Update on HB258

Posted on June 25, 2015 by Patty

As you are aware, we have held off sending you the July registration renewal file as we await notification that the Governor has signed HB258 increasing the clerk fee for vehicle registration from $1.00 to $2.00. We have heard that the bill is on the Governor’s desk and should be signed by Friday. Until then, we are still in a holding pattern, both in terms of sending you the July registration renewal file and providing you with a script that will increase the fee. Hopefully by Monday we you will be able to generate the July renewal registration notices with the increased fee.

We will keep you posted.

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Deactivating Dogs on Invoice Cloud

Posted on June 16, 2015 by Patty

The maintenance of dog records is a never ending process. Throughout any given month you receive information that requires you to update the dog record in Avitar Clerk, such as rabies vaccinations dates/tag numbers that you received from the veterinarians and designating dogs as “Inactive” when an owner calls to let you know his dog has passed away. By updating the dog’s information when you receive it, you always have accurate information in your Avitar Clerk system. However, if you are accepting online payments with Invoice Cloud, you also need to maintain the dog information that your customers see when they access Invoice Cloud. Continue reading →

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Tax Kiosk Paperless Notification Email Fails

Posted on June 15, 2015 by nancy

We have made some changes to the Tax Kiosk to assist municipalities that utilize the Paperless Notification configuration. Going forward, you will receive undeliverable email notifications (aka “bounce backs”) when Paperless Notification emails fail to reach their recipients. Once you are notified of undeliverable email you can generate and mail a traditional paper invoice to ensure the taxpayer receives a bill. Continue reading →

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Clerk Fees and Pending Legislation

Posted on June 14, 2015 by Josh

Most of you are probably already aware of two pending House Bills that could potentially increase town clerk fees for marriage licenses and motor vehicle registrations. Many of you have contacted us individually, but we want to update all of you on the current status, review what you need to be conscious of over the next few weeks with respect to the preparation and distribution of motor vehicle renewal notices, and summarize how we will help you implement the fee changes if they are enacted.

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Resending Dog Invoices to Invoice Cloud

Posted on May 26, 2015 by Patty

Recently we sent out a Clerk/MV update (version 2.8.5) which included new Invoice Cloud dog invoice functionality that now allows you to both:

  1. Resend updated dog invoices to your Invoice Cloud portal for online payment, and
  2. Include invoices for rabies notification notices and civil forfeitures instead of for just renewal notices.

So in addition to extending the duration during which your customers can pay their invoices online by including any new charges and any upcoming late fees and any updated dog information (e.g. a new rabies vaccination expiration date, spayed/neutered status) that may have changed since the last upload, this new process allows you to increase the number of transactions that can be processed online as well.  Whereas previously you could only accept online payments for standard renewals up until June 1st, now you can accept online payments for virtually any type of dog licensing transaction throughout the entire calendar year.  Here is a summary of the new functionality:

Continue reading →

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Word of Caution When Assigning Large Volumes of Credits to Warrants

Posted on May 17, 2015 by nancy

Do you have large numbers of unassigned credits to assign to a tax warrant? If so, the number of credits may exceed the allowable amount of records that can be displayed at once in the Assign Credits to Warrant function window. We have recently found that, while the credits are still in your system, they may not all be visible within the Assign Credits to Warrant dialog box when, depending on your screen resolution, the number of outstanding credits exceeds approximately 185. For large numbers of unassigned credits the control used to display the credits simply stretches to its maximum and cannot display the remaining credits. But by being aware of the issue and assigning large numbers of credits in smaller increments you can nonetheless achieve the same result. Continue reading →

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Questions About Real Data Export

Posted on May 11, 2015 by Josh

In the last few days, we’ve received inquiries from several of you about an email you’ve been sent referencing a data export for Real Data Corporation. Below is a summary in the event you have received the same email and also have questions.

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New Tax Kiosk FAQ Page

Posted on May 4, 2015 by Amy

We have added a new menu selection to the Tax Kiosk titled “FAQ” to assist your customers with common questions associated with the features and functions available on your Tax Kiosk. An added benefit will be fewer customers calling your office with these questions. The FAQ menu selection is accessible on the same menu bar as Home, Notices, Contact, and Log Off on your Tax Kiosk.

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Invoice Cloud Adjustment File Error Messages

Posted on April 20, 2015 by nancy

We want those of you who use Avitar Clerk/MV in conjunction with Invoice Cloud to be aware of an Adjustment File upload error message you may receive and to provide you with information and solutions for future or past occurrences. First, let’s review the types of Invoice Cloud uploads and the expected outcomes of those uploads before we discuss why you need to be proactive when you receive an Adjustment File error message. Continue reading →

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Default Decals Directive

Posted on April 15, 2015 by Josh

As you may or may not know, the Avitar Clerk/MV program has a configuration option that you can set within your municipality to determine whether the system will automatically populate the next available decal for each vehicle, as opposed to you having to manually type the decal number. Unfortunately, recently on at least two occasions, clerks did not confirm they were issuing from the corresponding pack of decals. So the default decal number populated by the system and submitted by the user to MAAP did not agree with the decals physically attached to the registration. As a result, DMV has asked us to contact you so that you disable the Default Decal feature within the software. A summary of the feature and instructions on how to turn it off are below.

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