In October when the Current statements are run for the first time each tax year, there will be 3 different runs that will be made. The first run will be for the accounts that have a mortgage code in which the statement goes to the account owner's mortgage company (also known as escrow accounts). The next run will be for the billing agents. By law, if the account has a billing agent, you are required to send a statement to the homeowner and to the billing agent . The last run will be for homeowners and businesses.
Questions to be answered when printing current statements in October:
Am I printing statements with a zero balance? This includes accounts that have a nominal value, an absolute exemption, taxes that are frozen at $0.00, or a taxable value of 0, or even accounts that have been paid in full.
What order do I want to print the statements in? This will be accounts in which the statement goes to the homeowner.
If an account has a mortgage code on file, am I sending a statement to the homeowner and a statement to the mortgage company? Or am I just going to send a statement to the mortgage company?
Do I want to send statements to the mortgage companies that are getting a billing tape from GDS? Or do I want to skip these statements?
FIRST RUN:
When running the statements for the Mortgage companies, select "Mortgage Company" for the sort order and you will need to put a check mark in the "Include Billing Agents:" check box. By law, if the account is coded with a billing agent, a statement must go to the homeowner and to the agent. If you leave this unchecked, then the statements for accounts that have both a mortgage code and billing agent will NOT get printed. Leave the "Start Field:" blank and enter "ZZZZZZ" for the end field. This will get all accounts that have a mortgage code.
EXAMPLE: You have a mortgage code of "WELLS " and you want to skip this code. Leave the start field blank and enter "WELLR " for the end code. Notice the "R" instead of the "S" on "WELLS ". After these statements are printed you will use "WELLT " for the start field and "ZZZZZZ" for the end field for the rest of the statements. Notice the "T" instead of the "S" on "WELLS". This is because the letter "R" comes before the letter "S" and the letter "T" comes after the letter "S". This works just like a dictionary.
EXAMPLE: You have a mortgage code of "WELLS " and you only want to print all of their statements. You will enter "WELLS " for the start field and "WELLS " for the end field.
SECOND RUN:
When running statements for the billing agents, select "Billing Agent" or "ALL AGENTS" for the sort order and you will need to put a check mark in the "Include Mortgage Companies:" check box. By law, if the account is coded with a billing agent, a statement must go to the homeowner and to the agent. If you leave this unchecked, then the statements for accounts that have both a mortgage code and billing agent will NOT get printed. Leave the "Start Field:" blank and enter "ZZZZZZ" for the end field. Also put a check mark in "Use Agent Address:" check box so the statements will use the agents address instead of the homeowners. This will get all accounts that have a billing agent.
EXAMPLE: Lets say that you want all accounts that have the billing agent "MARVIN POER". First verify that the spelling is "MARVIN POER" and not "MARVIN POER AND COMPANY", "MARVIN POER & COMPANY", "POER MARVIN", "POER, MARVIN", etc. In the case of the first three spellings ("MARVIN POER", "MARVIN POER AND COMPANY", "MARVIN POER & COMPANY"), you can enter "MARVIN" for the start field and enter "MARVINZZZZZZ" for the end field. This will ensure that all statements that have a billing agent name of "MARVIN" will get printed. If it is entered "POER MARVIN" or "POER, MARVIN" then you would enter "POER" for the start field and "POERZZZZZZ" for the end field.
THIRD RUN:
When running the statements for the homeowners, you will need to put a check mark in the "Include Billing Agents:" check box. By law, if the account is coded with a billing agent, a statement must go to the homeowner and to the agent. If you leave this unchecked, then the statements for accounts that have a billing agent will NOT get printed.
Because the number of statements getting printed can be large, we suggest breaking the statement runs into parts. The number of statements or pages at one time can vary depending on hardware configurations and limitations, but we suggest no more than 10,000 statements or pages per run. Anything more than this and the computers seem to get hung up and a reboot of the server is then necessary.
EXAMPLE: You are running statements in owner name order. For the start field and end field you would enter:
START FIELD END FIELD
" " "F"
"F" "L"
"L" "S"
"S" "ZZZZZZ"
On the first run, notice how we start with blanks and on the last run we end with "ZZZZZZ" and on the subsequent runs we enter in the start field with what was in the end field on the previous run.
NOTE: This same principle also applies to the other sort orders.
When sorting by zip code the zip code must be entered using the zip+4 format without the "-" and with leading zeros to make 9 digits.