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Printing a Current Tax Statement

Last Revised: May 11, 2021

 

Table of Contents

You can print a current tax statement for any single year. The instructions given below apply to individual statements printed from the Online Products screen, and either current or certified statements that can be accessed from the toolbar at the top of each screen in the Tax Collection System.

You can also print statements in batches if you run a supplement/corrections file, requested statements on the tax office web site, or done name changes recently.

If you want to print a tax statement for a prior year, you must first go to the Account Master screen and use the Prior Year(s) feature to bring up the data for that year. You then must save that data (not just view it) before going to Online Products to generate the certificate or statement.

Statements do not include amounts due for years greater than the year in the CURR_YEAR preference unless the user entitlement VIEW_ONLY_NEW_CERT_YEAR has been granted.

The logic for deciding whether SB1 verbiage should be printed on current statements is as follows: 1) If the account exists in the Event Comparison screen and the Valid Event box on that screen is checked for the highest Event ID on the account. This is the most recent record for the account in that screen. (2) If the current (system) date is between the dates defined in the database table that holds the specific verbiage. There should be two sets of verbiage, one for before the November 3 election and another for after that date. (3) If the End Date in the database table that holds the specific verbiage is blank, the SB1 text will be displayed. This should not happen normally. (4) The Valid Event flag on the Event Comparison screen should not be checked if the levy difference is negative on that screen. (5) If the statement year is the year defined in the same database table. This should be 2015.

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. Attorney fees (collection penalties) will be calculated on the statements only if the correct dates are set for the account (33.48, 33.11, 33.07, or 33.08).

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.

For Dallas County only, penalty amounts for rendition, late ag, 25.25d and late freeport are displayed in the Penalty column instead of being added to base levy.

ClosedUser Entitlements

The following user entitlements must be set for each user who needs access to the Current Tax Statement screen. They are part of the Print Statements task.

Users having these jobs can use this screen: Accounting, Attorney, CAD Save Calc Ag Rollback, CAD Owner Address Changes,CAD Wizard, Cashier1, CashierNo2, Head Cashier, Refund Manager.

ACT500: View and query the Online Products screen.

ACT500_PRINT_STATEMENTS: Print current and delinquent statements from Online Products.

SHOW_EBILL_PRINT_CODE: Show the E-Bill Code box on the Current Statement tab

VIEW_ONLY_NEW_CERT_YEAR: Allow users to view data for the new certified year before the CURR_YEAR preference is changed to that new year. If granted, accounts that exist only for the new certified year will be displayed. If not granted, these new accounts will not be displayed.

SHOW_SB1_ON_ONLINE_PRODUCTS: Allow users to view the SB1 Message check box on the Current Statements tab if the preference LEGISLATIVE_CHANGE_CONTROL_YR is set to the current tax year.

ACT500_SHOW_ALT_OWN_CHECKBOX: Show the Alternate Owner check box on the Delinquent Statement and Current Statement tabs. If not granted, the box is not displayed and the name and address fields are grayed out.

ACT500_SHOW_CHG_ADDR_CHECKBOX: Show the Change Address check box on the Delinquent Statement and Current Statement tabs. If not granted, the box is not displayed and the name and address fields are grayed out.

 

ClosedClient Preferences

CURR_STMT_NAME: Enter the tax office name in the format "CURRENT_STATEMENT_FORMATn" (e.g., CURRENT_STATEMENT_FORMAT4 or CURRENT STATEMENT).

CURR_STMT_FEE: If this is set to Yes, then fees (e.g. court costs or NSF charges) 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.

CPA: Enter the name of the person whose name you want to appear at the top of the statement (if the COUPON_PAYABLE preference is expired, it will also be in the return address are of the coupon).

CPA_TITLE: Enter the title of the person whose name/title you want to appear at the top and bottom of the statement (if the COUPON_PAYABLE preference is expired, it will also be in the return address are of the coupon).

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_PAYER: Name to use as the first line of the return address in the coupon portion of the statement. If the COUPON_PAYABLE preference is expired, the information from the top part of the statement will be put in the coupon and COUPON_PAYER will be ignored.

COUPON_PAYABLE: Name (of the tax office, probably) to use as the second line of the return address in the coupon portion of the statement. If this preference is expired, the information from the top part of the statement will be put in the coupon.

