STEP ONE: Setting Up and Using Filters
Select Reports | Tax Bills | Tax Bill—Original/Reprint. The report filter will now appear. The filter has a number of default settings you should be aware of including:
- If the user has the default tax period and tax unit set they will appear in the filter.
- ‘Exclude Retired Parcels’ is already selected
- The ‘Print All Zero Lines’ is not selected
- The order the bills will print in is defaulted to parcel number order
With these defaults if you select OK you will print the tax bills for the selected tax period and unit, and no bills will print that have $0.00 ‘Yet Due’.
At the Selection tab you can pick Property Type, Roll Type, School Districts or Property Class.
NOTE: When filtering by Selected Roll Types you can choose to print the Ad Valorum roll separately from the DNR and IFT rolls. To print rolls separately the proper roll type has to be assigned to each property class.
To do so select Edit | Adjust System Preferences | TA Configuration | Prop Classes from the Menu Bar. For each class at a minimum assign the ’roll type’ and ‘property type.’
Review all of the options for each property class to assure you are configuring each class code to get the fullest use in the system for every class. These configurations affect imports and exports of data, filtering for reports, and other processes in the system.
The sample above shows a 401 Real Residential setup.
The sample below illustrates an IFT class setup.
Tax Bill Options is where you can filter to print ‘Advice Only’ and ‘Changed Tax Bill Only.’
For example, if you do not wish to include tax bills with no current values (i.e., split parcels that were set up in the system for future BOR activity) you would check the box ‘Exclude Tax Bills with Zero Levy.’ The screen below shows the default set up to print the original bill.
The Values tab is where you can pick by a values range to print. The screen below shows the default setup.
Please note the Activity Types tab which can be used to re-print bills that were edited (but not for printing the original bills).
The Order tab is used to print the bills in a specific order – see the screen above for the options that are available.
STEP TWO: Printing Tax Bills
When you have completed the filter setup you are ready to print the bills according to your specifications. We recommend you print a few bills and review them to make sure all messages and headings are up-to-date.
Note the ‘Print Directly to Printer‘ option on the sample screen at the bottom of the previous page. If selected, this a more efficient way to print bills, otherwise the print preview will have to compile all the bills before you can print any of them. Waiting for all bills in your jurisdiction to be compiled could be very time consuming which is why we recommend printing directly to the printer at this stage. Please note, this option is on all report filters.
‘Reports | Tax Bills | Bills and Notices | Print Tax Advice’ will print a form which has the heading THIS IS NOT A BILL. It is printed for the owner when the tax bill name (the tax bill recipient) is not the SAME AS OWNER. This message is printed to inform the owner that a bill has been sent to a third-party tax bill payer (usually a mortgage company).
STEP THREE: Tax Roll Setup Configuration for Printing Tax Bills
The General, Notices, Messages, Headings and Delinquent tabs can all contain the data which prints on the tax bill.
The Treasurer’s Name and Address field on the General Tab is used as the return address on the tax bill. (See the sample tax bill on page below).
The following are screen shots of the remaining tabs in Tax Unit General Info. Some of the fields are not used in the default tax bill.
The ease in which reports and forms can be edited in Pontem’s Report Builder allows you to customize a tax bill to take advantage of these additional data entry fields. Please contact the Pontem Help Desk if you would like to customize your bill with watermarks, logos or take advantage of data in ‘Tax Unit General Info.‘ We’d be happy to help.
NOTE: The message from the ‘Delinquent’ tab is included on standard Pontem tax bills for parcels where tax bills from the previous tax year went to the county as unpaid on March 1 during the settlement process.
Below is an example of the default tax bill which illustrates the information and messages which come from ‘Tax Unit General Info.’ The user may modify all of these fields.
NOTE: All of the information is carried forward from year to year when the ‘Create/Clone Tax Period’ tool found in Tax Roll Setup | Tools is used. After using the clone option, users must update the information for the new years’ tax bills.