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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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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