COUPON_ADDRESS: The street or P.O. Box address you enter here appears as the return address on the coupon. If the COUPON_PAYABLE preference is expired, the information from the top part of the statement will be put in the coupon and COUPON_ADDRESS will be ignored.

COUPON_CITY_STATE_ZIP: The city, state, and zip entered here will appear below the COUPON_ADDRESS on the statement's coupon. If the COUPON_PAYABLE preference is expired, the information from the top part of the statement will be put in the coupon and COUPON_CITY_STATE_ZIP will be ignored.

COUPON_MONTHS: Number of months to print on the coupon portion of the statement. Can be set to 3-6 months.

P&I_MONTHS: number of months of penalty and interest to show on the statement. Can be set from 6 to 12 months.

FAX: Enter a fax number for the tax office.

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. Fees are not included in delinquent amounts.

YEARS_ON_CURR_STMT: If CURRENT is entered and a current statement for a prior year is printed, all unpaid tax years will be on the statement. If PRIORis 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'.

JUR_ADDRESS1, JUR_ADDRESS2, JUR_ADDRESS3, JUR_ADDRESS4, JUR_PHONE, JUR_PHONE1, JUR_PHONE2: address and phone numbers for the tax office. These are put at the top of the statements and if the COUPON_PAYABLE preference is expired, they will also be put in the return address area of the coupon.

PHONE TRAILER: Set to N to have the tax office phone numbers printed at the bottom of the statement or coupon.

STMT_O65_MSG_CHECKBOX: Set to Y to default the Over 65 Message checkbox to be checked. This means a message about deferral eligibility for O65 or Disabled taxpayers will be printed. Set to N to default the checkbox to not be checked.

STMT_HIST_CHECKBOX_CHECKED: Set to Y default the History Page checkbox to be checked. This means the 5-year history page will print automatically along with the statement. Set to N to default the checkbox to not be checked.

ONLINE_STMT_ADDR_EDIT: Set to Y to require address lines 1, 2, or 3, and city, state, and zip to be filled when printing current statements. Set to N to not require this.

PRINT_DISCOUNT_MESSAGE: Set to Y to print a message about discounts on current statements; To omit the message, set to N.

STMT_DEFERRAL_NOTE: Print a crawler on accounts with deferrals. Some tax offices need to also set STMT_MSG_DISPLAY to Y.

STMT_MSG_DISPLAY: Enter Y to include certain messages (also controlled by client preference) on current statements. These include STMT_DEFERRAL_NOTE for some tax offices.

CURR_STMT_ROLLBACXK_DUE_MSG: Set to Y to have a message about ag rollback levy being included in the total amount due on current and delinquent summary statements; set to N to not print this message.

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 barcodes on refund letters, delinquent summary and detail statements, batch delinquent summary statements, current statements, and delinquent tax reminder statements. To omit the barcode, set to N. This preference works only for certain tax offices. Contact ACT if you would like this feature.

TAXPAYER_INFO_CHECKBOX_CHECKED: Set to Y to automatically check the Taxpayer Information box on the Current Statement screen; set to N to default to not check it.

OCR_JURISDICTION_CODE: part of the Dallas County OCR line that controls which jurisdictions are paid when the coupon is processed through the lockbox (2 - produced by the county, pay all units; 9 - produced by the Linebarger law firm, only the jurisdictions collected by the firm to be paid; other numbers may mean only certain units should be paid).

JUR_WEBSITE: Enter the URL of the tax unit's web site (not the tax office's web site).

APPRAISAL_DISTRICT_NAME: Enter the name of the appraisal district (include the words 'Appraisal District')

APPRAISAL_DISTRICT_ADD1, APPRAISAL_DISTRICT_ADD2, APPRAISAL_DISTRICT_ADD3,APPRAISAL_DISTRICT_ADD4: Enter the appraisal district's address.

CURR_STMT_HQ_BLOCK: Enter Y to put half and quarter pay amounts (and for Bexar County, 10 month payment options) on the OCR line and on the coupon, otherwise enter N. Quarter pay amounts are added only if the taxpayer has an O65 exemption and the account is not split into QP receivables. Half pay amounts are calculated as [(base levy / 2) - levy paid]. Quarter pay amounts are calculated as [(base levy / 4) - levy paid].

