How To... Balance at the End of the Month
Before balancing the end of month reports, balance out the daily reports.
Run the distribution report (summary only) for the month in question (Start date will be the day after your last month's end date and the end date will be the day that you are ending your month. This does not necessarily have to be the calendar month).
Compare these totals with the totals from the daily reports for the month.
If out of balance, rerun the daily reports and compare with the reports ran on that day to verify that the totals have not changed.
If still out of balance, then look for payments that are dated outside of the month in question but are in Batches for this month. To determine if a payment is dated outside of the month, go to Batch update and View and select each batch for the month and look at Creation Date and Last Payment Date. This will let you know when the first and last payments were made.
Next, run the Recap Report. This will give totals for each year and entity. These totals include the beginning balance, levy additions/subtractions, tax levy, penalty, interest, and attorney fees collected, and ending taxes due. There are two pages per entity – one for the month and one for the year. Verify that the Recap Report balances back with the Distribution Report by comparing the Taxes Paid column from each report (See How to … Balance at the end of the day and How to … balance at the end of the month if out of balance).
Compare the changed levy column from the “Levy Change Listing” report with the Additions and Subtractions columns from the “Recap” report (See How to … balance at the end of the month if out of balance).
Compare the totals from the “Delinquent Summary” report with the Tax unpaid column on the recap report (See How to … Balance if out of balance). If still out of balance then compare, then compare the beginning levy due on the recap report with the total levy on the snapshot report that was ran when the tax roll was loaded.
Balance the end of month reports before making any payments/supplemental changes for the new month.
Note: The Delinquent Summary is NOT date driven. Run this report before when needed as the figures cannot be recreated once payments/adjustments are made.