tx407 REFUND POSTING to adjust

 

NOTE:  The specific fields with permissible entries to be filled in or left blank are listed below. Ignore fields that are not in the list next to the screens.

Figure 1. SY41 (TOP)

 1.    Job: Report name should always appear here. For example, TX407.

 2.    Server Name: Keep the server name that first appears.

 3.    Printer_Name: Select a valid printer or keep the displayed printer if one is present.

 4.    Jurisdiction: Enter your jurisdiction.

 5.    Tax Year: Enter the current Tax Year.

 6.    Spool File Name: Enter TX407.LIS to create the file in text format.

 7.    Beginning Date: Enter the business date.

 9.    ID1: Used in combination with PARAM3. See below.

 10. ID2: Used in combination with PARAM3. See below.

 11. ALT ID1: Starting refund amount. Default is '.01'.

 12. ALT ID2: Ending refund amount. Default is '9999999999'.

 13. FCU: Formatting code. Keep the default printer setting that is present when the screen appears. If blank, enter HPLL132.

 17. PARAM1 Rolltype: Enter the valid roll types to include on the report. If blank, all rolltypes are processed.

 18. PARAM2 Refstat: The Refund Status to process. Refunds with this status will be posted as payments toward any outstanding balance on the parcel. Leave blank (null) to process all refunds.

 19. PARAM3 RUN (PYMTSEQ/RANGE): Used in combination with ID1 & ID2. See below.

 20. PARAM4 CALCULATE CHARGE? (Y/N): Used to calculate charge. Default is Y.

 21. PARAM5 REINSTATE PAYADJ PROCESSING: (Y/N)  If PAYADJ processing was turned off using SY27, as described later in this document, enter "Y" and the PAYADJ processing will be turned on again when TX407 completes processing.  When TX407 is complete, the SY27 setting should be confirmed.

Figure 2. SY 41 (BOTTOM)

Press [Submit Job]. The system will notify you when the report is finished.

 

ID1 and ID2 are used with PARAM3 to determine how refunds will be processed:

PARAM3

ID1 Values

ID2 Values

PYMTSEQ

Enter a Parcel ID

Enter value for payment sequence number.

Used as payment sequence number for ID1 parcel ID.

PYMTSEQ

Enter ‘IDLIST’

Enter the name given to the IDLIST.

SORTKEY in IDLIST used as the Payment sequence number for that Setname

RANGE (or blank)

Enter a starting parcel ID

Enter value for ending parcel ID range.

RANGE (or blank)

Enter ‘IDLIST’

Enter the name given to the IDLIST. All payment sequence numbers for IDLIST parcels are posted.

REPORT SAMPLE

 

Text Box: Start Time : 04:26:27 ERROR: for parcel110031950011 ERROR: for parcel110200550000 Cannot reverse,parcel goes into neg balance condition,reverse charges manually ERROR: for parcel110230990000 Cannot reverse more than the available amount (43.04) ERROR: for parcel110460550000 Cannot reverse more than the available amount (1.05) ERROR: for parcel110580100002 Cannot reverse more than the available amount (56.83) ERROR: for parcel110610320027 Cannot reverse,parcel goes into neg balance condition,reverse charges manually ERROR: for parcel110610320027 Cannot reverse more than the available amount (44.44) ERROR: for parcel110650410162 Cannot reverse more than the available amount (463.81) ERROR: for parcel110650410238 Cannot reverse more than the available amount (478.35) ERROR: for parcel110710310000 Cannot reverse more than the available amount (432.71) ERROR: for parcel120010220000 Cannot reverse more than the available amount (25.83) End Time : 04:26:34 Start Time : 04:26:36 End Time : 04:26:39 Table Adjust Amount Adjust parcel Count ------ ------------- ------------------- ADJUST -26934.03 85 Table Name Posted Refund Amount Refund Parcel Count Posted Refund Count ------------- -------------------- ------------------- ------------------- REFUND LINE 2 28262.3 85 128 Table Name New Refund Amount Refund Parcel Count New Refund Count ------------- ----------------- ------------------- ---------------- REFUND LINE 1 -2142.4 85 128 DATEVAR PARCELS PAYMENT BY PYMTSEQ FOR OUT OF BALANCE CONDITIONS PAGE: 1 TIMEVAR BUSINESS DATE RANGE FROM BEFORE TO AFTER TX407 PARID PYMT SEQ# ADJUST REFUND PRETAX DIFFERENCE -------------------------- ----------- ----------- ----------- ----------- ----------- 110690080000 396741 -805.84 -8.29 .00 -814.13

 

TX407 PROCESSING CONSIDERATIONS

The TX407 program processes overpayment balances on TX14 and posts them like payments to outstanding charges. The TX407 has the option to process every overpayment with a balance or it can process only overpayments specifically flagged for this purpose. The TX407 “converts”, in a manner of speaking, the chosen overpayments into payments. In doing so, the normal payment processing rules apply. These rules include late payment processing and effective date processing. Specifically, one of these rules creates “PAYADJ” transactions. This document defines PAYADJ processing and describes the steps necessary to suspend it when necessary.