STMT_CAUSENO: If this is set to Y, the cause number(s) will print on the statements when the suit's legal status is Active (A), Judgment (J), or Lawsuit Pending (L). If set to N, these numbers will not print. (This preference used to be called DEL_STMT_CAUSENO).

STMT_BANKRUPTCY_NO: If this is set to Y, the bankruptcy number(s) will print on the statements when the bankruptcy's legal status is Active (A) or Bankrupt (B)). #160;If set to N, these numbers will not print.

MOIS_MSG_YEAR: Enter 1 or 2 , depending on how many years of tax rate information you want on the current statement (this is available for current_statement_format4 only). The default is 2.

CURR_STMT_HB3496: Enter Y to print the HB3496 school district savings messages on the 5-year history page of the statement; enter N to skip them. The default is N. (This is available for current_statement_format4 only.)

CURR_STMT_PRINT_HB3496_YEAR: (Harris County Tax Office only) Enter the tax year to use as the most recent year when comparing M&O rates for the previous 2 years. This bill expires 12/31/2007.

CERTIFIED_OWNER_ON_COUPON: Set to Y to print the alternate owner or changed address information at the top of the current and delinquent statements and the certified owner on the coupon. To keep things as most tax offices are used to, set this to N to put the alternate owner or changed address on the coupon and keep the certified owner information on the top. (Of the current statements, only current_statement_format7 uses this preference.)

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.

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

STMT_CAD_NUM_LABEL: Enter the name desired as a label for the appraisal district number (current_statement_format4 only), for ex., 'Appr. Dist. No' or 'Property ID' (format4 only, plus all delinquent statements and the delinquent tax reminder - batch menu no. 1034).

STMT_IMAGE_AVAILABLE: Set to Y if.pdf images of individual certified statements are available for viewing at your tax office. Set to N if this is not available for your office. If set to Y, then make sure the preference STMT_IMAGE_URL has the correct URL setting for your tax office [http://[server name or IP address/act_images/statements/[client ID]/.

WEB_ADDRESS1, WEB_ADDRESS2, WEB_ADDRESS3: If you want current statements printed from the tax office web site to have a different address from those from Online Products, enter the desired address for the web statements in these preferences. If these are expired, they will be ignored.

DISPLAY_RECTYPE_ACT500: Enter Y to show the Rec Type field on the Current Statement tab. Enter N to not show this.

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.

COUNTY_NAME (Dallas County only): Enter the county name .

COLLECTOR: (Dallas County only) Enter the name of the tax collector.

COLLECTOR_TITLE: (Dallas County only) Enter the job title for the tax collector.

JUR_EMAIL: (Dallas County only) Enter an email address for the primary tax unit.

RENDITION_PEN_COMBINE_TU:  (Harris County only) Dummy tax unit for sum of regular rendition penalties.

RENDITION_PEN_ADD_COMBINE_TU: (Harris County only) Dummy tax unit for sum of additional rendition penalties.

RENDITION_PEN_FRAUD_COMBINE_TU: (Harris County only) Dummy tax unit for sum of fraudulent rendition penalties.

ACT500_3_PART_COUPONS: Set to Y to show a Print 3-Part Coupon button on the Current Statement tab of Online Products. Set to N (the default) to not show this button. These coupons cannot be printed if the As Of Date is in August, September or October. Nine coupons will print, three on each page, with each one showing one-tenth of the levy (levy/10) being due. The assumption is that the first payment would be made in October, prior to printing the coupons. Accounts must have of the following exemptions: O65, S65, P65, S55, DRH, SRH, or VET.

CURR_STMT_RETURN_POBOX, CURR_STMT_RETURN_ZIPCODE (Harris County only): Set to the P. O. box and zip code desired for the top of the Harris County current statement.

STMT_USE_QR_OR_BARCODE: Set to QR, BARCODE or BOTH, depending on which items your tax office wants to include on the statement coupons.

QR_USE_URL_OR_ACCOUNT: If STMT_USE_QR_OR_BARCODE is set to QR or BOTH, then this preference is considered. This preference can be set to URL or ACCOUNT. If set to ACCOUNT, then the account number is embedded in the QR code. If set to URL, then the URL is the client preference QR_CODE_URL is embedded.

