IGov Services Property Tax Billing Procedures
These instructions are a guide to follow to use the Property Tax software properly and perform an annual billing. You can bill more frequently and create single bills as well, but this process described below is consistent regardless of frequency.
Fill out fields highlighted
Setup Items for a smooth billing.
1. Rate Schedule – This is the math. You must setup your rate tiers for each rate (example Real
Property and Personal Property because they normally have 2 different rates so the system can
calculate the charge. Rates Schedules can be copied each year, but you must have your tax year
entry, or the system will calculate a zero charge. Click Settings / Rates / Rate Schedules. Select
or Add a Schedule for Real, 2023 and the rate. Again, if your rate schedule is going to be the exact same as a previous year or with only slight changes, the easiest option is to copy your rate schedule from the previous year.
What is your tax year:
What is your tax rate:
Date entered into system:
Click here to watch our "Understanding Rate Codes and Schedules" training video
Chick here to watch our "How to Set Up Property Tax Rate Schedules" training video
2. Rate Code – Anything you want to charge for must have a rate code. Rate codes determine how a code behaves in the system. Most Users like to create a NEW rate code for each tax year such as 21Real, 21Pers vs 20REAL and 20PERS. This is not required but many users say it is easier on their eyes on reports, accounting general ledger numbers, etc. Something to think about when copying rate codes for the new year, are you giving a discount that you were not last year? Is your interest different this year than last year?
Click Settings- / Rates / Rate Code. You can COPY last year’s code or add new ones. It is quick and simple. If you don’t know how to add a rate code, please watch the training video.
What rate codes did you set up for this tax year:
Date entered into system:
Click here to watch our "How to Setup Rate Codes for Property Tax" training video
3. Adjustment Types – Click Settings / Adjustments and add any formal adjustment Types in the
system you may need such as Disability, Homestead, Fireman, etc. These types are used for
reporting, and you can select one when you adjust a charge. You can assign general ledger accounts (debit / credit) to the adjustment type but it is not required.
Did you have to set up any new adjustment types?:
Click here for our Understanding Adjustment Overview training video
Click here to watch our "How to Setup Adjustment Types" training video
Property Tax Process of Events
1. Import Assessment Data – The Property Assessment Import Wizard allows you to import your data
from an Excel spreadsheet. To begin, you will need to enter the data from your assessors file into our import file. By using the data dictionary below you can see the steps that are required. The header must match exactly to what we have in our sample file for a smooth import. Click here to see our sample import file
Click here to read our article on "How to Format Assessor Data into iGov for Property Tax"
a. Print out the Property Tax Import Field Data Dictionary. Click here for Data Dictionary
This pdf will tell you the column name of each column in your spreadsheet. All you have to do is title your import
column name the same as the field name in the pdf and your data. The PIDN AND rec_type fields are
required. This document can be found in the property tax dashboard/import hub.
Do you bill for real, personal, or both?:
How many files do you receive from assessor:
Date you receive file from assessor:
Date you confirmed column names match import fields:
Number of records in excel file:
Have you added the required files to excel file(PIDN, REC_TYPE, STATUS(=Active), BLOCK
(Real, Personal or Property), Application(= Property), Tax year):
Do you need to use the Filter field in your excel import?:
If you are not sure contact support.
Enter your Filter values:
Click here to read "How to Import a Property Tax Import File"
b. In the software, go to the Property Tax Dashboard / Assessment Import / Property Assessment Hub. There are 5 easy
steps.
i. Step 1A - First select your excel file. This step will import the data into a property import
table. After it imports, the system will give you a count.
How many records were imported:
ii. Second run the Comparison report to make sure the totals match the report
from your assessor. If the values do not match, DO NOT import that data.
Do the totals match:
How many records have a zero assessment:
How many records will get a charge applied to them:
iii. Third, Update the Property Table. Your import data will update existing records
if the PIDN matches or create New records if no match is found.
How many records were updated:
How many records were new:
iv. Fourth, Stamp a copy of the new assessment in the assessment history table.
Date you completed the fourth step:
2. Assessment Corrections – After the assessments are imported, it is common that you might receive corrections from the Assessor's Office. Go to individual PIDN and View / Assessment to correct any
assessments that have been changed since the assessment file was received. Common
examples include missed exemptions. Edit the assessment to match the correct values. No
financial adjustment is needed since charges have not been added yet. (Should be a detail article explaining common fields to edit)
How many corrections were performed:
If you many any of the assessments zero, this will affect your charge count. How many
corrections did you change to zero?:
3. Apply Bulk charges – With all the assessments correct in the system, it is time to apply charges. Click Dashboard / Billing / +Bulk Charge. Select Property for the application
and Go to Bulk Charges screen. This process is very easy. There are a couple rules to make sure only
the records you want to get a charge qualify.
