Default Owner in Clerk

Did you know you have the ability to designate an owner as a “Default Owner” in Avitar Clerk? The Default Owner is typically your Town’s name and is used to simplify the process of entering town clerk services for when you don’t want to create a new owner just for a one-time transaction (e.g. photocopies, fax).

To set the Default Owner:

  • Utilities | System Administration | System Options
  • Select Default Owner
  • Search from the Town database for your owner (e.g. Town of Boscawen) and select.

To use the Default Owner, when processing a town clerk service:

  • Select Services | Other Town Clerk Service
  • For Owner Lookup, you must select the Town database and then click Default Owner

For more useful tips, please check out our online documentation.

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Online Workshop — Delinquent/Lien/Deed Notices and Setting Dates

We are pleased to offer an online workshop to discuss Delinquent/Lien/Deed Notices. At the workshop we will also discuss choosing all your dates for liening and deeding, as you need these dates in order to create your Delinquent Notices.

We have scheduled the workshop to coincide with the beginning of this annual process. If you are a new collector, or just someone that struggles with the process each year, this will be a great class for you!

The online workshop will be held January 25, 2022 from 10:00am to 11:00am.

To sign up for this workshop, we’re trying something new, in which you’ll sign up on our schedule and receive the Zoom meeting information the day of the workshop. To sign up for the workshop, click here.

Again, this workshop will just be one hour long and will focus on the single topic, but if there is time remaining before the hour is up we can address your questions. We anticipate having more of these workshops throughout the year, devoted to a single topic and scheduled to coincide with upcoming tasks and events on your schedule. If you are unable to attend the workshop we will try to make a recording of the session available as well.

We look forward to seeing you at the workshop.

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Year End Preparation

As we receive a higher volume of calls this time of year assisting Collectors in their Year End Close, we thought it would be beneficial to write a blog post to give you some guidance in preparation.

Before Year End hits, you can look at your reports and make sure you have the documents to back up your figures. For example:

  • Run the Abatements Report, Reports | Abatements, for the entire year. You should have a signed abatement form for each abatement and the total should be equal to what is on your Abatement Report.
  • Run the Refunds Report, Reports | Credits | Assigned To | Payables | By Assigned Date, to make sure it matches the amount Finance has.
  • Run the Collections YTD report, Reports | Collections YTD.  You should have signed warrants from your Selectmen/Assessor that equal the totals in the Committed & Supplemented column. 

Once you are finished entering payments for the year, you will need to print your reports and balance for the month of December. Then you will be able to move on to running reports and balancing for the year. Keep in mind, you CANNOT post any transaction/payment for 2022 until your 2021 fiscal year has been closed in collect.

Previously, if you posted a transaction (payment, abatement, refund) after year end but before you closed the fiscal year, you had to call Avitar for a script to update the monthly balance report. With our 7.0.4 update, if you post a transaction after year end but before you close, when selecting the Monthly Balance or Lien Redemption report, a message box will display notifying you that “You are currently past the end of FY2021, but not yet into FY2022. The effective dates for transactions done in this period will be modified to be included on this report.” This process will eliminate the need to call Avitar for a script.

Since there are many reports that need to be created/printed, we have several Year End Tips and Tutorial topics with more detailed instructions for:

  1. Monthly Balancing
  2. List of reports that are necessary for most audits.
  3. Reviewing, understanding, balancing, and submitting your MS-61.
  4. Creating a backup of your data.
  5. Performing the actual Close Period.

If you encounter any issues, or have any questions, please feel free to call us.

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2021 New Clerk Training-Rescheduled

We have rescheduled the virtual New Clerk Training session that was previously scheduled for August 10th, 2021. The new training date is November 23rd, 2021. This session is open to new clerks, whether you are new to the position, new to the Avitar Clerk system, or just need a refresher.

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Update Ideas/Requests?

Just a quick note to let you know we are currently working on a Building Permits update that we hope to have out in the next few weeks. The update includes a number of requests from many of you, such as new attributes (applicant and contractor email address, septic last inspection date, etc.), some changes to reports (updated census report, filters for receipts report, etc.), and the ability for those of you in communities already using Invoice Cloud to accept over the counter credit cards.

In the meantime, if you have any similar ideas and/or requests that you’ve been keeping to yourselves, now would be the time to let us know. You can call (603-798-4419) or email us (permitsupport@avitarassociates.com) and we’ll see if we can include it. And watch your email for notification of the upcoming update.

Thanks.

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Option to Display Inactive Transactions on Invoices and Receipts

Sometimes additional investigation is required to answer a taxpayer’s questions when a receipt and/or transaction might have been deleted from one or more of the their invoices. By default, both the Receivables and Receipts sides of the program have only shown you active transactions, penalties, and abatements. So, if a taxpayer bounced a check you would have needed to consult the NSF Checks Report to know why their invoice still shows an amount due. Or, if a payment was incorrectly applied to one invoice and then subsequently the transaction was deleted, you would have needed to consult the Deleted Receipts/Transactions Report.

Avitar Collect has a feature that allows you to view the inactive (deleted) transaction(s) without having to check various reports.

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2021 MS-1 Assessing Update

Just a quick note to let you know we are finalizing an Assessing application update that includes the updated 2021 MS-1. You can review the update notes in the online documentation for more details but as far as the MS-1 is concerned here’s what you need to know:

  • There is one new exemption category and a slight change to a previously existing exemption category to indicate whether it has been adopted in your municipality.
  • There are a handful of changes to some approved utility company names.
  • Speaking of utilities… your utility values need to be updated before submitting your MS-1. If you have no idea what I’m talking about, speak to your assessor.
  • Whether or not you have either exemption type, you should wait to export and submit the MS-1 XML file to DRA until you have applied the update.

The update should be out in another few days. Keep your eyes open for the download email, and make sure to apply the update before you submit your MS-1.

Hope you are well. Let us know if you have any questions.

Thanks.

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2021 New Tax Collector Training

We have scheduled a virtual New Tax Collector Training session for August 11th, 2021. This session is open to new collectors, whether you are new to the position, new to the Avitar Collect system, or just need a refresher.

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2021 New Clerk Training

We have scheduled a virtual New Clerk Training session for August 10th, 2021. This session is open to new clerks, whether you are new to the position, new to the Avitar Clerk system, or just need a refresher.

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NCIC… What Do I Do With This Message?

Clerks have been seeing this message a lot lately. When you get this MAAP error message, please call the title bureau to confirm the reason for the NCIC flag. They will instruct you as to whether you are able to process the transaction or process town only and send them to DMV to complete the transaction.

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