Liens Information - Setting Up, Searching, Viewing

Last Revised:March 4, 2016

Liens are those handled for entities that collect fees such as those for demolition. Specialized screens, reports, and statements exist to support the business practices related to these liens.  Unpaid liens are assessed interest of 10% per year and are subject to additional collection penalties. Accounts may have more than one lien and more than one set of contacts. Delinquency and attorney dates are set to the first of the month following the File Date. If the File Date is the first of a month, the delinquency dates and attorney dates will be the same as the File Date.

"Pre-liens" can also be managed in this system. By this, we mean the processes that must be taken and notices that must be sent before a lien can actually be assessed. For more information on managing pre-liens, see Managing Pre-Liens.

For lien documentation fees, the Unit Type in the Tax Unit Maintenance screen must be LIENDOCF.

The following definitions may be useful:

Work Date: the date the work or situation that prompted the lien was done. For preliens, this would be the date a call came in about the property.

File Date: a filing date provided by the tax office after the Notice of Lien is sent to them.

Suit Date - a date usually provided by the law firm.  Adding this date causes a 33.07 date to be populated on the lien receivable and a  20% collection penalty will be assessed as of that date.

Erroneous Lien - a lien filed on the wrong account.

Canceled Lien - if the lien has no file date, it can be canceled if it was entered by mistake. Once it is canceled, no other changes can be made.  The lien amount is zeroed out.

Released Lien - a lien can be released if it has been paid in full. Once it is released, the lien cannot be updated. Additional copies of the release notice cost $73.40. The Release Fee tax unit for the account is updated with this amount.

Sale Date/Extinguished Lien  - a lien that exists prior to the sale of the property can have an Extinguished status if it is not fully paid, but otherwise it is treated similarly to a released lien.  Any amounts due remain in the system. Entering a Sale Date causes a lien to become extinguished.

Amended Lien- a lien that has been changed.

Judgment -If a lien is taken to court, the release fee cannot be assessed. Users should print the Judgment statement in these cases.

 

To search for an account or existing lien:

  1. From the Main Menu, select Products, then Special Liens.  The Lien Search screen will appear.

If you know that the account has a lien, you can search for it on the Lien Search screen.  If the account does not have an existing lien, you must search on the Lien Master screen instead or search on the Account Search screen.

  1. To search for an existing lien on the Lien Search screen:
  2. Press F7 (Enter Query).
  3. Enter an account number or lien ID.
  4. Press F8 (Execute Query).
  5. If you receive a message saying no records were found, click OK, then click CTRL + Q to cancel the query.
  1. To search for an account on the Lien Master screen:
  1. To view the amounts owed and amounts paid on a lien, click the Lien Status button. The Lien Balance screen will appear.

The Lien Balance shows the total lien amount (the Total Principal) and the amounts owed, as well as whether the lien is canceled, extinguished or released.  

  1. To include inactive liens, check the Include Inactive box. Inactive liens have a colored background. Payments cannot be taken on inactive liens. Principal levy for inactivated liens includes fee amount. but not interest or attorney fees.  Also, for some offices, due dates for inactivated liens have been moved to 01/01/2090. This allows the Account Status and Lien Status screens to show the same amounts.
  2. To see the amounts due as of a date other than the current date, enter that date in the As Of Date field, then click Search.
  3. Click the Lien Paid tab to see amounts paid to all of the liens on this account. This screen also shows whether the lien is canceled, extinguished, or released.