2015eFile2 (2).pptx [Read-Only] - camavision.com

SHERRY SURRETT

ASSISTANT TECHNICAL SUPPORT MANAGEReFile EvolutionSHERRY SURRETT, ASSISTANT TECHNICAL SUPPORT MANAGER

WHY TO E-FILE (CLIENT PERSPECTIVE)• Reduces foot traffic in the office• Reduces the amount of paper clutter• Electronic forms are more legible to read• Electronic forms have more checks and balancesWHY TO E-FILE (PROPERTY OWNER PERSPECTIVE)• Save money on postage• Save money and time with no need to drive to the

office• Can file 24 hours a day, 7 days a week• They can save a digital copy of what they reported

GET THE WORD OUT….ADVERTISE

• Put a note in your Important News section of the website

• Hang signs in your office• Hand out or mail out flyers• Set up voice recordings on voice mail system that they

can access data or e-File online• Notify your local TV stations• Notify your local newspapers• Use social media

CLIENT SET-UP

Click Administration Login on the page footer

Login to Admin Pages

Select e-File Config from the left-hand side menu options

CLIENT SET-UP CONT’De-File Configuration Settings

NOW, IT’S THE PROPERTY OWNER’S TURNTwo ways to file

Click on the e-File Personal Property Button on home page

OR….Search for their account

Filing Status only lets them fileif the account is Inactive anddoes not have a Hold\DeleteStatus

Search options can be turned on or off

e-File Instructions\Disclaimer

e-File Login

DECISIONS TO MAKE..Correct Account?Does it need edits?

Safeguards in place sothat only the property owner is able to log into their account

No, takes user to home page

Same As Last Year

Need to Add, Edit or Delete Items

YES, AND NO CHANGES ARE NEEDEDSame As Last Year…we need contact information

Required (one or the other, both or neither)

Pressing Save will take property owner to Signature Page

Phone Number and/or Email will prepopulate if the data already exists in the Personal Property data

YES, AND EDITS ARE NEEDEDAccount needed edits

UPDATE PERSONAL INFORMATIONEdit/Add Situs Address?Edit/Add Mailing Address?

Items to note:• Fields will be pre-populated with data, if there is data already

in Personal Property • There is no address verification done on website, this will need

to be done on the Personal Property side

ADDITIONAL PERSONAL INFORMATIONPhone and Email Address (these are format checked)

One or the Other RequiredBoth RequiredNeither Required

City Limits? (Optional field, if enabled it is required)Moved within the last year? (Optional field)

Date MovedOwn Real Estate? (Optional field, if enabled it is required)Built any Buildings in XXXX?(Optional field, if enabled it is required)

Built any Buildings in XXXX Option includes the additional questions listed immediately below it

NEED TO DELETE AN ITEM?

Click Delete

Accidentally removed the wrong one? Simply click Undo

NEED TO ADD AN ITEM

ADD DIALOG POPS UP WITH CUSTOM DIALOG BASED ON TYPE SELECTED

Typing in a VIN and pressing Tab key will auto-populate some information if it’s available in the database (Autos, Pickups, SUVs).

1980 & older vehicles will allow the vehicle to be saved even if VIN is not 17 characters1981 & newer vehicles MUST have a 17-character VIN in order to save the vehicle

Option to make VIN required

INFORMATION REQUESTED ON AN ADD (REQUIRED IN GREEN, OPTIONALLY REQUIRED IN YELLOW)

Auto (VIN, Year, Make, Model, Body)Boats (VIN, Year, Make, Type, Length(Feet))Business M&E (Year Acq, Acq Cost, Type, Description)Bus-School (VIN, Year, Make, Model, # of passengers)Camper (VIN, Year, Make, Style, Length(Feet))Farm Machinery (Year, VIN, Type, Make, Model Series, Acq Cost)Grains (Quantity, Crop Type)Livestock (Quantity, Animal Type, Description)Manufactured Home (Quantity, Year, VIN, Make, Model, Width, Length, Add’l Note)Motor (VIN, Year, Make, Model, Horsepower)Motorcycle/ATV (VIN, Year, Make, Model, CCs)Recreational Vehicle (VIN, Year, Make, Model, Length(Feet))Trailers (VIN, Year, Make, Type, Length(Feet))Trucks (not pickups) (VIN, Year, Make, Model, # of Axles, Gross Vehicle Weight (tons))Other (Quantity, Year, VIN, Description, Additional Comments)

