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CTxMS Format Bill Import Specification



Instructions for creating and uploading UPP Tax Notices

In CTxMS go to Assessor / UPP Reports / Tax Notices.

Add an alert to the user notes section of the notice to inform your customers that they can now make payments on-line at SecureInstantPayments.com. For instructions on doing this click here.

1. UPPTaxNotices
To send the output to a text file, click on Text File. Make sure Single Notices is clicked off and that you have at least one UPP type selected,  Personal Other, Mobile Homes, etc.. These are the same selections that are made if you are printing to paper. Change the Due Date & Interest Date only if necessary.

The BIG difference between paper output and text output, other than checking the box, is that the new interest and penalties that are calculated as you print are NOT saved when output is sent to a text file. This means that to update the master record interest and penalties, the tax notices to paper has to be run also. It is best to run it to text first then run the program to paper next.

2.  File Selection
After gathering the accounts based on the criteria specified by the user, the Text File Output Dialog box will appear with the cursor in the File Name box. The file name field will be populated with a name that consists of the CountyName_UPP_Date_Time.csv This format will guarantee that the filename is unique. Always make sure you are saving to a Comma Delimited File as highlighted in yellow. This is the default and should not be changed unless there is a very good reason to. The upload process will reject a file if the extension is incorrect.

3. Upload Dialog
After selecting a file, the program will generate the new data and send the output to the designated file. When the upload begins, you will see a message window indicating that the upload is in progress but there will be no progress bar.


4. Done
When the upload is completed you will see a dialog box indicating success and to press OK. This will take you back to the Tax Notices printing form. All done!

If there are any errors in executing the upload, the user will get a message on the screen indicating what the error was. It is important to either do a screen shot of the error or write it down and let us know what the error is.

As you can see, there is minimal user interaction. The most important thing to remember are the requirements listed in #1


Import file format for Property Tax Notices

Records in these import files come with a variable record format where the first field defines the record type, 1-7. There may be multiple records of any type except record type 1. The pertinent field headers for each record type are as follows:

1, Parcel, ... (15 fields)
2, ... (6 fields)
3, ... (5 fields)
4, ... (6 fields)
5, ... (3 fields)
6, ?, ?, Balance (4 fields)
7, LegalDescriptionFields (2 fields)


Instructions for creating and uploading Property Tax Notices

In CTxMS go to Treasurer / Treasurer Reports / Taxroll Reports / Tax Notices

1. Real Property Tax Notices
To send output to a text file, make sure that the fields that are highlighted in yellow are selected. Under "Print Order", it does not matter which order is selected. After these 3 fields are selected click on "Print".
TRTaxNotices.jpg

2. File Selection
After gathering the accounts, the Text File Output Dialog box will appear with the cursor in the File Name box. The file name field will be populated with a name that consists of the CountyName_TR_Year.csv  Always make sure you are saving to a Comma Delimited File as highlighted in yellow. This is the default and should not be changed unless there is a very good reason to. The upload process will reject a file if the extension is incorrect.
TRFileDialog.jpg
3. Upload Dialog
After selecting a file, the program will generate the new data and send the output to the designated file. When the upload begins, you will see a message window indicating that the upload is in progress but there will be no progress bar. Data is being copied to Instant Payments.
TRWait.jpg

4. Done (TRDone.jpg)
When the upload is completed you will see a dialog box indicating success and to press OK. This will take you back to the Tax Notices printing form. All done!
TRDone.jpg

Import file format for UPP Tax Notices

The file is a csv with " " around every field except the first field of each line which is the line number.

There could be fewer fields on this line than 6. The program collapses empty fields so that there are no blank lines in the address area.
1,Account,Name1, Name2, Add1, Add2, City State Zip    <<== city state zip is one field
2,County Name, Report Date (Todays Date), Report Time, Due Date

These next fields are split to be under either the report date or report time.
3, Year and Account string
3, Property Type
3, Situs Address
3, Mobile Home Year Built & Make
3, Mobile Home Model

4, Return Address Office, RA Add1, RA Add2, City State Zip /* see note for field 1 */
5, District Code, District Name, Market Value, Taxable Value, Interest Date, Interest Rate, District Rate, Tax Charged

Entity listing. There are 1 to n  entities for each district.
6, Entity Code, Entity Name, Entity Rate, Tax allocated to that entity

7,Penalty Charged, Interest Charged, Abatements, Total Payments, Balance Due
8, Age Based Tax, Fee In Lieu Tax, Value Based Tax, Total Tax

If the account is attached to a real property, then line 9 will have the strings filled else they will be blank.
9, "ATTACHED","Do NOT Pay!!","Parcel: Real Property Parcel Number"

10, Static Note that the program prints on the notice
11, User defined note that prints on the notice

Blank UPP Notice

Sample UPP Notice


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