Edit Lien Book and Page

You have executed your lien, it has been recorded at the Registry of Deeds, and subsequently returned to you with book and page numbers. Now you need to enter those number values into Avitar Collect. The Edit Book & Page function allows you to, not only add those values to a single invoice, but, you can add them for a set of multiple invoices… and do so fairly quickly.

For the purpose of this blog post, we are going to use your 2021 lien invoices. You will need to begin on the Receivables Data Access tab in Avitar Collect. From there:

  1. Click the Query tab.
  2. In the row labeled Invoice:
    a. Click in the OPER column and select LIKE from the drop down menu.
    b. In the CRITERIA column, enter 2021L%
  3. Select Query to display the set of 2021L invoices.
  4. To add Book and Page number values:
    a. Click either the BOOK or PAGE icon.
    b. Enter book number and page number values.
    c. Click the icon that resembles a glue bottle.
    d. Select YES to confirm these will be your default values.
  5. Move through list using the OK/NEXT button to assign those values to each invoice.
  6. Change values as necessary.

For more information on this functionality, please see our online documentation: Edit Book and Page.

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Abatements on First Issue Tax Bills

With spring tax season upon us, we want to review the topic of abatements on first issue tax bills and the impact those abatements may have on the second issue tax bill.  If your municipality calculates two property tax warrants each year, there are a few things to remember regarding first issue abatements.

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Dogs, Dogs, Dogs: Civil Forfeitures & Late Fees

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… yet again.

The RSAs are very specific in regard to when you need to complete the civil forfeiture steps. Below is a timeline to assist you for when things need to be done, as well as links to instructions on how to create the civil forfeiture letters and assign the fees to the dogs.

  • June 1st to June 20th: Create your unlicensed dog warrant and list for all dogs that have not been renewed and/or have never been licensed. (Utilities | Unlicensed Dog Warrant). This list and warrant need to be given to your governing body (selectmen/alderman/councilors) for their signatures to authorize the issuance of the civil forfeiture letters and corresponding fees. (RSA 466:14 Warrants; Proceedings).
  • June 21st to July 11th: Your governing body will issue the warrant to “a local official authorized to issue a civil forfeiture for each unlicensed dog.” This could be your local police department, dog officer, or even you, if you send the letters by certified mail. (Utilities | Dog Civil Forfeitures). Note, if you use Invoice Cloud to process online dog payments, you need to upload the civil forfeiture notices to your biller portal, at least monthly.
  • By August 31st: Your local law enforcement officer, or whomever was named on the unlicensed dog warrant, must return a list showing the owners who paid and licensed their dogs, the dogs that were seized, and the owners who have not licensed their dogs, and may need to receive a summons to your district court. (RSA 466:16 Returns).

It is extremely important for you to be uploading your dogs to Invoice Cloud (if you have this functionality), on the first of each month, to include the $1.00/month late fee. For information on how to upload dog invoices to Invoice Cloud, and the frequency in which you should do so, select Dog Invoice Upload.

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Properly Supplementing Timber Taxes

We have received several calls recently from concerned tax collectors who have been told that they need to completely change the way they are supplementing Timber/Yield Tax invoices. Initially the guidance indicated that collectors would need to track Timber Yield Taxes separately outside of Avitar Tax Collect (using Excel or an abacus). We’ve asked around and it seems as if, with a few minor changes, you should still be able to use your Tax Collect system.  Following are a few of the common questions and answers as we currently understand the situation.

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Online Workshop–First Issue Tax Billing

We are pleased to offer an online workshop to discuss preparing your first issue tax bills. 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!

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Online Workshop–All About Dogs

We are pleased to offer an online workshop to discuss adding, noticing, and licensing dogs. If you are a new clerk, or just someone that wants to know more about the process, this will be a great class for you!

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Paperless Billing: Adding and Removing Email

We have had numerous calls as of late, regarding how to add someone to, or remove someone from, Paperless Billing. We thought a short blog post was warranted.

Paperless Billing is an option that, if your town has the Tax Kiosk Comprehensive configuration, and it is enabled, provides online PDF invoices and paperless notifications. When a taxpayer makes a payment on the Tax Kiosk, prior to submitting the shopping cart to Invoice Cloud for payment, the payer will be asked if they wish to opt-in to receive notice of future tax bill invoices electronically by email rather than by mail.

It is best to have your customer opt-in to Paperless Billing online, however, if they are in your office, are having difficulty opting-in themselves, or would like to opt-in but not make a payment online, you may initiate the opt-in confirmation email process for them from within Tax Collect:

  1. Log in to Avitar Collect.
  2. Find the parcel.
  3. Select any Invoice (paid or unpaid) for the taxpayer.
  4. Click the Edit Invoice Menu.
  5. Click Internet Kiosk Settings.
  6. Click Paperless/Email Settings.
  7. Check the box titled Provide This Parcel’s Invoices Paperlessly.
  8. Enter customer’s email address.
  9. Click OK.

Note, until the customer completes the process they will not be scheduled to receive Paperless Bill Notifications. Make sure your customer watches for an email from the Internet Kiosk. They will need to confirm this request by clicking a link in that email.

Removing Paperless Billing

Let’s say a property has been sold. The previous customer had Paperless Billing, but no longer needs to receive electronic invoices. You can remove the Paperless Billing by following the above steps, except uncheck the box labeled Provide This Parcel’s Invoices Paperlessly.

To finalize either process, you must continue with the following steps the next day:

  1. Click Utilities.
  2. Click Internet Kiosk.
  3. Click Download All Paperless.

This functionality is only available as part of the Comprehensive Tax Kiosk configuration. Please click the following link for additional information on Paperless Billing found in our online documentation: Avitar Tax Collect Internet Kiosk.

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Online Workshop–Lien Notices and Lien Execution

We are pleased to offer an online workshop to discuss preparing your lien notices and executing your lien. 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!

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Incorrect Email Addresses

It has been brought to our attention that when processing online and lockbox batches, there is an issue with customer email addresses being overwritten with erroneous email addresses.

Before you begin to process your online or lockbox batches, we ask that you log out of Clerk and log back in again. We should have a fix for this issue in our next Clerk update.

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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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