CURR_STMT_ADD_QP_MESSAGE: (current statement format 4 and 16 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.

CURR_STMT_DELQ_AMOUNT_IN_TOTAL: (current statement format 11 only) Set to Y to include delinquent balances in total amount due. Set to N (the default) to include only current year balances.

QUARTER_PAY_VET: (current statement format 4 and 16 only) Enter veteran exemption codes that are eligible for quarter pay status (default is VET,VTX).

SHOW_STMT_SEAL_CHECKBOX: Set to Y to show the Print with Seal check box on the Online Products Delinquent Statement and Current Statement tabs when summary or detail statements are being printed. Set to N (the default) to not show this box

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.

SHOW_EOM_OR_DATE_DUE_ON_STMTS: If WEEKEND_LOGIC_FOR_PANDI is set to Y, this preferences is also considered. Enter DATEDUE to make no changes to the due date shown on the statement. Set to EOM to always show the last day of the month instead.

LEGISLATIVE_CHANGE_CONTROL_YR: Year(s) for which to show SB1 (2015 legislative year) comparison data (default is 2015) for accounts with homestead exemptions and school district units. If expired, the SB1 Values button is not visible on the Account Master, Receivable, and Online Products Current Statement screens. For the Online Products Current Statement screen, the SB1 Message check box is visible only if this preference is set to the current tax year and if the SHOW_SB1_ON_ONLINE_PRODUCTS user entitlement is granted. For the Account Master and Receivable screens, if the SB1 Values button is red, event comparison data is available for the account.

TX_PROP_TAX_CODE_S_1.06: (format 4 only) Set to Y to include information about weekend logic (which sets the last eligible payment date). Set to N (defaut) to not do this.

 

To print a statement from Online Products,

  1. From the Main Menu, click the Online Products button (Online Products) or select Products, then Online Products.
  2. Click the Current Statement tab. The Current Tax Statement screen will appear.
  3. Enter the account number or appraisal district number. If you do not know the account number, see Locating an Account.
  4. If the Prev Selected and Next Selected buttons are blue, you can see the previous and next accounts in the group of accounts you selected in the Account Search screen. To leave the 'selected' group, go back to the Account Search and search for a different account. If you remain on the Online Products screen and search for a new account, you will remain within the 'selected' group after the search is completed.
  5. If the client preference STMT_IMAGE_AVAILABLE is set to Y, the Statements button in the toolbar at the top of the screen can be used. If you click it, a Statement/Notices popup window will appear. To see the certified statement, click the page icon ( ) on the right side. Your statement will appear as a.pdf file. Click Close Window on the Statements/Notices popup to return to the Current Statement screen.
  6. Enter the Year for which you want the statement. This will probably be the current tax year, but may be a prior year. (For Dallas County only, the owner name will always be the current year owner instead of the owner during the year entered.)
  7. If desired, change the As Of Date. This date determines what levy, penalty, and interest amounts appear on the statement. If the requested date is a prior year (current tax year -1), a confirmation window will appear asking that you verify the year.
  8. If you want to change either the address of either the certified or alternate owner, click the Change Address box and change the owner and/or mailing address in the fields on the right. You must have clicked the Alternate Owner checkbox to change that address. The Change Address box is not visible if you have not been granted the ACT500_SHOWCHG_ADDR_CHECKBOX entitlement.

Note: The Change Address lines will not become active until the Change Address box is checked.

This new address will not be saved in the database. It will only print in the mailing address area of the statement currently being printed.

The zip code field must be entered in the 9-digit format.

  1. If you want to send the statement to the alternate owner, click the Alternate Owner checkbox. This is not visible if you have not been granted the ACT500_SHOW_ALT_OWN_CHECKBOX entitlement.
  2. To print a Taxpayer Information page at the end of the statement, check the Taxpayer Info box.
  3. To print the 5-year history along with the statement, check the History Page box. If STMT_HISTORY_CHECKBOX_CHECKED is set to Y, the box will be checked automatically.
  4. To include a message about deferral eligibility for over65 and disabled accounts, check the Over 65 Message box. If STMT_O65_MSG_CHECKBOX is set to Y, the box will be checked automatically.
  5. If you have been granted the SHOW_EBILL_PRINT_CODE user entitlement, check the E-Bill Print Code box to have the E-Bill Code from the Owner Detail screen print on the statement.
  6. If you want to print a statement and then send the coupon portion directly to the bank for a lockbox, enter the exact amount of the payment check in the Scan Line Amount field. This amount will appear in the OCR line on the statement's coupon when it is printed. This feature can be used instead of using the Simple Payment screen, which does not use the lockbox.

