code. Leave blank if the Year/Sequence applies to all School Codes.
• The Roll Print Seq field displays for non-motor vehicle Sequences and is used to select the Roll Printing Sequence. For example, if you select “Parcel ID”, the roll is sorted from lowest to highest number by Parcel ID. Choices include Parcel ID, Account No, Owner Name, and Parcel Location.
• The Print Totals Only field is used to set up how the totals will be printed on the Tax Roll.
  • Select No to print the full detail on the Tax Roll, including totals.
  • Select Yes to print totals only on the Tax Roll. The detail of each parcel will not be printed.
  • Select Suppress OTX to suppress OTX codes from the detail portion of the Tax Roll.
  • Select 1 OTX to print the Tax Roll for one OTX code on the detail roll.
• The Taxable Status Date field is used to enter or select the Taxable Status Date.
• The Master Fiscal Year field is used to enter the Master Fiscal Year.
• The Check Validation 01-03 fields are used to enter the Check Validation for this Year/Sequence. Leave these fields blank to use the Check Validation from the Collection Profile Parameter Receipt Printing screen.
• If the Apply Name Changes toggle is checked, Owner Name/Address/Bank code changes will be updated to bills in this Year/Sequence if the Collection Profile Parameter Updating option Allow Owner Info to Be Changed is set to Yes and depending on the response to Update Name Changes.
• If the Update Deferred Revenue toggle is checked, Deferred Revenue accounts will be updated.
• Check the Change Year in G/L Dist toggle to specify a GL component to the right.
  • In the field to the right of the toggle, select the GL component to copy. When a Year/Sequence is created from an existing Year/Sequence, if the year exists in the component specified the system will create the new receipt type with the new year in the specified component.
  • For example, if copying year 2023 sequence 01 to year 2024 sequence 01 and the Change Year in G/L Dist toggle is checked and the component specified is the item, any receipt types that have 2023 in the item will create the new 2024 receipt types with 2024 in the item.
• The Tax Lien Index field is used to enter the Index Number that corresponds to this year's Tax Liens.
• The Delq Tax Filing Date field is used to enter or select the Delinquent Tax Filing Date that corresponds to these liens.
• The Parcel Selection field is used to select the range of parcels to include in the Tax Roll.
  • Entire File – the default selection will include all parcels in the Tax Roll.
  • One Owner – when One Owner is selected, a field is displayed under Parcel Selection for entry of the owner.
  • Parcel ID Range – when Parcel ID Range is selected, a From and To field display under Parcel Selection for entry of the Parcel ID range.
  • Zip Code Range – when Zip Code Range is selected, a From and To field display under Parcel Selection for entry of the Zip Code range.
  • Other Taxables – when Other Taxables is selected, the Purpose/Ext data grid display under Parcel Selection for entry or selection of the desired Purpose/Ext codes. Click ADD to open the Purpose Extension Selection window and add Purpose/Ext codes to the data grid.
• The Excluded Roll Section data grid is use to select roll sections to exclude from the Tax Roll.
  • Click ADD to open the Roll Section Selection window and add a Roll Section to the data grid.
  • Leave the Excluded Roll Section data grid blank to include all roll sections.

4    Complete the Roll Computation tab.

• The Payment Setup section is used to set up the payment details.
  • The Payment Count field is used to enter the number of payments for this Year/Sequence.
    • As this number is edited, the Payment Distributions data grid below will display a corresponding number lines.
  • The Minimum Payment field is used to enter the minimum amount that a total bill can be and still split. If the bill is less than this amount, it will not be split into multiple payments.
  • The Full Payment Date field is used to enter or select the date that the full payment is due.
• The Payment Distributions section is used to set up the due dates and percentages for payment distributions. Each consecutive installment will be displayed in the data grid.
  • The Due Date column is used to enter the Due Date for each installment. The first Due Date will default to the full payment date.
  • The % column will display the computed percentage of a payment due at each due date.
    • For example, if the payment count is set to two, the system will calculate 50% for each due date. The percentage may be modified but can only be saved when the percentage sum for all due dates is equal to 100.
• The Bill Sort Option 1-4 fields are used to set up the sorting options for the bill.
  • Non-motor vehicle sequences - Bill Sort Options 1-3 can be set to optionally sort by any combination of Zip Code, Bank Code, or Carrier Route.
  • Non-motor vehicle sequences - Bill Sort Option 4 is a required field and can be set up to sort by Parcel ID, Account No, Owner Name, or Parcel Location.
  • Motor vehicle sequences - Bill Sort Options 1-2 can be set to optionally sort by any combination of Zip Code and Bank Code.
  • Motor vehicle sequences - Bill Sort Options 3 can be set up to sort by List No., Registration No., or Owner Name.
• If the Ignore Roll/Muni Sort toggle is checked, bills will not be sorted by district.
• The Excluded Bank Codes From Bill Printing section is used to select the Bank Codes to exclude from Bill Printing. or leave blank to include all bills in printing.
  • Click ADD to open the Bank Selection window and add a bank code to the data grid.
  • Leave the Excluded Bank Codes From Bill Printing data grid blank to include all bank codes.

