Year End Roll and Zero Balance Report Instructions

The Year End Roll includes two major functions, rolling the Tax Account buckets and printing the Zero Balance Report.  Use the Year End Roll at the end of the tax year to update the account balances, which include the Balance for Current Year, Balance for Next Year, Balance for Prior Year, and Balance for Prior Two-Plus Years.  Year End Roll also deletes paid-up Tax Accounts and purges the corresponding tax detail transactions.  Normally, you should print the Zero Balance Report before the Year End Roll, and can also print it any other time within the year without affecting the account buckets.

Notes:

• The report is also known as the Zero Balance List.

• The Year End Roll uses the current year stored in the GL# Table, which must be up-to-date.

• You must run the Zero Balance Report and then the Year End Roll before running the Post Tax Bills program.  Refer to the Tax Billing and Lien Notice Runbook for more guidelines.

• For more information about running reports, see Print View.

• To see a list of the functions performed by the Year End Roll routine, click More.

  • Rolls the Balance for Next Year to the Balance for Current Year.

  • Rolls the Balance for Current Year to the Balance for Prior Year.

  • Adds the Balance for Prior Year to the Balance for Prior Two-Plus Years.

  • Purges tax detail transaction records for charges paid in full.

  • Purges Tax Account master records if all of the balance amounts are zero.

   

Tip:  If you encounter erroneous transaction detail records on the Zero Balance Report, consider running the Reset Balances from Detail utility before continuing onto the Year End Roll.  Warning:  The Reset Balances from Detail program provides no report as an audit trail.

Directions:

• To open the Year End Roll program, click Tax Work from the Menu Bar, and next click Year End Roll.
  Keyboard shortcut:  [ALT] [a] [y]

• At the prompt window, choose the selections.  To see the report prompt options, click More.

   

  Year End Roll and Zero Balance Report Prompt Options
  Zero Balances	Specify whether to print the report or to run the year end roll updates by clicking one of the following options: List Accounts:  Prints the Zero Balance Report (without running the year end roll updates). Note:  You can safely print the report anytime without updating the data. Purge Accounts:  Runs the Year End Roll, updating balances and purging paid-up accounts. Caution:  This option updates the data and must be run at the proper time during the year-end procedure.
  Restart Value	To restart a report that failed to finish printing, click Restart Value so the check mark appears.  This is handy if you don't want to reprint a very long report from the beginning. Tips: To print a report from the beginning, clear the check box. Enter the Account when you use Restart.
  Account	If you specified Restart Value, enter the Tax Account Number for the restart point.  (up to 6 characters)
  Tax Year Ending	Enter the tax year that is ending.  (4.0)  Required. Example:  2003
  Printer	Displays the default printer number.  For more information, see Printing Options.
  	To generate the report, click Print. Keyboard shortcut: [ALT + p] Note:  This button appears only if you specified to List Accounts.
  	To run the Year End Roll, click Purge. Keyboard shortcut: [ALT + p] Note:  This button appears only if you specified to Purge Accounts.
  	To escape from the print or purge routine, click Cancel. Keyboard shortcut: [ALT + c]

• To see the report sample, click More.

  Selection Parameters for this Report Sample:
  Zero Balance = List Accounts	Restart Value = selected
  Account = I0317R	Tax Year Ending = 2003

• To see descriptions of the report fields, click More.

   

  Zero Balance Report Fields
  Acct#	Tax Account Number Note:  Tax Account Numbers flagged with six asterisks (******) will be deleted if the Year End Roll is run.
  Owner	Assessed owner's names (Name 1 and Name 2)
  Property ID	Includes Map, Lot, Subdivision, and Type
  Address	Assessed Owner... Address 1 & 2 City State Zip Code (postal code)
  Due	Due Date
  Type	Tax Type Code Note:  For a list with descriptions of the Tax Type Codes, refer to the Tax Type Codes Chart.
  Interest Dt	Interest Date
  Amount	Detail Transaction Amount
  Rcpt#	Receipt Number
  Post Dt	Post Date
  Dt Rec'd	Receipt Date