Summary

The Transfer Overpayments process moves credit balances on individual installments of multi-installment tax bills to installments that still have a balance due (TC> Transfer Overpayments). The process runs for every bill in a Year/Sequence at once, so you do not have to transfer each overpayment by hand.

Use Transfer Overpayments to:

• Clear small overpayments from tax service payment files, such as a penny rounding difference on one installment when the file pays more than one installment.
• Apply overpayments on preliminary installments to final installments in jurisdictions that use preliminary and final billing. Run the process after the final installments exist on the bills.

Each bill's Bill Type controls how credits move. The Overpayment setting on the Bill Type Maintenance window (TC> Maintenance> Bill Type) determines whether a credit can sit on the overpay purpose code or only on a regular purpose, and where any leftover credit goes. Cirrus applies credits in installment order and, within each installment, by the Pay Priority set on the Year/Sequence Rate tab.

To move a single payment to a different bill, use Payment Transfer from the bill's Detail Ledger instead. Transfer Overpayments only moves credits between installments on the same bill.

Step by Step

1     Open or create a Transfer Overpayments batch.

• Open the Transfer Overpayments window (TC> Transfer Overpayments). The Batches window will display all the open Transfer Overpayments batches.
  • The card shows the batch name and number (for example, 00004.09.2026), who created it, the next step, and the last output.
  • Use the icons in the upper right to switch between card view and list view.
• Click DETAILS to open the batch.
• Select a batch and click the Delete button to delete the selected batch.
• Click the Create button   to create a new batch.
  • The Transfer Overpayments process is a single batch process, meaning you can process only one batch at a time. If there is an open batch, the Create button will be disabled. To create a new batch, commit or delete the existing batch.
  • The batch number, month, and year are for reference only and do not affect the transfers.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Transfer Overpayments process.

3     Generate the transfers.

• Open the Generate window (TC> Transfer Overpayments> Generate).
• Enter the Year of the bills to process. This field is required and accepts numbers only.
• Select the Sequence of the bills to process. This field is required. The drop-down menu lists only the sequences that exist for the entered year, so enter the Year first.
• The Trans Date field defaults to today and sets the date of the transfer transactions. Type a different date or select one from the calendar. This field is required.
• Enter a Note to add to each transfer transaction. This field is optional and accepts up to 500 characters.
• Click the Submit button to generate the transfers. Track progress in the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).
• The Generate step finds every bill in the Year/Sequence that has an installment with a credit balance and builds the pending transfers. It does not update any bills. The transfers post when you commit the batch.
  • The bill as a whole does not need a credit balance. For example, if installment 1 has a credit of $0.01 and installment 2 has a balance due of $0.01, the bill total is $0.00. Cirrus transfers the $0.01 credit from installment 1 to installment 2, leaving both installments with a zero balance.
  • Cirrus applies each credit to debit balances in installment order, starting with the installment that holds the credit. A credit never moves to an earlier installment.
  • Within each installment, Cirrus pays purposes in Pay Priority order. When purposes share a pay priority, Cirrus pays them in purpose code order.
  • A transfer never exceeds the debit balance of the purpose it pays.
• How Cirrus handles credits depends on the Overpayment setting of each bill's Bill Type:
  • Installment - the credit can be on the overpay purpose code (for example, OVRPY) or on any purpose. Once all debit balances are paid, any remaining credit moves to the overpay purpose code on the final installment. You set up the overpay purpose code in the Collection Profile.
  • Purpose - the credit must be on a regular purpose. Cirrus ignores extension codes. Once all debit balances are paid, any remaining credit moves to the same purpose on the final installment. If the final installment does not include that purpose, the credit stays on the original purpose and installment.
  • None - the bill type does not accept overpayments, so Cirrus does not generate transfers for these bills.

4     Print a Proof List. This is a required step.

• Open the Proof List window (TC> Transfer Overpayments> Proof List).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• When the proof list finishes, the message "Proof List Successfully completed" displays. Click OPEN REPORT to view it. The proof list also appears under Batch Outputs on the Overview page.

5     Review the proof list.

• The Transfer Overpayments Proof List records every pending transfer for audit purposes. The header shows the tax year, sequence, transaction date, and batch.
• Each line lists the Bill No and Account No, Parcel ID, and Owner Name, followed by the installment and purpose the credit transfers from (From Inst, From Purpose, Transferred Amount) and the installment and purpose it applies to (To Inst, To Purpose, Applied Amount).
• A total prints for each bill. The report ends with grand totals by purpose for the transferred amounts and the applied amounts.
• Review the proof list carefully before you commit the batch. To change the results, return to the Generate step and submit it again.

6     Print the GL Distribution report. This is a required step.

• The GL Distribution report displays the journal entry the Transfer Overpayments process creates when you commit the batch.
• Open the GL Distribution window (TC> Transfer Overpayments> GL Distribution).
• The Journal Entry date field defaults to today. Type a different date or select one from the calendar. This date determines the fiscal period and fiscal year of the journal entry.
  • The Fiscal Period and Fiscal Year fields are read-only and update to match the Journal Entry date.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• When the report finishes, the message "GL Distribution Successfully completed" displays. Click OPEN REPORT to view it.

7     Review the GL Distribution report.

• The Transfer Overpayments - Tax GL Distribution report prints in summary format. It lists each GL account by fund with its debit and credit amounts, followed by fund totals and report totals.
• The Transfer Overpayments process generates the following journal entry. Cirrus uses the GL accounts on the receipt type of each purpose for the Year/Sequence:

• The debit and credit amounts match what the Create JE From Collection process produces for payment transfer adjustments.

8     Commit the batch. This is a required step.

• Open the Commit window (TC> Transfer Overpayments> Commit).
• Click the Continue button or press ENTER to commit the batch.  
  • If you click the Cancel button, you can still commit the batch via the Commit button  .
• While the batch commits, Cirrus returns you to the Overview page. Track progress in the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).
• When the batch commits, Cirrus:
  • Creates a Transfer Payment transaction on each purpose a credit transfers from, and a Transfer Payment transaction on each purpose that receives a payment. Each transaction uses the Trans Date and Note from the Generate step.
  • Posts the journal entry as of the Journal Entry date from the GL Distribution step. Cirrus marks the transfer transactions as posted, so the Create JE From Collection process does not post them again.
  • Removes the batch.