PAYADJ transactions occur when a new payment is posted with an earlier effective date than a payment already applied. For example, a walk-up cashier payment was posted on 8/25, and an agency payment for 8/20 gets posted on 8/28. Because the due date was 8/20, the 8/25 payment computed interest and penalty. The agency payment file and check was received on 8/20, so there would have been no interest & penalty if it had been applied first.

IAS handles the situation described above through PAYADJ processing. When the agency payment gets posted on 8/28, IAS realizes that this new 8/20 effdate is earlier than the 8/25 effdate cashier walk-up payment. To resolve this, IAS will reverse the later 8/25 effdate payment, apply the new 8/20 effdate payment, and then re-apply the 8/25 effdate payment. If the 8/20 payment resulted in a zero balance, the 8/25 payment will post and result in an overpayment on TX14.

Every time a new payment gets applied, PAYADJ processing occurs. PAYADJ processing works as follows:

  1. Check for payments on file with earlier effective dates.
  2. If there are none in #1, continue with the current payment. Do not go to step 3.
  3. If there are any earlier effdate payments, create a list of these payments.
  4. For each payment in the #3 list, reverse each earlier effective date in backwards (descending) order by effdate.

·         This means that the latest effdate payment is reversed first and the earliest effdate is reversed last. This is known as LIFO (Last in First Out) order.

·         Any late payment fees posted by payments in the #3 list will also be reversed as each payment gets reversed.

·         Any overpayments posted by payments in the #3 list will also be reversed as each payment gets reversed.

  1. After all earlier effective dated payments in the #3 list have been reversed, apply the new payment using its own effdate.

·        Any necessary late payment fees will be computed using this effdate.

  1. After the new payment is posted, repost all the payments in the #3 list in forwards (ascending) order by effdate.

·         This means that the earliest effdate payment is re-applied first and the latest effdate payment is re-applied last.

·         Any necessary late payment fees will be calculated using each payments original effdate. This results in “re-calculated” late fees.

·         If interest and penalty get reduced, the re-application of these payments may result in additional overpayments.

NOTE: When payments are reversed and re-applied during PAYADJ processing the busdate of the new payment is used. If any other busdate were used, the accounting records for those dates would need to be manually adjusted. Using the current busdate also allows the transactions to be viewed easily on TX08 and TB102HI.

As stated above TX407 processes overpayments from TX14. It is possible that some of these overpayments were generated by very old payments. TX407 uses the original effdate of the payment that created the overpayment. Therefore, if PAYADJ processing is applied to these very old payments, it is likely that countless payments will get reversed and re-applied. As a result, it may be necessary to “turn-off” the PAYADJ processing when processing TX407. It is possible to “turn-off” the PAYADJ processing, but special care must be taken when doing so. The method to “turn-off” PAYADJ processing is described below.

The PAYADJ setting is a system-wide setting, so when the PAYADJ processing is turned off, it is turned-off system-wide, not just for TX407 processing. Therefore, the following are absolutely, strictly prohibited while PAYADJ is turned-off:

IAS cannot track these processes to automatically prohibit them. Therefore all IAS users must be informed that these tasks are prohibited. It is also best to change this setting and run the TX407 after normal business hours when the fewest users will be impacted.

The PAYADJ system setting is maintained on the SY27 screen. The SY27 screen contains special advanced settings used throughout the IAS system. Because these are advanced settings, a special password is required to access the SY27 screen. If you do not know the necessary password, please contact your IAS administrator or contact your Tyler|CLT IAS support representative.

NOTE: When TX407 is completed, change this setting back to its original status before any of the prohibited processes are begun. Failure to reset this setting will result in payment processing errors and incorrect penalty and interest calculation. 

The steps below describe the steps necessary to “turn-off” PAYADJ processing.

NOTE: When TX407 is completed, change this setting back to its original status before any of the prohibited processes are begun.

1.      Go To the SY27 screen.

2.      Enter Query ( <F7> ) for Tble = ‘PYMTS’ and Fld1 = ‘FUT%’ as shown in the screen below.

3.      Execute the Query ( <F8> ) and the screen below should be displayed.

4.      The “Y” in Val1 of this setting indicates that “FUTURE_REVERSAL”, aka “PAYADJ” processing is turned on.

5.      To turn off “PAYADJ” processing, change the “Y” entry in Val1 from a “Y” to “TX407” as shown in the screen below.

6.      Press <F10> or  to save the setting on SY27.

PAYADJ processing has been turned off and TX407 can be executed. No payments will be reversed and re-applied.

NOTE: When TX407 is completed, change this setting back to its original status before any of the prohibited processes are begun. Failure to reset this setting will result in payment processing errors and incorrect penalty and interest calculation. 

After TX407 has completed, Steps 1 through 4 should be followed again to reinstate the original status of this setting so that PAYADJ processing is turned on. In step 5 the Val1 field should be changed from “TX407” back to “Y” (without quotes). As always, press <F10> or  to save the change.

 

Updated 7/25/2006