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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Utility vs. Non-Utility Receipt and Deposit Flavors

Did you know Avitar Collect has a setting that allows those of you who process payments for municipal water and/or sewer invoices to isolate utility receipts separate from property tax payment receipts?

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It’s Vacation Time… Are You Prepared?

Vacations are meant to be an escape from the everyday hustle and bustle of life. For Clerks and their Deputies, however, it can be a very stressful time for those left in the office.

One thing every clerk can do to help alleviate some of this stress is to make sure there is at least one MAAP Supervisor (which is different than having Avitar Clerk Supervisor capabilities) is in the office when he/she goes on their coveted vacation. This will alleviate many issues that come up when the Clerk/MAAP Supervisor is out, and we are unable to assist our client because they don’t have these special credentials. For example: creating Short Slips, processing peeling plates, and supervisor overrides, just to name a few.

To add another person as a MAAP Supervisor, you will need to contact the MA Helpdesk, as they have a form for you to fill out, that gives them permission to add someone as a MAAP Supervisor in your office. This also allows your Deputies and Assistants to be more confident in their positions while you are out of the office.

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Uploading Dog Invoices to Invoice Cloud

It’s that time of year again when additional late fees and civil forfeitures are assessed to dog invoices. We thought this would be an opportune time to remind you of the process to resend updated dog invoices to your Invoice Cloud portal for online payment, as well as the frequency with which you should do so. Continue reading

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Dog Civil Forfeitures and Licensing

The season of the dreaded Civil Forfeiture process for all dog owners who have failed to renew/license their dog(s) for last year is upon us. We wanted to remind you of an option we added to our Clerk software in our update 3.4.4.

Previously when a group of unlicensed dogs (for one owner) was assessed the Civil Forfeiture fee, one fee would be added to the group. We added the option to assess one Civil Forfeiture fee per dog in the group. To charge one Civil Forfeiture fee per dog, go to Utilities | System Administration | System Options | Dog Licensing tab. Select “Charge Civil Forfeiture Per Dog” and select Save.

The RSAs concerning the Civil Forfeiture process are very specific with regard to when you need to complete the steps. Please click on the following links for instructions on how to Print Forfeiture Letters & Assign Costs to Dogs, and to view a timeline of the Dog Civil Forfeiture process.

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Scroll Bar Issue

We’ve received several calls from users that are unable to use the scroll bar in certain areas of their Avitar software. If you are experiencing a similar issue, here’s what you need to know:

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Delinquent Payment File Requests from Real Estate Service Companies

It is that time of year again. Time when the Real Estate Service companies (e.g. Corelogic, Wells Fargo, Lereta, etc.) are requesting your delinquent payment files be sent to them.

We get many calls for assistance with this procedure, and believe a short blog post will help you in this process.

To create and send these files:

  1. Open Tax Collect and log in
  2. Click Utilities | Real Estate Services | Export Invoices
  3. Choose All Property and Lien Invoices
  4. Check the box Only Export Unpaid Invoices
  5. Under Export Location, click Browse
  6. Choose your Desktop
  7. Click OK
  8. Click Export (this will create both a tretts.txt file and a treadme.txt file)
  9. Email BOTH files to the Real Estate Companies making the request

For more information, and to view some helpful screen shots, please follow this link to our online documentation: Export Invoices

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