Client Software
The North Carolina Debt Setoff Clearinghouse is proud to offer FREE software to assist in the collection of delinquent debts to local governments. The software includes free, unlimited support. While the software is optional, it should be considered as a beneficial method to ensure that debts are submitted in the correct manner as opposed to the alternates, ASCII and Excel, which has a higher potential for debts being rejected. Many local governments don't have an Information Technology staff or third-party vendor to create a debt setoff submission file. This software makes it easy for any one to enter debtors and debts to the Clearinghouse.
Recommended for:
- Number of Debts: 100 or more*
- Number of Departments: 1 or more
- Departments with Different Types of file formats for Import, either ASCII and/or Excel
- Third-party vendors submitting all debts or just one or more departments
- * for 100 debts or less the Clearinghouse can handle all data entry,
notification letter generation and setoff report
Not Recommended for:
- Number of Debts: 99 or less*
- Operating Systems other than: Windows XP, Windows Vista or Windows 7
- Workstations with less than 1GB of memory
- Multi-users without a file server#
- * Excel or allowing the Clearinghouse to handle may be better alternative
- # Possible to use a workstation as the SQL server but must be powerful and accessible during work hours for other users
Current Software Version:
In October 2010 we completed the highly anticipated release of our new software, version 2011. We immediately began upgrading existing users of our current software. This is a major release that will require the support of your I.T. staff, if it will be located on a server. The Clearinghouse will install it for single users of the software. There is no cost for the software. Note: the upgrade is not required until the end of 2012 when support of version 2007.03 terminates.
This is the first release since 2007 and contains the previous functions along with many significant improvements.
COMPARISON of new version (2011) with previous version (2007.03)
| FEATURE | CURRENT SOFTWARE | NEW SOFTWARE |
| User ID AND password for sign-on | NO (password only) | YES |
| Administrator privileges | NO | YES |
| View Only | NO | YES |
| Scroll through all debtors | NO | YES |
| Remove debtors | NO | YES |
| View All Debtors | NO | YES |
| View/Print/Apply Address Changes | NO | YES |
| Reports to screen | NO | YES |
| Generate PDFs for notification letters | NO | YES |
| Print Letters | NO (merge file) | YES |
| Clean-up Options | NO | YES |
| Security (User Rights by Function and Department) | NO | YES |
| Source of Setoff (Tax refund or Education Lottery) | NO | YES |
| Departmental Controls | NO | YES |
| Ability to do uploads/downloads, eliminating the need for signing on to secure website | NO | YES |
| Hybrid version (submit via ASCII/Excel - use software for viewing /reports (ON HOLD) | NO | FUTURE |
DEBTORS
- Security - only see debtors in department(s) authorized
- Security - modify or view only restrictions
- Additional editing to reduce errors before sending to the Clearinghouse
- Ability to delete a debt and a debtor
- Sum ALL debts button
- Automatically calculate an Expiration Date three years from Compliance Date (can be overridden)
- View separate history of debt transactions and setoffs
- Quick view - scroll through all debtors, sort by name, account number, department/account, debt amount, setoff amount, account code/department and go to selected debtor
Reports
- Security - only see debtors in department(s) authorized
- Twelve different reports
- All reports appear on the screen and printing is optional
- Zoom from 10% to 500%
- View 1-6 pages at once
- Go to specific page number
- Selective by Department/Account codes
- Selective masking of SSNs: full SSN, last four SSN or no SSN
- Address exceptions - discrepancies from Department of Revenue with ability to automatically update the address
New reports:
- Aged Debts - specific older debts whether setoff or not
- Selective - specific range of debt amount or date entered
- Adjustments - debts added/edited for a specific date range
Letters
- Print letters from the software, not an external merge
- Print letters for all or specific department(s)
- Several print options: All Debtors; New or Updated; or just one debtor
- Print one letter per debt or sum debts into one letter
- Print a few test letters before printing all to test letterhead and layout
- Once printed, ability to mark as printed so will not print those debtor(s)again unless desired
- Create PDF to save as proof of due process
Tools
- Department codes - assign Department/Account codes such as Tax, Utilities, EMS, Health, etc. for reporting, letters and security
- Security - set up users with modify or view only and for specific department/account codes
IMPORTS/EXPORTS
- Exports - create excel files of all debtors, debtors for particular department/account code
- Import new debts and/or update existing debt amounts. Even purge and reload all debts or just one department
- Two file options for importing:
- Excel file, click here for required layout
- ASCII file from your I.T. staff or third-party administrator
Database Utilities/CLEAN-UP
- Change SSN
- Change selected or all Compliance Dates
- Change selected or all Expiration Dates
- Change abbreviated City name to full name
- Create departments/account codes from account number prefixes
- Remove $0.00 debts (all or just those not setoff)
- Remove debts less than $50.00 (all or just those not setoff)
- Remove expired debts (all or just those not setoff)
Other
- Access secure folder - download any file - such as Import Status report, Expired Debts report, Rejected SSN report
- Access secure folder - upload any file - such as an ASCII or Excel file to add or combine
- The above two options eliminate the need to sign-on the secure website via an Internet browser
Documentation
- Online Help - detailed instruction system with screen captures and sample reports (updated - November 15, 2012)
- PDF version - please note - @ 300 pages - recommend printing sections as needed (updated - November 15, 2012)
Technical Specifications
- Language: Microsoft .NET
- Database: SQL Express, SQL Server: 2000, 2005 or 2008
- Note: if using the free Microsoft SQLExpress 2008, click here for technical specifications
- Workstation Operating Systems: XP or Windows 7 (32 bit or 64 bit)
- Workstation RAM: 1 GB minimum
- Configurations: Network or single workstation
- Workstations .NET Framework: 3.5 SP1
- Third-party licensed software to be installed by Clearinghouse: 1) PDFCreator (creates PDF files); 2) DMZAPI (file transfer)
Implementation Priority Order
- Current 2007 client software users
- New participants
- ASCII/Excel participants