Account Codes

The Account Codes - add new or update existing account codes/departments. Contact information and addresses can be entered for each account code.  

Frequency: This process can be executed as often as desired. But is normally used once during initial set-up of the software.

- only the Administrator can access the Tools function.

- debts that are imported into the software without an account code are assigned to the default account code "DSO".

- before printing Notification Letters for a particular account code the address information must be set-up.

1. From the Main menu click Tools:

2. Move the mouse over Account Codes and click this option:

3. The current Account Codes appear:

• There are several options:

1. - add a new account code
2. - edit an existing account code
3. - delete an existing account code
4. - change an existing account code to another existing account Code
5. - add or edit the contact information and address information to b used in generating notification letters. Set default number of years for Expiration Dates and Set to Accrue Interest.
6. - returns to the main menu

 

 

4. Account Code Options:

a) Adding a New Account Code:

• Click for the following:

• Account Code [REQUIRED] [3 characters] three character code (ex. A/C,EMS, HLT, PKT, TAX, UTL) - cannot have a blank space
• Account Description [REQUIRED] [ample characters] description of type of debt services, used in the Notification Letters to further describe the type of debt

A sample entry:

 

• Select one of the two options:

• Click to abort and return back to the Main Menu
• Click to add this account code to the list of existing account codes, for the following:
• 

• Continue adding as many account codes as needed, a sample of several account codes:
  • 

 

b) Editing an Account Code:

- the Account Code cannot be edited, only the description. If the Account Code needs to be edited, it must be deleted then added back with the desired code.

• Click to highlight the desired account code and click for the following:

• Make any changes to the Account Description and click to save and return to the account code list  

 

c) Deleting an Account Code:

• Click to highlight the desired account code and click for the following:

• Click

 

d) Changing an Account Code:

• Click to highlight the desired account code and click for the following:

• if there are accounts already set-up the following may appear:

• Click the down arrow for to view the available account codes, and click the account code to change, an example of changing DSO Debt Setoff (default account code):

• Click the down arrow for to view the available account code and click the desired account code, an example of selecting HLT Health

• Click for the following:
  • 

   

• Select one of the two options:
• Click to abort and return back to the Change Account Codes
• Click to change the Account Codes and the following appears:
• 

 

• Check a debt with the old account code to see that it is now the new account code

e) Configure an Account Code

• this option allows for the configuration/set-up of an account code for:
  • Notification letters
  • Default number of years before Expiration Date when adding a new debt
  • Interest Accruable
• Click to highlight the desired account code and click for the following, if blank it has not yet been set-up:

• Enter the following items, can be upper, lower or mixed case. Suggest mixed case as this information appears on the notification letters.

  Tips:

• Advance to the next item by pressing the Tab key or move the mouse and click

• If you cannot completely enter the required data for any of the below items, press the Delete key at the end several times and then try typing again

• Department [REQUIRED] [40 characters maximum] - Contains the local government and the department so the debtor will know exactly who is submitting the debt. This information is placed in several locations throughout the letter.
• Contact [REQUIRED] [40 characters maximum] - Contains the name of the person the debtor should contact to set-up an Appeal/Hearing.
• Signature [REQUIRED] [50 characters maximum] - Contains the name of the person who's name will appear as the Signature name at the bottom of the letter.
• Title [OPTIONAL] [40 characters maximum] - Contains the title/position of the person in the Signature entry
• Phone Number [REQUIRED] [10 characters maximum] - Contains the phone number for the Contact for an Appeal/Hearing.
• Phone Number Extension [OPTIONAL] [5 characters maximum]
• Address 1 [REQUIRED] [40 characters maximum]
• Address 2 [OPTIONAL] [40 characters maximum]
• City [REQUIRED] [25 characters maximum]
• State [REQUIRED] [2 characters maximum]
• Zip Code  [REQUIRED] [5 characters maximum]
• Zip+4  [OPTIONAL] [4 characters maximum]
• Years before Expires [REQUIRED] [2 characters maximum] - put in the number of years to automatically generate an Expiration Date when adding a debt in the Debtor screen. It will generate a date that many years from the Compliance Date.
• Interest Accrual [REQUIRED] - set to "Yes" to make this account code able to do interest accrual, set to "No" if this account code will not be able to accrue interest. Probably only Tax debts, property and vehicle, would be set to "Yes", but any account code can be set to "Yes".
• Description [OPTIONAL] [65 characters maximum] - Contains the more descriptive explanation of the account code. Some examples: delinquent tax; Emergency Services; Health Department Services; delinquent utilities, etc.

- All of the above except for Years before Expires and Interest Accrual appear in the notification letter.

• Press to abort without saving the entries/changes OR
• Make any entries/changes and click to save and the following appears:  
• 

5. Click to return to the Account Code list