5    Complete the Rate tab.

• Click ADD RATE to add a new rate line to the data grid.
  • When a new rate is added, the Edit Rate section will display to the right of the data grid. Cycle through the Edit Rate section sub-tabs to edit specific rate details.
  • Complete the General sub-tab:
    • Click the Purpose field search button to select a Purpose Code that pertains to this Year/Sequence.
      • When a new Purpose Code is added to the Rate tab, the system will prompt the user to add the Purpose to the Purpose Tables with the summary code selected for the purpose. If Yes is selected, the system will automatically add the purpose code to any purpose tables that have the summary code selected. The print and total checkboxes will default as checked. If No is selected, the system will NOT automatically add the purpose to any existing purpose tables.
      • Purpose Codes are created and maintained on the Purpose Code Maintenance screen.
    • Click the Extension field search button to select an the Extension code for the selected Purpose Code or leave blank if no extension exists.
    • Click the District field search button to select a District for the Purpose Code or leave blank for all Districts.
    • Click the Roll Section field search button to select a Roll Section for the Purpose Code or leave blank for all Roll Sections.
    • The Roll Sub Section field is used to enter the Roll Sub Section for the Purpose Code or leave blank for all Roll Sub Sections.
  • Complete the Rate sub-tab:
    • The Description field is used to enter a new Description for the Purpose Code. This field will automatically populate with the default Purpose Code Description.
    • The Taxing Basis field is used to select the type of Taxing Basis for the Purpose Code. The Taxing Basis is updated to every ledger transaction. The Taxing Basis cannot be modified once a ledger transaction exists for this Purpose.
      • County - uses the County Taxable Value in the calculation.
      • Municipal - uses the District Taxable Value in the calculation.
      • School - uses the School Taxable in the calculation.
      • Fee - a flat dollar amount, usually used for return check fees, mailing fees, etc.
      • Online Interest/Penalty - used for On-line calculation of Interest and Penalty Purposes.
      • Other Taxables - uses the OTX Special District Taxable calculation.
      • Other - used for Prepay, Underpay, and Miscellaneous Billing (for Service Codes used on invoices).
    • The Summary field is used to enter or select the Summary Code that this Purpose should be summarized as.
      • This Summary Code is updated to every ledger transaction, therefore it is very important that the Summary Code is correctly entered. The Summary Code cannot be modified once a ledger transaction exist for this Purpose.
    • Auto Pay Priority is used when partial payments are collected. The system will apply partial payments in Pay Priority order and in Purpose Code order within each Pay Priority.
    • The Rate Type field is used to select Ad Valorem or Flat Dollar Amount for the Rate Type that this Purpose uses.
    • The Rate field is used to enter the Rate for this Purpose.
    • The Units field is used to select Per $1, Per $100, or Per $1000 for the Ad Valorem rate type. This field will be disabled if Flat Dollar Amount is selected.
    • The Inc Overpay Dist toggle is used by the Cash Receipts module and determines if the Purpose is included in overpayment distribution.
      • This toggle will only display when the Bill Type that is associated with this Sequence has Overpayment=Purpose.
      • Checked - Include this Purpose when determining overpayment distribution. This will allow overpayments to be automatically split evenly between the Purposes selected in this Year/Seq when they exist on the bill being paid. The overpayment distribution process looks for the Purposes with the most recent Due Date being paid on a bill that have Inc Overpay Dist=checked and distributes the overpayment amount evenly between those Purposes. When multiple bills are being paid that have the most recent Due Date, then the overpayment is distributed to the highest Year/Seq/Bill No for that Due Date.
      • Unchecked - When all the Purposes on a bill being overpaid in Cash Receipts have the option Inc Overpay Dist=unchecked, the overpayment amount defaults to the first Purpose displayed in the Over Payment window. The user can then manually distribute the overpayment to the desired Purposes.
    • The Inst No field is used to enter the Installment to which this Purpose applies. Leave this field blank if this Purpose pertains to all Installments.
    • The School field is used to enter the School Code associated with the Purpose.
      • Click the field search button to select a new School Code.
      • The School field will only be enabled if School is selected in the Taxing Basis field above.
    • The Receipt Type field displays the Receipt Type associated with the Purpose.
      • Click the field search button to select a new Receipt Type. Click here for information on Receipt Type Maintenance.
  • Complete the Write-Off sub-tab:
    • Check the Allow Write-Off toggle if Write-Offs are allowed for this Purpose. This will enable the fields below.
    • The Write-Off Type field is used to select Dollars or Percent to define the maximum write-off amount allowed.
      • If Dollars is selected, the Max Amt field is used to enter the maximum dollar amount allowed for write-offs.
      • If Percent is selected, the Max Pct field is used to enter the maximum percentage amount allowed for write-offs.
  • Complete the Pen/Disc sub-tab:
    • The Pen/Disc sub-tab is only enabled by selecting Online Interest/Penalty in the Taxing Basis field on the Rate sub-tab.
    • The Penalty Table No field is used to enter the Interest/Penalty Table number that corresponds to the Interest/Penalty Table for this Purpose.
    • Click ADD PURPOSE to select Purpose Codes to which this Interest/Penalty Purpose is applied.
    • Click DELETE to delete a selected Purpose Code. Once a Purpose is deleted, the Interest/Penalty calculation will no longer be applied to the Purpose.
    • Use the Clear button to clear all Purpose Codes from the Interest/Penalty data grid.
• Click the Save button when the Year/Sequence is complete.