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This process will allow you to print large batches of statements in-house (as opposed to sending them to a printing company), such as when a supplement is processed or statements are requested on the tax office web site.  Before printing statements, you must either enter accounts into the Statement Table screen, or run the Create Delinquent Reminder/Notice Data process (which also can be used for current statements).

User Entitlements

The following user entitlements must be set for each user who needs access to the Batch Menu and Batch Request screens. They are part of the Run Batch Processes task.  See Tasks, Entitlements, and Jobs for more information. The user entitlement for each batch menu no. mentioned below must be set to Y for each authorized user. Batch menu nos. default to N when they are added.

BATCH_MENU - access to the Batch Menu to generate the reports.

BATCH_REQUEST - access to the Batch Request screen to see the reports.

There are several client preferences that each tax office needs to set:

CURR_STMT_FEE: If this is set to Yes, then miscellaneous fees (e.g. court costs) will show on the statement.  If it is set to No, then they will not. The Tax Certificate fee (unit 9500) will never show.

PRINT_OCR: Set this to Y to print OCR and bar codes on these statements.

SALES_TAX_FACTOR: The amount of tax saved as a result of sales tax revenue can be displayed on the statement if this client preference field is filled with the desired sentence(s) for the statement.

PHONE_HEADER:  If this is set to Y, the phone number(s) for the tax office will print at the top center of the receipt.  If this is set to N, no phone numbers will print at the top of the receipt.

PHONE_TRAILER:  If this is set to Y, the phone number(s) for the tax office will print at the bottom of the receipt.  If this is set to N, no phone numbers will print at the bottom of the receipt.

CRAWLER1, CRAWLER2, CRAWLER3: Insert any text that you want to appear on the statements. For example, you may want to put something about credit card payments over the Internet or the tax office's office hours.  You can leave this blank if you want.

COUPON_ADDITIONAL_MESSAGE: Insert any text you want to appear on the coupon portion of the statement. You can leave this blank if you want.

COUPON_ADDRESS:  The street or P.O. Box address you enter here appears as the return address on the coupon. You can leave this blank if you want.

COUPON_CITY_STATE_ZIP:  The city, state, and zip entered here will appear below the COUPON_ADDRESS on the rollback statement's coupon.  You can leave this blank if you want.

6_OR_12_MONTH:  If 6 is entered, only 6 months of penalty and interest calculations will be on the statement; If 12 is entered, 12 months of penalty and interest will show.

DEL_TAX_ON_CURR_STMT:  If Y is entered, the amount of delinquent taxes is also shown on the current statement.  Prior year levy, penalty, and interest is also included in the amounts shown on the 6 or 12 month "calendar."  If N is entered, no delinquent taxes are included on the current statement.

YEARS_ON_CURR_STMT:  If ALL is entered and a current statement for a prior year is printed, all unpaid tax years will be on the statement.  If PRIOR is entered and a current statement for a prior year is printed, only years prior to the year selected when printing the statement will be on the statement (for example, on a 2000 statement requested during tax year 2002, amounts due for 2001 and 2002 will not be shown).

ALWAYS_ADD_STMT_NOTES:  If this client pref is set to 'Y', then a note will be added to the account of the format <Name><Address><Amt Due>.

CLIENT_LETTERHEAD_TYPE: Enter HEADER to use an image for the entire header of print products (statements, receipts); enter LOGO to use the image that is just the tax office seal.

SHOW_BARCODE: Enter Y to show barcode on delinquent  summary and detail statements, batch delinquent summary statements, and delinquent  tax reminder statements. To omit the barcode, set to N.   this preference works only for certain clients. Contact ACT if you would like this feature.

CURR_STMT_HQ_BLOCK: Enter Y to put half and quarter pay amounts on the OCR line, otherwise enter N. Quarter pay amounts are added only if the taxpayer has an O65 exemption or if the account has a VET or VTX exemption. If set to Y, for current year statements, email, and phone information is also displayed along with 10 month, half pay, quarter pay, and total due amounts.

CURR_STMT_HB3496: Enter Y to print the HB3496 School District Savings messages following the 5 year history, or N to omit this.  Currently this is available only for current_statement_format4. The default is N.

CURR_STMT_PRINT_BY: Set to Y to include the Printed By field on the current statement; set to N to omit this. The default is N.

CUR_STMT_FORMAT11_COUPON_CRAWL: Used with current statement format12 to add custom messages to the statement's coupon.

CURR_STMT12_COUPON_LINE1, CURR_STMT12_COUPON_LINE2: Used with current statement format12 to add custom messages to the statement's coupon.

CURR_STMT13_COUPON_LINE1: Set to whatever verbiage you want to appear on the coupon area of this statement just above the Mail To section. This is defaulted to be expired, so the verbiage will not appear at all.