Click here to watch our "How to Apply Bulk Charges to Property Tax Bill" training video
a. Tax year in tax year field must match the tax year on the Property record you
imported.
b. Assessment Value must be greater than zero. For example, Real Property Netamt field
must be greater than zero on the PIDN to qualify. Personal Property the Tangible must be greater than zero.
c. FILTER FIELD – This is an extra filter for special circumstances. If you have some records
that get a special charge or more specific charge THAN YOU MUST USE THIS FILTER
FIELD. During your Excel assessment import, you would put whatever you want in the
Filter Excel Column. Then during the bulk add charge you would type in that value into
the FILTER field on the bulk add charge screen. Rules A and B still apply plus your Filter
value.
IMPORTANT NOTE: To use the Filter when applying bulk charges the filter must be entered into the Excel spreadsheet that was created for the import process. If it is not in the spreadsheet the Filter information will not be in the Property table to be used when applying bulk charges.
d. Fill out the fields
i. Tran Code – Select the first tran code you want to apply in bulk.
Enter Tran Code:
ii. Tax Year – Enter the tax year that matches the tax year you imported on your
records.
Enter Tax Year:
iii. Filter – This is the special filter that is optional. If you used this Filter during
import then enter that value now.
Enter Filter (optional):
iv. GL DATE – This is for reporting and will reflect when the charge was applied to
the accounts.
Enter GL Date:
v. Date Due – This is the date these charges go into effect. In Property taxes this is
like a starting date if a discount is used. For example, date due is 10/01/2021
and past due is 1/1/2022.
Enter Due Date:
vi. Date Past Due – This is the first day the charges are delinquent.
Enter Past Due Date:
vii. Date Start and End – This is normally the fiscal year. These dates are not shown
on a tax bill.
Enter Start and End Date:
e. Press Submit and wait for preview – Clicking Submit, the system will generate the
charges and show you a preview at the bottom of the screen. Click Excel to download a
copy of the charges for your audit trail. If you agree, you will click the Apply button to
move the charges onto the parcels.
Date charges applied:
f. You can repeat this process for as many rate code charges as you want to apply. Be
sure to write down all of your answers.
6. Applied Charges Report – Click Dashboard / Billing / Reports / Applied Charges – This report
will display all the charges you have applied for Accounts Receivable (AR) entries in your
accounting software if you choose. This is also a great audit trail of the charges applied to each
parcel.
Date report run:
7. Adjustments – Go to a PIDN / View Current Charges. Then click the Adjustment button to
make any adjustments to a charge prior to creating a bill. You options are to either delete a
charge and add it back or to do an adjustment.
Enter the PIDN of any parcels you adjusted.
8. Create Bills – Click Dashboard / Billing / Create Bills – This step will organize your data and
create a new entry in the bills history. Select your application, Property, because this displays a
Property Tax specific Create Bills screen.
Click here to watch our "How to Create Property Tax Bills" training video
Click here to read our "How to Create Property Tax Bills Within iGovServices" article
a. Step 1 THIS STEP IS LOCATING THE CHARGES YOU APPLIED TO THE PARCELS. Enter
the date due that you stamped on all the charges you created like 10/01/2021. Leave the PIDN
blank because you want to create ALL your bills for that date due not just a single.
Enter the due date from your charges:
b. STEP 2 Fill out the dates that you want to appear on your bills,
1. Discount Pay Thru- This is the last day before the discount is removed. IF YOU
DO NOT have a discount then you enter the same as your Face Amount Pay Thru Date.
Enter the Discount Pay Thru Date:
2. Face Amount Pay Thru Date: This is the last day someone can pay the face
amount before penalty/interest. An example would be 12/31/2021.
Enter the Face Amount Pay Thru Date:
3.Past Due Amount Pay Thru Date 1 – This will print as the last day before a 2nd
penalty/interest is applied such as 1/31/2022.
Enter Past Due Amount Pay Thru Date:
4.First Past Due Rate: We are letting you control the simple math displayed on
your bill. When an account is first last if you charge a 10% penalty and 1 %
interest then you would type in 11%.
Enter First Past Due Rate:
5.Past Due Amount Pay Thru Date 2 - This is the 2nd delinquent date displayed
on your bill. This is typically 1 month after the 1st Past Due date.
Enter Past Due Amount Pay Thru Date 2:
6. 2nd Past Due Rate – Again you control the printed amount. Since this is the
2nd delinquent month, most users apply 1% more interest each month. Since
the amount you entered in the First Past Due Rate was 11% then the rate in this
field should be 12%.
Enter 2nd Past Due Rate:
c. Click Submit and a summary of each bill will be displayed below. Push excel for a
copy. If you agree, click the CREATE INVOICE button and the system will make all your
invoices real and tell you a batch number for your bills.
