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How To... Balance
It is important to note that when closing out the end of the month, you do not have to actually close out on the last day of the month. Since most of the reports in GDS are date driven, you do not actually have to balance the last day of the month. Just remember that if you close out the month on Jan. 5th, then the start of the month will be January 6th.
NOTE: Remember that when closing out the end of the day, month, or year not to make any changes to the system or to take any payments as this WILL affect your reports and balancing. Be sure to run the Snapshot, Delinquent Taxroll, and Current Taxroll first because these reports are not date driven and report what is currently in the system.
DAILY
We recommend that you balance your payments at the end of the day everyday by running the distribution report, deposit listing, or batch payment report. You will need to run a distribution report in order to get the breakdowns between M&O, I&S, Penalty, Interest, Attorney fees, Other Amounts, etc... You will need these reports before making a deposit to the bank or to give to your accounting department before they make a deposit to the bank.
MONTHLY
At the end of each month, we recommend running the "Convert Tax Records to Delinquency" and then running these reports:
SNAPSHOT REPORT
The snapshot report is broken down into 4 sections:
1. Breakdown by property type giving record count, Total Value (NOT NET TAXABLE), Total Tax Levy, and Total Tax Due.
2. Breakdown by Value and Exemption type codes giving record count and Value/Exemption amount.
3. Summary giving total number of records, total value amount, total exemption amount, total net taxable amount, total levy amount, total tax due amount, and a total M&O and I&S breakdown of the total levy.
4. Breakdown by State Property Tax Board use code giving record count, total value, and net taxable.
The snapshot report is the report used to balance the values and exemptions back to the appraisal district. This report should be run after the new tax year roll is loaded in September and after completing each supplemental/correction roll each month. See "How To... Balance the Snapshot" for more information.
SNAPSHOT REPORT BY DATE
Run this report if you are wanting the snapshot figures as of a particular date.
This report will take longer to generate than the standard Snapshot Report because there are more calculations to be made and more data that is read in.
SNAPSHOT REPORT BY BATCH
Run this report if you are wanting the snapshot figures as of a particular batch.
This report will take longer to generate than the standard Snapshot Report because there are more calculations to be made and more data that will need to be read in.
NOTE: The batch ID's should be in sequential order otherwise the figures produced will be incorrect. See "How To ... Batch ID Records".
DELINQUENT TAXROLL SUMMARY
The Delinquent Taxroll Summary contains a breakdown by tax status code for each entity giving the number of accounts and the total tax due.
“ ” - No tax due.
“O” - Tax due < 0
“P” - Over 65 Quarterly
“R” - Disaster Relief
“S” - Deferred Over 65
“D” - Delinquent
“C” - Current
NOTE: "R" - Disaster Relief will be included in the Quarterly Status Column.
DELINQUENT TAXROLL SUMMARY BY DATE
Run this report if you are wanting the delinquent taxroll figures as of a particular date.
This report will take longer to generate than the standard Delinquent Taxroll because there are more calculations to be made and more data that is read in.
DELINQUENT TAXROLL SUMMARY BY BATCH
Run this report if you are wanting the delinquent taxroll figures as of a particular batch.
This report will take longer to generate than the standard Delinquent Taxroll because there are more calculations to be made and more data that is read in.
NOTE: The batch ID's should be in sequential order otherwise the figures produced will be incorrect. See "How To ... Batch ID Records".
CURRENT TAXROLL SUMMARY
The Current Taxroll Summary contains a breakdown for each entity the Total tax levy, Total tax paid, Total tax due, Total paid, Total refunds, Total discount, and Percentage collected.
DISTRIBUTION REPORT
The Distribution Report will contain the account number, year, tax, penalty, interest, and attorney fees paid for all the transactions for the selected criteria. The summary page will have the totals by year, along with the M&O and I&S totals. The report will be broken down by entity also as well as having a grand total summary. See "How To... Distribution Report" for more information.
RECAP REPORT
The recap report is broken down into 2 different parts: A Month to date and a Year to date report. This report contains the Beginning levy due as of the start date, the sum of the additions and subtractions to the levy between the Start date and the End date, Ending levy due (Beginning levy due plus additions minus subtractions), Taxes, Discounts/Penalty and Interest, and attorney fees paid between the start date and the end date. The Year to date part will also have the Tax unpaid column. This report is comprehensive and takes some time to load. See "How to... Balance the Recap".
DEPOSIT LISTING
The Deposit Listing will contain the check number, payer name, and the amount along with any cash collected.. You can use this report to balance back with your checks at the end of the day.
BATCH PAYMENT REPORT
The Batch Payment Report will contain the account number, user, payer name, year, entity, type, and amount paid.
LEVY CHANGE LISTING
The Levy Change Listing Report will contain the account number, PIDN, owner name, the year, entity, and date the change was made on, the type of change along with the previous amount, changed amount, new amount, and the reason for change.
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