CAN NEWLY ADDED ITEMS BE EDITED?• Grains, Livestock, Business M&E, Farm Equipment & Other• Add the missing VIN• If an item has the potential for having a VIN (or requiring a

VIN), it cannot be edited. It must be deleted and re-added

ADD A VIN?Some items may start with a missing VIN because no VIN exists in the Personal Property data currently. Property owners can add their VINs by clicking the “*Add A VIN” link.

*item to note: If they add a VIN, press Save, then need to edit the VIN, they will need to delete and re-add the item. VIN cannot be edited, only added.

HOW DO I EDIT?Some items can be edited (Grains, Livestock, Business M&E, Farm Equipment & Other). These are noted by the Edit button at the end of the row.If an item has the potential for having a VIN (or requiring a VIN), it cannot be edited. It must be deleted and re-added.

AFTER THE DELETES, ADDS AND EDITS ARE DONE

Press Done Editing, this will take property owner to the review page.

Cancel button aborts changes and takes the property owner to the home page

*item to note: Done Editing does NOT submit changes. Property owners still need to review, sign and submit the form.

Submit an Empty Account, why?

REVIEW CHANGES

Type in name and press Submit

Cancel button takes property owner to the “Is this Correct Account?” page

Edits appear in yellow

SUBMIT

Return Home takes property owner to the home page

Opens the submitted report for printing or saving

PDF REPORT

BACK TO THE CLIENT SIDEMAKE SURE USERS HAVE ACCESS TO EFILE QUEUE

eFile Website Queue option is onlyenabled if Website eFile Wizard is checked and eFile Access tab is set up within Utilities | Employee Info

CHECK FOR EFILES - OPTION #1

Log into Personal Property, go to Account Edit

Click the eFile Website Queue, and it will launch thePP Web Browser to the Account Queue Page

CHECK FOR EFILES OPTION #2

Click Administration Login on the page footer

Login to Admin Pages

Select e‐File Account Queue from the left‐hand side menu options

e-File Queue Full Admin vs e-File Admin Only

WHAT CLASS OF PROPERTY TO WORK ON?Counts to indicate how many on each tab

INCOMPLETES??….SEARCH FOR THEM & POSSIBLY CONTACT PROPERTY OWNERS

Main reason for incompletes, the property owner closes the Internet Browser before signing the form.

IMPORT USING PERSONAL PROPERTY

BRAD’S TABS, HE SETS THESE UP FOR YOU

LEAVE TEST PROCESS CHECKEDPRESS PROCESS

AS TEST MODE PROCESSES, SCREEN CHANGES TO THIS. THIS SIMPLY MEANS IT’S CONNECTING AND

DOWNLOADING THE DATA

WARNINGS AT THE END OF THE PROCESS?

Errors - Missing Accounts:This indicates accounts that were likely deleted from or no longer exist in the Personal Property database

Warnings – Skipped:This indicates accounts where the current personal property account status is either on hold/delete, or already set to Active Complete or Active Returned

Press Yes to generate log to screen for saving or printing. It’s recommended to review these parcels before unchecking test mode

THE WARNING AND ERROR LOG

Abbreviations:D/H? – Delete/Hold StatusRF – Reporting FormP# - Phone NumbereM – Email Address

DOCUMENT PROCESSOR TEST IMPORT PROMPT

Press Process

Enter a CommentPress OK

DOCUMENT PROCESSOR TEST IMPORT COMPLETE

Press OK

Review the Warning, if anyPress OK

DOCUMENT PROCESSOR LOG

If there are Warnings,Press Yes to preview these warnings on screen.

