Updating Special Liens

Last Revised:  August 8, 2017

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.

 

To update an existing lien:

  1. From the Main Menu, select Products, then Special Liens.  The Lien Search screen will appear.
  2. Search for an account or lien number on this screen or by account number on the Lien Master screen. See Searching for a Special Lien for instructions.
  3. Click the Lien Master tab. The Lien Master screen will appear. The Amount is the total levy (total principal), not the levy currently due. It does not include penalty, interest, or fees, either.
  4. If the account has more than one lien, click in the line for the lien you want to update.
  5. Click the Lien Count button to see a popup window that shows the number and type of liens for the accounts. The types included are active, released, extinguished, canceled, and inactive, plus a total number.
  6. The following fields can be updated. Click F10 (Save)  after completing the changes.
  1. Click the Details tab. The following fields can be updated. Click OK to return to the Lien Master screen, then press F10 (Save)  after completing the changes.

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.

  1. Click Save Liens to save your changes.
  2. To print all of the notices of liens on a single account, click the Print All Liens button.  Otherwise, you can click the Print Lien button to select individual notices. See Statements and Notices for more information on printing.