If you leave the Scan Line Amount field blank, the coupon's OCR line contains the total amount due during the current month.

  1. If you want a note about the statement added to the account, check the Create Notes box. This note is system-generated.
  2. If you want to add a customized note to the account, click Insert Note. A pop up window will appear, in which you can type a note. This note will not appear on the statement, but will be visible in the Notes screen. You do not need to click the Create Notes box in order to add this note.
  3. If you want to print an additional message on the statement, click Insert Message. A pop up window will appear, in which you can type the message.This message is not inserted in the Notes table.
  4. If you want the statement to appear as a .pdf in a separate window instead of printing to a printer, check the PDF Only box.
  5. (Dallas County only) To print a corrected statement along with a back page notice, check the Corrected Statement Back box. You cannot check this box if you have also checked either the History Page or Taxpayer Info boxes. The statement will include a 'Corrected' label.
  6. If the Print with Seal check box is visible and you are printing summary or detail statements on plain paper, click the box to include the tax office seal.
  7. If the SB1 Message check box is visible (see the LEGISLATIVE_CHANGE_CONTROL_YR preference and SHOW_SB1_ON_ONLINE_PRODUCTS entitlement above) and is checked, the statement will include SB1 verbiage if the account has a homestead exemption on the school unit and the levy decreased as a result of SB1. This statement may be printed on a separate page. The exact verbiage of the message may change depending on the date the statement is printed.
  8. Press Print Current Tax Statement. The statement will print on your desktop printer.

Note: The Agricultural Market Value on the statement is the sum of the Market Ag value and the Ag improvement value. The Market Value Land value is the sum of the Homesite land, Non-Qualifying land, and Market Ag values. Market Value Improvement value is the sum of the Homesite, Ag, and Non-Qualifying improvement values.

Where applicable, discounts are taken into account in calculating the taxes due.

For United States addresses, a city, state, and zip must be entered; for foreign addresses, this is not required.

Amounts due in future months are assumed to be as of the end of the month.

For Fort Bend County only, if statements are printed for the lockbox-clear account, which at this tax office is C000001, the parcel address number in Account Master will increase by one each time the statement is printed. On the statement, the Account No.and CAD No. will read C0000xx, with xx being the number of the statement, for ex, 11 or 12. The OCR line includes this number.

For each new tax year, the following steps need to be taken to allow these 'C coupon' numbers to be used

  1. Account C000001 need to be created in the new tax year. The Taxdtl, Valdtl and Owner records must be created.
  2. For account C000001, a receivable for the primary jurisdiction must be created. The unit is defined in the PRIM_JURIS client preference. For example Fort Bend County should have a receivable for C000001, Taxunit = 79, Year = new tax year, Levy = 0
  3. For account C000001, an Apport record needs to be created for the receivable created above.

To Print Statements from the Toolbar on Each Screen,

  1. Certified Statements: If the client preference STMT_IMAGE_AVAILABLE is set to Y, the Statement Images button in the toolbar at the top of the screen can be used to see the certified statement for this account. If you click that button, a Statement/Notices popup window appears. Click the page icon ( ) on the right side. Your statement will appear as a.pdf file. Click Close Window on the Statements/Notices popup to return to the Account Status screen.
  2. Current Statements: If you have the ACT500_PRINT_STATEMENT user entitlement, you can click Statements at the top of the screen, then select Current/Delinquent Statements.
  3. The Statement Portal popup window appears. The As Of Date defaults to today's date. You can change this if you wish.
  4. The checkboxes at the top right for creating a note, adding a message about over 65 owners, and generating the statement in pdf format only (that is, not printing the statement immediately) are defaulted to checked. Uncheck them if you do not want these actions to occur.
  5. The Year defaults to the current tax year. To print a current statement for a different year, change this year.
  6. Check the History Page box if you include the 5-year history page with the current statement.
  7. Click Print Current Statement.