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NCPTS Foundation. Visual Guides. What is NCPTS ?. NCPTS is an integrated property tax system that allows you to automate many of the activities that you perform in your annual billing and collections cycle. Integrate
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NCPTS Foundation
What is NCPTS? • NCPTS is an integrated property tax system • that allows you to automate many of the activities • that you perform in your annual billing and collections cycle.
Integrate Combining or coordinating separate elements so as to provide a harmonious, interrelated whole.
Automate To cause to function without continuous input from an operator.
NCPTS Helps You • Get More Done with Less Work • Increase Revenue using existing Tax Rates • Improve Taxpayer Services
What to Expect This week you will get: • An introduction to NCPTS Billing & Appeals • An overview of how you will conduct your billing and appeals processes with NCPTS • An opportunity for hands-on practice with the system
Your Attendee Packet • Agenda • Data Sheet • Follow Along Guide • Practice Exercises • Billing Life Cycle • Tent Card • Support Resources • Training Guide
Interaction is Encouraged • Ask Questions • Participate in Practice Exercises • Win Prizes
Using Workflow Queues
Workflow Queue Views • Basket View: Abstracts assigned to the user • Group View: Abstracts of all users • Manager’s View: Supervisors keep track of abstracts and their processing
Mass Assignment
Mass Assignment • Allows workflow queued items to be divided between different users. • Items can be assigned/removed from different users based on percentages or alpha-numeric rules A B C
Navigating NCPTS
Logging In • Open Browser • NCPTS is compatible with Internet Explorer • Turn off pop up blocker to ensure dialog boxes and confirmation screens display correctly
Logging In • Logging into NCPTS • Each user will have a unique username and password • A system admin will configure each username and associate it with specific rights in roles related to your job duties and supervisory roles
System Navigation • Navigate to a Specific Module by… • Clicking the Module title on the Main Menu Page • Selecting the Module title from the NCPTS Main Menu (available on all screen in NCPTS) County Logo Displays Here OR
System Navigation • Breadcrumbs • Use these navigation links to go back to a previous screen • Do NOT use your browser’s back button • Hyperlinks • Use these navigation links to see a more detailed view of a particular item • Hyperlinks will display in underlined blue text
SystemNavigation • Windows Scroll Bar • Sometimes the information or data entry fields in NCPTS take up more space than is visible on your monitor • Use the scroll bar on the right hand side of the application window to view additional information Scroll the bar up or down to display additional information
System Navigation • Logging out • Always use the Logout menu option to exit the application • For security purposes, do NOT use the Close (X) button in the top right of the browser window. You can also use the Hotkey combination Ctrl + Shift + O to logout of the system
NCPTS Billing
Section Objective To understand the bill creation, maintenance, automation, integration, and reconciliation processes provided by NCPTS
What will we cover this week? • Add/remove fees • Add/remove expenses • Update mailing address on bill • Update name on bill • 11. Bill release • 12. Rollbacks • 13. Special Bills • 14. Reports • 14.1 Billing report • 14.2 Bill release report • Introduction • Understanding the Billing Process • 2.1 Ready for billing (RFB) • 2.2 Batch billing ( Annual Billing Process) • 2.3 Billing log • 2.4 Billing extracts • Bill screen & its components • Billing service cart • Creating On-Demand Bills • Bill Maintenance • 5.1 Apply flags • 5.2 Add agents • 5.3 Link ids • 5.4 Notes • 5.5 Interest recalculation
Introduction to NCPTS Billing NCPTS billing involves the creation and maintenance of bills (Individual & Business) for: NCPTS makes it easy to generate and maintain these bills to facilitate the collection of payments.
Billing Workflow Bills may be generated either in a background batch mode by executing a batch billing process or on demand in an online mode.
Understanding the Ready for Billing Process Before a bill can be created, the abstract must be made ready for billing (RFB) in the system. This process was covered in detail under the Assessment portion of this training. To summarize, when making an abstract RFB, you:
Making a Bill Ready for Billing Once all the appropriate information on the abstract has been updated/completed, you can make it RFB in the system with the click of a button or by running a background batch process.
Batch Billing Bills can be created in a background batch mode by executing a batch billing process that can be scheduled to run at night or early mornings. Batch billing is normally performed between June –August, but can be done in multiple cycles as needed to create staggered bills over a period of time. The basic flow of the process is as follows: Request Bill Creation There are two steps that must be performed in order to accomplish this process.
Batch Billing • Step 1: Initiate batch billing in the NCPTS application • Go to Billing Module of NCPTS 2. Go to Admin menu - Initiate Batch Billing
Batch Billing • 3 Select Billing radio button • Select Create extract file for third party • printing • 5. Select a Source Type • 6. Enter a Bill Due Date • 7. Click Submit
Batch Billing Step 2: Schedule and Run the Batch Billing Job Once the Batch Billing process has been initiated online in NCPTS. The second step in the process is to schedule and run the actual batch billing job. This is something that your IT personnel will perform via our Batch Management screen in the system.
Batch Billing The trial billing process simulates the creation of bills and detects any errors and logs them for review. No bills are created in the case of trial billing. Statistics on the amount billed by source type for different jurisdictions are maintained for trial billing and user may view these statistics. Any exceptions encountered during the bill creation process (such as missing line items, invalid amount due, missing due date, missing source type) are written to a log for review.
Billing Log • NCPTS provides users with the ability to view a billing log of previous batch billing statistics • such as: • when the process was run • who ran the process • how many bills were generated • And other useful information • You can filter the data by batch job number, date run, billing type, source type billed amount, • and billed date. To access the billing log: • Go to the Admin menu - View Billing Log/Create Extract
Billing Extracts NCPTS also allows users to create extracts independently from the Batch Billing process. If the option to create an extract file was not selected during the batch billing initiation step, the user can still create the extracts for third party printers and mortgage companies from the Billing Log/Create Extract screen. Go to the Admin menu - View Billing Log/Create Extract
Bill Screen & Its Components • There are numerous screens comprising the Billing Module. All allow the user to • perform important functions and bill maintenance. However, the two primary screens containing bill information are : • Bill Search Results screen: contains summary information (accessed through the Bill Search) • Bill Detail screen: contains all details regarding the bill (accessed from the Bill Search Results screen and through hyperlinks wherever the bill number is displayed.)
Billing Service Cart The billing service cart functionality works similarly to the service cart in the other Modules of the NCPTS application. It is basically the user’s “working list”. Each user can create their own service cart which allows him/her to concentrate on a particular set of Bills or task to be completed. The items in the cart will remain there until the user clears the cart. The cart can be accessed from any of the billing screens and its located on the upper right corner of the screen. It will display how many items you have in the cart. You can select the drop down to view the available options which includes the option to empty the cart.
Billing Service Cart • Once you search for a bill, you can add it to your cart from the Bill Search Results Screen • Select the bill(s) that you want to add to the cart • Click on the Add To Service Cart button
