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The E-Statements screen displays all accounts that have registered to receive certified statements by e-mail. The accounts are searchable by each of the columns on the screen. Authorized users can prevent an account from receiving an e-mailed statement by clicking the Expire button. Users can also view the actual statements sent by e-mail.

After September 15 of each year (the legal deadline for registering to receive e-mailed statements), you can run batch menu no. 1346, Create Fiduciary Requests for E-Statement Accounts, to create fiduciary requests with an ES fiduciary type. This is used during the certified statement billing process to either include or exclude these requests from files being sent to print vendors.

After the new year's certified roll is put into production, you can run batch menu no. 1646, PDF Statements for E-Mail Accounts to create the statements and send an e-mail with a link to the actual statement.

Dallas County e-statement requests can be seen on the Phone/Email screen.

To expire e-statement requests for groups of accounts, you must first run batch menu no. 1632, Owner Changes on E-Statement Accounts Report, then use the Batch Expiration tab of the E-Statement Requests screen.

User Entitlements

The following user entitlements are part of the Manage E-Statements task. This task is part of ACT's Cashier1, CashierNo2, and Head Cashier jobs. If your tax office uses customized jobs, you should add this task to one or more of these jobs and assign it to the appropriate users.

E_STATEMENTS: View the E-Statement screen.

E_STATEMENTS_UPDATE:  Ability to expire requests, update the Bad Address flag, and add new requests on the E-Statement screen. Without this entitlement the words 'Read Only' appear at the top of the screen.

Client Preferences

E_STMT_BEGIN_YEAR: Enter the first year to send certified requests. This applies to new registrations only; all taxpayers who registered previously will continue to receive statements by e-mail unless the request is expired or a bad e-mail address is flagged on the request. This should be updated after September 15 of each year.

STMT_IMAGE_URL: This must be set to the directory path used for storing the e-mailed statement pdf files for retrieval on the E-Statement screen. The default path is https://actweb.acttax.com/act_images/statements/[client]/, where 'client' is the name of the directory to be created if it does not already exist.

EMAIL_ADDR_OF_E-STMT_SUBMITTER: This must be set to [something]@[entityname].propertytaxoffice.org, for ex., taxoffice@brazoria.propertytaxoffice.org. Only the portion before the '@' can be changed. If anything else is changed, the email address may be blacklisted. Contact ACT for more information.

1. From the Main Menu, select Update, then E-Statements. All existing e-statement requests for your tax office will be displayed.
2. To search for a specific statement or group of accounts, press F7, enter search criteria into any of the columns, then press F8.
3. The following information is displayed: 

• Status
• A - Approved. The taxpayer has clicked the link in the e-mail sent after registering. These requests cannot be overridden; an account can have multiple approved requests with different e-mail addresses. Note: This is the only status that will appear on this screen. See below for additional statuses tracked in the database.
• P - Pending (the taxpayer has not clicked the link in the e-mail sent after registering on the web site).
• O - Overridden. Pending requests be replaced by a new request for the same account (even if the e-mail address is different).
• Request Date - Date the request was made on the tax office web site.
• Expired Date - Date the request for this account and e-mail address was expired (or canceled).
• Sent Date - Date the statement was produced and e-mailed for that year.
• Retrieved Date - Date the statement was first viewed by the taxpayer for that year
• Year - Tax year the request was made.
• Stmt Seq - The tax year of the statement unless it was created by a print vendor.

4. To see the e-mail address of the person who registered, click on an account; the e-mail address is displayed at the bottom of the screen.
5. If a statement has been e-mailed, double-click the Sent Date for each account.
6. The Retrieved Date is populated with the date the taxpayer clicked the link in an email to view the statement.
7. To expire a request for a specific account and e-mail address, click the Expire button for that request. Click Yes to the confirmation message.
8. To manage bad addresses: Each tax office has the option to manage e-mailed statements that bounce back due to a bad e-mail address. This can be done if the preference EMAIL_ADDR_OF_E-STMT_SUBMITTER is set to a valid (real) e-mail address and if the IT (information technology) department that serves the tax office (at county, city or school) can provide a way for you to see which messages were bounced back.

• If these conditions are met, for each message that bounces back, you can check the Bad Address box for the request that matches the account and e-mail address.
• Click Yes to the confirmation message.
• Statements will not be e-mailed to account/e-mail combinations that have been flagged with a Bad Address.

9. To add a new request,

• Click in a blank line or press F6 to create an empty row.
• Press Tab. The remaining data for the row auto-populates. The year will be the year listed in the E_STMT_BEGIN_YEAR preference.
• Enter an e-mail address in the E-Mail Address field at the bottom of the screen.
• For more than one request, repeat the three steps above.
• When finished, click Save New Requests.
• Click OK on the confirmation message. The Year defaults to the year entered in the E_STMT_BEGIN_YEAR client preference.
• If you need to delete any of these newly-entered requests, do so by highlighting the row of the request, then clicking the red X at the top of the screen. You must do this before doing a new search or leaving the screen. Click OK on the confirmation message.
• To move the requests with a bad e-mail address to the trigger table in order to print statements, see Move Bad E-Mail Statement Addresses to Trigger Table, batch menu no. 1087. This process sets the Expired Date on each request so it will not be selected the next time this process is run.
• To set the Expired Date on all requests having a bad e-mail address without putting them in a trigger table, see Expire E-Statement Requests with Bad E-Mail Addresses, batch menu no. 1089.