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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MS-61 and Refund Abatements

I left out one item from yesterday’s post. If you have done any refund abatements in 2017 you should call us for a script that will fix how they are accounted for on your 2017 MS-61 Report, particularly if they were done on older invoices (e.g. a 2014 Lien). If we don’t run the script for you there’s a chance your MS-61 will not balance and you will not be able to close. So if you have any refund abatements (i.e. an abatement done this year to an invoice that was completely paid in a prior year) make sure to call us in the next few days. It’s a quick fix and it will keep you from hunting around at the last minute to determine why your report isn’t in balance. (If you’re not sure, run the Abatement Report for the entire year and see if you have any listed under Refund Abatements at the end of the report.)

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Tax Collect Year End Notes

We want to pass along a few reminders and news items as we approach the end of 2017. Following is a summary of options for those of you with a fiscal year ending on December 31st, a few tutorials and tips for finalizing your MS-61, and news regarding the next Tax Collect update.

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Post VISION Information

We have been working closely with DMV to identify and fix the issues you have reported to us. At this point we have resolved many of the issues, and continue to work on the remaining. We will be distributing a new update in the near future once it has been tested. In the meantime, below are a few items and workarounds worth noting:

  • Decal sequence order message:

Problem – Clerks were incorrectly getting a MAAP error message when processing registrations stating the decal number they entered was out of sequence.

Solution – In order to fix this issue, MAAP has removed all decal validation. This means that if you enter an incorrect decal number, you will no longer get a message stating it’s not your next decal. Therefore, it’s critical that you enter the correct decals and double check to make sure it is correct before you continue with the transaction.

  • Transaction times:

Problem – The transaction times when processing registrations over the counter can be a little slow, but more often the real problem occurs when processing a lockbox or online batch. The time it takes for each transaction to be returned from MAAP can be much longer than it previously took pre-VISION.

Solution – The transaction time is something Avitar and the State are aware of and we’ll both be working towards improving performance going forward.  However, this isn’t something that will be improved overnight or even in the span of a few days. It’s likely going to be weeks to months and we don’t expect that we’ll ever see pre-VISION transaction times. There may come a time that the State works towards optimizing a five second transaction but we’re not there yet. With that said, DMV would like you to report to them if you experience a transaction time greater than 30 seconds.

  •  Bad decal message:

Problem – Some of you have seen a new MAAP error message when processing a new registration with a new plate. The error message references “RGDDL”, which usually refers to a decal issue. However, using the next decal returns the same error message.

Solution – In order to process the transaction through MAAP, you must use the next plate in your inventory and the same decal you entered the first time. Note, you do not need to damage the plate you skipped, it can be used on the next new registration transaction.

We would like to thank all of you for your patience as we navigate our way through the new VISION system. Hopefully, you are not experiencing any new issues, but if you are please give us a call.



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DMV Vision Update

The implementation of the new driver licensing system (VISION) is fast approaching and we expect to distribute the Avitar Clerk 3.3.2 update that is compatible with the impending MAAP VISION changes to you the week of September 25th.  Here are a few key requirements and dates to remember:

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2017 Clerk User Group Meeting

We are pleased to announce we have scheduled a user group meeting for Tuesday, August 29th, 2017, from 9:00 am – 12:00 pm at our office in Chichester.

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Assessing Update and 2017 MS-1

We are waiting for word on a few last items before we distribute an Avitar Assessing software update. This update should be ready to go later this week and it will include a few slight changes for the 2017 MS-1 Report. Here is a summary of the changes:

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Current Owner vs Billed Owner

We have received several calls recently asking what the difference is between a current owner and a billed owner in regards to looking up information in Tax Collect. The simple answer is that the current owner is who owns the property right now and the billed owner is who owned the property at the time the invoice (tax bill) was created. Sounds simple enough but sometimes more details are needed to fully understand the big picture.

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Tax Collect Year End Information (fiscal year ending June 30th)

We wanted to send a quick reminder to those of you with a fiscal year ending June 30th. First is a summary of your options for when you actually execute your year end. Second are a few links to documents that can assist you with finalizing your MS-61 Report and generating a database backup. Continue reading

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Dog Civil Forfeitures

It’s time to start your dog civil forfeiture process for all owners who have failed to renew/license their dog(s) for last year. The RSA’s are very specific in regards to when you need to complete the civil forfeitures steps. Continue reading

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