CURR_STMT_WEB_REMOVE_TAC_NAME: (format4, web site only) If set to Y, any current statement format4 that is printed from a tax office web site will have the first line of the return address on the coupon removed. This is normally the tax collector's name. When printed from Online Products, the full return address will be given. If the preference is set to N (the default), the return address is also printed in full from the web site.

CURR_STMT_ADD_QP_MESSAGE: (BMI 1004 and 1024 only) Set to Y to add a message about quarter eligibility if the As Of Date field is between October and February and the account would qualify as a quarter pay due to its exemptions. Set to N (the default) to never print this message.

QUARTER_PAY_VET: (BMI 1004 and 1024 only) Enter veteran exemption codes that are eligible for quarter pay status (default is VET,VTX).

WEEKEND_LOGIC_FOR_PANDI: If set to N, penalty and interest will always increase on the first day of the month. If this is set to Y, penalty and interest will not increase until the second business day of the new month if the last day of the month is on a Saturday or Sunday. This applies to current and prior year delinquent amounts. These dates are reflected in the calendar portion of most statements. The default setting is N.

WEEKEND_LOGIC_PANDI_HOLIDAYS: If WEEKEND_LOGIC_FOR_PANDI is set to Y, this preference is also considered. Enter one or more dates (mm/dd/yyyy, separated by comma but with no spaces) that correspond to the day following a Monday holiday and that holiday follows a month that ended on a weekend. Labor Day is such a holiday; to increase penalty and interest on Wednesday (allowing Tuesday for 'end of month' payments, you should enter Tuesday's date (you can think of it as holiday + 1 day). For 2014, that is 09/02/2014. To not extend the penalty and interest increase to Wednesday, set this preference to N.

QTR_AMTS_ALL_STMT_DATA: Set to Y to show quarter pay amounts for all accounts eligible for quarter pays, not just those with standard exemptions (over 65, disabled (DRH), veteran, 100% veteran, or surviving spouse veteran exemption). Set to N to show quarter amounts only for accounts with standard exemptions.

STMT_BANKRUPTCY_NO (format 4, format 11 only): Set to Y to show bankruptcy numbers on statements. Set to N to not do this.

If not all tax units have the same delinquency date, the earliest delinquency date will be used to determine the penalty and interest rates displayed on the statement.  The correct delinquency dates are used to calculate the actual penalty and interest amounts due.

Similarly, if not all tax units have the same attorney fee percentage, the highest rate will be printed on the statement, but the correct percentage will be used to calculate the actual attorney fees due.

For quarter pay accounts, the penalty and interest calendar is not displayed on the statement.  Instead, a sentence about penalty and interest possibly being due in addition to the levy due is added to the statement.

Tax units can be omitted from statements if they are stored in the taxunit_suppress table and the end date in the table for the unit is in the future.

(Bexar County) A line is inserted showing the amount due for the current quarter. If the first quarter is overpaid, the amount of overpayment is subtracted from the amount normally due for the second quarter [(base levy/ 4) - overpayment amount]. If the overpayment is enough to pay off the current quarter, this line is omitted.  For the quarter pay crawler, the amount is the total amount due (including penalty and interest) divided by 4.

(Bexar County) The OCR line includes the ag rollback levy (OS) amounts due. A penalty and interest line is added when appropriate for the account.  Deferral amounts are also displayed. .

(Harris County) The ceiling and exemption information provided pertains to the year of the statement that is requested.  This may be a prior year.

To print a batch of current statements:

1. From the Main Menu, click on Products, then Batch Products.  The ACT Batch Menu will appear.
2. Click on the Current Statement Format xx line for your tax office.  The batch menu number varies by tax office.
3. Press Enter.  The parameter screen for this report appears. (A sample screen is shown.)
4. In the Request Sequence No. field, enter the sequence number of the job you ran to create the set of accounts or the request sequence number used in the Statement (trigger) Table.  If you ran a job, it may have been a Internet Request Report, a Name Change process, or a supplement tape.

Note: If you are using accounts in a trigger table, the order of these accounts can be changed by running batch menu no. 1026, Sort Accounts in Trigger Table.

5. Leave the Batch No. field blank to generate all statements in the request sequence or enter a batch number to produce only statements for that part of the request sequence.
6. In the As Of Date field, enter the current date.
7. Enter the Tax Year of the statements in the field.

Note:  You can enter a prior year if you have printing statements as a result of a supplement/correction tape or a Name Change by Year report, batch menu no. 714.  For statements printed after an Internet Request Summary report or Name Change by Account  report, batch menu no. 713, was run, you must enter the current tax year.