Date invoices created:
How many invoices created:
Batch Number:
8. Print Bills – Click Dashboard / Billing / Print Bills – This is where you will print / reprint batches
of bills. Select your batch from the drop down, select your sort order and click Submit. Your bills
will be displayed below. You can delete a bad bill by clicking the trash can. Click the PRINT ALL
button. A warning appears telling you to be patient because this is when we are creating
individual pdfs and then combining them into one big pdf when complete. The first time you
run this WATCH FOR ADD BLOCKER on your browser. Set it to ALLOW. You may have to then
Rerun the Print all button. You can repeat the print process as much as you want. The bill data
is already created.
Click here to watch our "How to Print Property Tax Bills" training video
a. Print Groups – The system groups your bills into groups of 600 at a time for speed and
pdf size. You may see multiple groups in the dropdown for you to select 1 and print 1 at a time.
How many print groups do you have:
b. Select your desired Billing Template from the drop-down list. This is important so
that you have a good print. Click Print to continue.
What billing template do you use:
C. Wait for the pdf of your bills to appear. Then print your bills. The bills have been
formatted to fit standard paper unless you purchased custom paper from iGov Services. You
may have to click the print settings on your browser. Do NOT pick Fit To Page.
Date you finished printing your bills:
TIPS
1. Reprint a bill – You can reprint a single bill from the parcels View / Bills click on the pdf icon.
2. Create a New bill because of a mistake – The system stamps the bill number on the charges
part of that bill. You must DELETE (garbage can icon), a bill if you want to CREATE a new bill
using the same charges. If you do not delete the first bill, then you will create a new bill and
the charges section will be blank.
3. MORTGAGE Companies – Click the EXPORT BILLS button and that data can be send to the
mortgage companies to pull out the bills they want to pay by PIDN.
Click Here for Detailed instructions on this process.
8. Billing Report – Click Dashboard / Billing / Reports / Invoice Summary – This report will display all the
billing data for each parcel for your audit trail.
9. Apply your Credit Balances Against Bills – This is uncommon in property tax bills but this feature does
exist in the system. After you print your bills, you can run the process to apply any outstanding credit
balances against the outstanding charges so that when you receive the payment from customers, the
system will match their payment. Remember the bills subtract out the credit from the balance due.
Click PAYMENTS / BATCH / BATCH CREDIT APPLIED. Select the application (Property), the GL Tran Type
for Credits Received, the NEW SESSION you just created to put these credit payment entries in and
lastly, your user name will be in the drop down. Click Search and wait for the system to display all the
accounts it finds that have a credit and a charge due. When the data is displayed, click Excel for a copy
of the accounts and then push the Apply button. Be patient, a progress bar will appear, and this is a
long process. It will tell you when it is complete. Remember to balance out that session at the end of
the day with your other payment sessions.
Click here to watch our "How to Process Batch Credit Applied" training video
10. Process Payments and Balance / Finalize every session – Payments / In Office POS is where every inoffice payment should be processed. Every payment is taken in a session per user. When you are done
taking payments for the day, click Payments / Balancing / Balance Session. Balance out your session and
then click Payments / Balancing / Create Deposit to finish the balancing process. You must Finalize the
Deposit so the payments will show up on your reports. Remember to open a new Session so you are
ready to process new payments. Finalized session: ☐
Click here to watch our "How to Balance a Session" training video
11. REMOVING DISCOUNTS – When the discount period has expired, you need to remove the remaining
discounts in Bulk. Click Dashboard / Billing / Bulk Discount Remove. The system will instantly go
through every charge and any charge with balance and a discount date older than today will trigger the
system to remove an applied discount. This will restate the balance due without the discount.
12. Delinquent Accounts – When the bills are past due, you should apply Penalty / Interest. Click
Dashboard / Delinquent / Apply Penalty Interest. Then print your delinquent letters clicking the
Delinquent Letter button. You must perform this function each month to apply ongoing penalty /
interest. How many bills past due: [ ] correct amount of letters printed: ☐
Click here to read our "How to Create a Delinquent List & Letter in iGov Services" article
Special Circumstances
Batch Payments – You can import excel files of payments like from a lock box or mortgage company and
post those payments as a batch. Click Payments / Batch and follow the instructions.
Click here to watch our "How to Process Batch Payments" training video
Reporting
Be sure to print and follow the proper reports procedure pdf on the Quick Answers help page.
1. Collection and Billing Dashboards – Have multiple reports and graphs with drill down detail
about all payment data. Remember you must FINALIZE your payment sessions so the data
shows up on these reports.
2. Monthly Reports – Be sure to run your Fiscal YTD PIDN and Category reports for a great audit
trail.
Click here for a deeper understanding, and problems to avoid when running monthly reports
3. Activity Reports – The activity reports will provide date driven details on writeoffs, adjustments,
receipts, credits, refunds, voids and returns. All of these are important for a solid audit trail.
Click here to read our "Common Errors & Issue Need a Report for Auditor" article
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