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Once you have run the Open Records - Select Accounts process to choose the accounts you want on an open records file, you can use the process below to create the open records file. The file is put on the ACT FTP site for each tax office.

Judgments are indicated on the file as a 'J', and active lawsuits are indicated by an 'A'. A maximum of 25 delinquent years are reported.

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.

Client Preferences:

CONF_NAME_TOSHOW: The certified owner's name will be filled in with whatever text is entered for this preference.

FTP_DIRECTORY_NAME: Set to the name of your tax office's ACT FTP directory.

1. From the Main Menu, click on Products, then Batch Products.  The ACT Batch Menu will appear.  
2. Click on the Open Records - Create File line, batch menu no. 10007.
3. Press Enter.  The parameter screen for this report will appear.
4. Enter your tax office's Client ID.
5. (optional) Enter the Request Seq. No. generated when you selected the accounts for the file using batch menu no. 10006. If this field is left blank, all accounts with current year receivables will be considered; batch menu no. 10006 does not need to be run first in this case.
6. In the Tax Units field, enter the tax units (comma separated) you want, or enter ALL to select all units.
7. In the Comma Delimited field, enter Y to create a comma delimited file or N to create a fixed length file. For .csv files, only 1 million records are put in each file. New files are created as needed.
8. In the Batch No. field, enter the number of the batch of accounts for which you want to create the file. Leave the default of 1 if all accounts can be in the same file.
9. In the Include Current Year Paid Accounts field, enter Y to include paid accounts and accounts with no levy due. Enter N to include only accounts still owing levy.
10. In the Show Confidential Name/Address field, enter Y to show the owner name on confidential accounts. Enter N to show what is set in the CONF_NAME_TOSHOW client preference.
11. Click Submit Job to start the report process.  
12. Click OK on the "OK to Submit Job" pop-up screen.  
13. To see when the process has finished, see Previewing and Printing Reports. A log report is generated that shows the name of the file, the accounts rejected, and the total number of accounts on the file.