8. (optional) If you want to have a different title than the default 'yyyy Tax Statement', enter it in the Current Statement Title field.
9. In the Minimum Dollar Amount field, enter the lowest levy balance for which you want statements printed.
10. If you would like a comment to appear on ALL of the statements, enter it in the Comments Text field. (This field does not appear in the Batch Current Statements screen for all ACT 7 tax offices.) These comments are not added to the Notes screen.
11. If you would like a note created for each account, enter Y in the Create Notes? field.
12. The default note is of the following format:  <Name><Address><Amt. Due>.  If you would like a different note to be generated for ALL of the accounts in the batch, enter the text in the Notes Text field. This note will appear in the Notes screen.
13. If you want the statements to be mailed to the alternate owners (if any), enter Y in the Mail to Alternate Owner? field.  Otherwise, leave blank to have the statements be mailed to the person who requested it (in the case of Internet statement requests) or the certified owner in other cases.  For some tax offices, entering an F in this field results in the fiduciary name being printed on the statements if mortgage requests exist for the accounts and the Tax Statement field in the Supplemental column of the Fiduciary Master screen is checked.
14. In the Include Over65 Message field, enter Y to print a message about deferral eligibility for Over65 and Disabled taxpayers. Enter N to not print this message.
15. In the Print 5-Year History field, enter Y to print the 5-year history page along with the statement for each account. Enter N to not print this page.
16. If you are printing a large number of statements, you may want to split the printing into batches. In the Batch No. field, 1, 2, or 3 (etc.) depending on which batch is to be printed.  Leave this blank to print all of the statements in the same batch.
17. (Bexar County) Enter Y in the Print 3 Coupons per Page field if you want just coupons instead of statements.
18. (Bexar County) Leave the Rec Type field blank to print amounts on the coupon for all rec types on the account or enter a specific rec type (TL, OS, Q2, Q3, Q4) to print amounts only for that rec type.  The top part of the statement will show amounts for the entire account regardless of what is entered in this field. If no rec type is entered, the latest due date for quarter pay accounts is considered for the 'delinquent after' date on the statements.
19. (current_statement_format12 only) In the Print Fido on Coupon field, enter Y to print the alternate payer on the coupon or N to print the certified owner.
20. (except for current_statement_format4 and format16) In the Use Agent Address field, enter Y to print the agent's address on the coupon if the fiduciary is an 'AG' type. Enter N to use the certified owner's address. The agent number can be found either in the Fiduciary Request screen or in the Agent field in the Owner Detail tab of Account Master. The certified owner's name and address will appear on the top of the statements.

Note: For formats 12 and 13, the certified owner name is given, then the agent name and address at the top of the statements. These formats do not have coupons.

21. (current_statement_format4 and format16 only) In the Agent/Fiduciary Address Code field, enter AG to print the agent's address as the mailing address (for format 4 this is on the coupon; for format16, it's on the top of statement) if the fiduciary is an 'AG' type. Enter MC to use the mortgage company's address if the fiduciary has a 'MC' type. Enter F to print either the agent or mortgage company address. For other fiduciary types, the owner's address is printed. You can also leave this field blank to print the owner's address.
22. (current_statement_format6 only) In the Print Courtesy Copy field, enter Y to print a copy of each statement if the Use Agent Address field is also set to Y. The phrase "Courtesy Copy" is printed on these statements.
23. In the Sort Order field, enter one of the following numbers: 1 - sort by zip code, then name, 2 - sort by name, then account, 3 - account, 6 - fiduciary no. from the statement requests in ascending order, 7 - bar code (or scan line) number, 8 - sequence in which they appear in the Statement (trigger) table.
24. (current_statement_format5 only) In the No. of Coupon Months, enter the number of months to appear on the coupons. This must not be more than 4.
25. (current_statement_format4 only) In the Bill Suppress Codes to Exclude field, enter any bill suppress codes (separated by comma) for which you do not want statements printed.
26. (current_statement_format13 only) In the Use Mortgage Company Address field, enter Y to print the mortgage company's address on the coupon if the fiduciary is an 'MC' type. Enter N to use the certified owner's address.

Note: For format 13, the certified owner name is given, then the mortgage company name and address at the top of the statements.

27. In the Print SB2 Message field, enter Y to include a page containing 2023 SB2 legislative verbiage for eligible accounts (having school districts and an HOM exemption). Enter N to not print this for any account.
28. (current_statement_format5, current_statement_format7 only) In the Print Deferral End Message field, enter Y to print a statement about the deferral end date ending 180 days after the As Of Date for accounts having a deferral end date within 5 days of the As Of Date. Enter N to not include this statement for the eligible accounts.
29. Click Submit Job to start the report process.  
30. Click OK on the "OK to Submit Job" pop-up screen.  
31. To preview and print your statements, see Previewing and Printing Reports.