Typical Warnings:• Account Not Found• Already Form for this Year

CLOSE DOCUMENT PROCESSOR TEST MODE

Press OK and close EfileWizard, go into Account Edit and clean up errors, if needed

AFTER WARNING CLEAN-UP IS COMPLETE

Uncheck Test ProcessThen Press Process

TIME TO ACTUALLY RUN THE IMPORT

IMPORT BEHAVES SIMILAR TO TEST MODE

If warnings were not cleaned up,the warning dialog will appearPress No

DOCUMENT PROCESSOR WILL APPEAR

Press Process

Enter in CommentPress OK

NOTE: Efile is automatically tacked onto description, no need to type it in comment

DOCUMENT PROCESSOR COMPLETES

Press OK

If warnings were not cleaned up in test mode, then you will get prompted again with same messages.Press OK thenPress No

CLOSE THE DOCUMENT PROCESSOR

PROCESS COMPLETE DIALOG, PRESS OK

ACCOUNTS TAB

This tab lists the accounts, whether they were updated, and what imported during the update.The legend explains the various abbreviations.

ADDRESS CHANGES TAB

Item to Note: Address Change tab, simply lets you see what the property owner entered in as a change. Address changes do NOT import, nor do they compare to Personal Property.They do not import ,because they could require the tax district to change, or the person may now be out of county and filed in wrong county.

REPORTING FORMS TAB

This tab is more or less a processing tab, to which most users will not need to refer.

PRINT EDIT LIST LOG

The print edit list gives your staff a list of all the accounts the import set to Active Returned. These accounts are the ones that need to be worked up by the office staff.

PRINT ADDRS LIST LOG

The print address list gives your staff a list of all the accounts where the property owner submitted an address change. These are accounts your staff will want to review to find out if they moved out of county, moved to a new taxing district or if they simply fixed their address.

PRINT ERROR(S) LOG

The print error(s) list gives your staff a list of accounts that did not import due to an ‘error’ such as account not found, account on hold/delete or account already set active.

PRINT ALL LOG

The print all list gives your staff all the accounts affected by the process, including accounts set to Active Complete and Active Returned. It will also generate the Address List and Error List.

VISUAL INDICATORS IN PERSONAL PROPERTY THAT ACCOUNT WAS EFILED

DUAL MONITORS…USE THEM TO YOUR ADVANTAGE

Personal Property on one monitorPersonal Property Detached Image Viewer on the other monitor

OR…..Personal Property on one monitorWebsite on the other monitor

IF USING THE WEBSITE, NOT THE DETACHED VIEWER

Items to note:• Keep, edits are not complete: This allows the staff to be in the middle of

working up an account; they can save the account in Personal Property and come back later to finish working it up.

• Finished, edits are complete: This allows the staff to mark the website that this account has been worked up. Keep in mind if you work up the account before the import, the form will not get attached, because marking this finished tells the website the entire account is finished, including attaching the reporting form.

• Unlock and Delete: This allows the staff to unlock and delete an account from the eFile queue so a property owner can re-file online, if needed.

• View Submitted Form: This opens the PDF version of the Reporting Form.

CLEARING THE ACCOUNT QUEUE

Two ways to clear account queue

First way: Manually do it by marking the account Finished, edits are complete. This requires touching each account online and marking it finished.

Second way: Have us set up the Auto Clear Queue. This will clear the queue after a website update when the account status in personal property no longer matches the account status at the time of eFiling. Keep in mind, if you are using the website to do your work-ups this could clear them from the queue before you finish your work-ups.

WEBSITE UPDATE

As long as you have Personal Property Website Update set as a scheduled task, the Personal Property Website will update daily per the time set in the scheduled task.

This means the account status and account edits should appear within 1 to 2 days of when the edit was made in Personal Property.

AT CLOSING OF E-FILE

eFile can be left on ALMOST all year. eFile needs to be turned off for a short time, in order for the website to know to stop filing for this year and to set up a new session for the new year.

The eFile closes automatically on the date listed in the eFile Configuration.

ANY QUESTIONS?FOR PRICES\DEMO, CONTACT

Brad Miller at brad@camavision.comScott Johnson at scott@camavision.com Joel Zitterich at joelz@camavision.comJennie Willis at jenniew@camavision.com

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