Updating Special LiensLast Revised: August 8, 2017 |
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After a lien has been entered with a work date, additional information must be entered as it is provided by various offices. The File Date, File No., and Film Code numbers are sent from the tax office. Once these are entered for a particular lien, the due date for that lien will be the first of the next month. This due date is never changed.
Liens can also be amended, canceled, marked as erroneous, extinguished, or released. To add payment history for existing liens, use the History Addback screen.
The following user entitlements must be set for each user who needs access to the Special Liens screens. They are part of the Update Special Liens, Run Special Liens Batch Processes, and View Only Special Liens tasks.
Only users having the Lien Users job can view or make changes to this screen. See Tasks, Entitlements, and Jobs for more information.
LIEN_ALLOW_RELEASE_ON_CANCELED: Check the box to allow users to update project no., batch no., file no., film code and release date on canceled liens on the Lien Detail screen. The entitlement SPECIAL_LIENS_UPDATE must also be set.
LIEN_MASTER: Grants users access to the Lien screens.
SPECIAL_LIENS_CANCEL: Grants user permission to cancel liens.
SPECIAL_LIENS_RELEASE: Grants users permission to release liens.
SPECIAL_LIENS_RELEASE_UPDATE: Grants users permission to update released liens (must also have SPECIAL_LIENS_UPDATE).
SPECIAL_LIENS_INSERT: Grants users permission to add new liens.
SPECIAL_LIENS_UPDATE: Grants users permission to update existing liens.
SPECIAL_LIENS_UPDATE_ACTIVATE: Grants users permission to update the Activation Date on the Lien Master screen.
SPECIAL_LIENS_INACTIVATE: If granted, the Inactivate/Activate button will be enabled on the Lien Detail screen
NOTES_INSERT: Grants users permission to add notes in the Liens Notes screen. Notes will still be generated when statements and notices are printed, even though this entitlement may not be granted.
NOTES_DELETE: Grants users permission to delete notes in the Liens Notes screen.
NOTES_QUERY: Grants users permission to view notes in the Liens Notes screen.
NOTES_UPDATE: Grants users permission to change notes in the Liens Notes screen.
LIEN_SYNCH_UPDATE: Allow users to update liens for synching to a different Client ID. The TCS Synch, Add Synch Date, and Cancel Synch Date fields can be updated on the Lien Info Detail screen.
CANCEL_LIEN_ON_SALE: Set to Y to extinguish a lien and zero out any remaining balance (leaving any paid amounts) if a new sale date is entered. Set to N to not do this.
Roles:
The SPECIAL_LIENS role must be checked in the User Administration screen to use any of the screens or reports for special liens.
LIEN_RELEASE_FEE: Enter the fee amount for special liens. The default is 36.70.
LIEN_RELEASE_FEE_TAXUNIT: Enter the tax unit for storing the fee. It must be in the 9000 range. The default is 9010.
LIEN_MAILING_ADDRESS1, LIEN_MAILING_ADDRESS2, LIEN_MAILING_ADDRESS3, LIEN_MAILING_ADDRESS4, LIEN_MAILING_ADDRESS5:Enter the return address for lien releases, notices, and amendments.
LIEN_RETURN_ADDRESS1, LIEN_RETURN_ADDRESS2, LIEN_RETURN_ADDRESS3, LIEN_RETURN_ADDRESS4, LIEN_RETURN_ADDRESS5: Enter the return address for lien statements.
LIEN_SHOW_INACTIVATE_BUTTON: Set to Y to show the Inactivate/Activate button on the Lien Detail screen.
SHOW_LIEN_VOL_PAGE: Set to Y to show the Volume and Page fields on the Lien Detail screen; set to N (the default) to hide them.
LIENS_ALERT_NSF: Set to Y to show an alert on the Lien Master screen for NSF fees (paid or unpaid). The preferences NSF_TAXUNIT and NSF_YEAR (also in the Tax Collection System) are also considered. Set to N to not show this alert.
LIEN_SYNCH: (El Paso only) Set to Y to allow liens and lien payments to be synched between the County and the City tax office. The Synch column on the Lien Master screen and the TCS Synch, Add Synch Date, and Cancel Synch Date fields on the Lien Info Detail screen. will be visible. Other tax offices should leave the default of N.
To update an existing lien:
Once this is entered and saved, a Release of Lien can be printed and sent to the taxpayer. The certified owner's name and address can be changed on a pop up window that appears after checking Release of Lien on the Lien Print screen. The word RELEASED appears in the bottom right corner of the Lien Master screen. The note that is inserted contains the name and address that was changed.
If the taxpayer requests additional Release of Lien notices, a fee of $73.40 is added to the account for each notice printed. This fee is added by changing the levy for the fee unit (a 9000 unit) in the Receivable screen.
To cancel a lien, click the Cancel checkbox.
Once this is entered and saved, a Release of Erroneous Lien can be printed and sent to the taxpayer. Dates are put into the Release and Cancel fields on the Lien Info Detail screen. The word CANCELED appears in the bottom right corner of the Lien Master screen.
If a payment had been made on the lien, the amount will be treated as an adjustment report and moved to tax unit 8005.
To amend a lien(that is, to change the legal description, principal amount) click the Amend Lien button. Make changes in the Amend Lien popup window, then click either Back to Lien Master or Back to Lien Detail. Once this is entered and saved, an Amended Notice of Lien can be printed and sent to the taxpayer. The Amendment Date is entered on the Lien Info Detail screen.
The text entered in the Reason for Amendment field is inserted as a note with a MSG code of AMDM. The word AMENDED appears in the bottom right corner of the Lien Master screen.
To inactivate a lien, click the Inactivate Lien button. The amount in fee unit 9105 is transferred to unit 7105 and the amount in levy unit 5001 is transferred to unit 7100. Payments cannot be taken on inactive liens. They must be activated before taking a payment. A confirmation message appears after clicking the button and the row containing that lien information is highlighted in red. A message also appears above the Detail and Contacts buttons that says 'Inactive Lien(s) Exist". If the account has no inactive liens, this message says 'No Inactive Liens'.
If you click the Lien Status button at the top of the Lien Master screen and the account has inactive liens, you will see a confirmation message suggesting that you use the Include Inactive lien check box on the Lien Balance screen.
To activate a lien that has been inactivated, click the Activate Lien button. The amount in fee unit 7105 is transferred to unit 9105 and the amount in levy unit 7001 is transferred to unit 5001.
To mark a lien to synch to TCS from a different Client ID, select one of the following options from the TCS Synch drop-down list: Add, Amend (the lien must first have been added), Cancel, Research. When batch menu no. 1566, Liens Synchronize to TCS, is run, the Add Synch Date or Cancel Synch Date will be populated (for adds and cancels) and the Synch column on the Lien Master will display A (add), C (cancel), or R (research). Receivables are not created for liens marked for research. A canceled lien has a $0.00 lien amount.