Run a Report for All Refundable Bills

A report of bills that have a credit balance that needs to be refunded is needed. 

• Accounts Receivable 
• Property Tax Billing 
• General Billing 
• Detail Receivable by Date (arthrudt)

A report of bills that have a credit balance that needs to be refunded is required for reporting purposes or as a part of the refund process. 

There are many report programs that can be used to obtain such a list of bills. Support recommends the Detail Receivables by Date report as this is the most versatile and can meet almost any need. 

1. Prior to running any kind of large reporting, it is recommended that a Payment Redistribution be run to ensure that the paid amounts are properly distributed on the bills so that the report is accurate. For a guide on how to run a payment redistribution, please see: How to use the Payment Redistribution program
2. Navigate to the Detail Receivables by Date program either by searching or using the following path: Property Revenues > Accounts Receivable > Inquiries and Reports > Detail Receivables by Date 
3. Click Define. 
4. Select Now in the Execute this report field. 
5. Enter the desired Bill year range. Enter the same year in both fields to run the report for a single year (Example: 2023-2023). 
6. Unless a report of specific bill types is needed, leave the Bill type field blank. 
7. Unless a report of bills for specific towns or precincts is needed, leave the Town/prec field blank. 
8. Unless a report for a specific bill run or cycle is needed, leave the Bill run/cycle field blank. 
9. Unless a report for a specific commitment is needed, leave the Commitment field blank. 
10. Select an AR category range 1. Enter the same AR category in both fields to run the report for a single category (Example: 20 (Real Estate) - 20 (Real Estate)).
11. If an additional AR category range is needed, select an AR category range 2. 
12. Unless a report is needed for a specific AR code only, leave the AR code field blank. 
13. Do not enter a Property code range. The values should be left as the default, blank to zzzzzzzzzzzzzzzzzzzzzzzzzzzzzz. Any other entered values will limit the report to bills associated with properties within the entered property code range. 
14. Do not enter a Customer number range. The values should be left as the default, blank to 999999999. Any other entered values will limit the report to bills associated with customers whose customer number is within the entered customer number range. 
15. Do not enter a Billed name range. The values should be left as the default, blank to zzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzz. Any other entered values will limit the report to bills billed to names within the entered billed name range. 
16. Select Entry date range in the Select bills within field and then All dates.
17. Check the box to Include bills in tax lien if bills that have gone to lien or placed in title should be included on the report.  
18. Choose Include printed and unprinted bills. 
19. On the right hand side of the screen in the Bill Balance Criteria section, choose Bill balances based on All Activity.
20. Verify that the box to Include unpaid bills, principal balance range is unchecked. 
21. Verify that the box to Include paid bills is unchecked. 
22. Check the box to Include credit balance bills. 
23. If a report is needed for bills with specific charge codes only, please follow the additional steps here: Run a Detail Receivables by Date Report for Specific Charge Codes
24. If the report should include all bills, regardless of their charge codes, then:  
    1. Verify that the Charge group range is blank. 
    2. Likewise, ensure that the Charge Code Range is blank. 
    3. Make sure the boxes for Include only bills with selected charges and Display only selected charge and/or groups in report are not checked. 
25. Unless a report of bills with specific special conditions is needed, leave the Use special condition restrictions to field blank. If a report of bills with specific special conditions is needed, follow the additional steps here: Run a Detail Receivable by Date Report by Special Condition Codes
26. Leave the box to Exclude unposted activity unchecked. 
27. Check the box to Include fee amounts. 
28. Check the box to Include penalty amounts (includes penalties added to bills already only). 
29. Check the box to Include interest (includes held interest only). 
30. Check the box to Include on-the-fly penalty and interest amounts to calculate interest to a specific date on the report. 
    1. Check the box to Include on-the-fly discount amounts as well if desired. 
31. On the left side of the screen, underneath Activity Date Range select AR effective date range. 
32. Choose an AR effective date range method like Thru today or Specify dates to customize the date range. 
    1. If Specify dates was chosen, enter the date to use for interest calculation on the report. 
33. Leave the box for Exclude record with no activity during period unchecked. 
34. In the Bill Detail Report section select Total unpaid. 
35. Check the box to Print bill summary if a list of the unpaid bills and specific bill information is desired. Leave this box unchecked to generate a report with totals only. 
    1. If Print bill summary was selected, check the boxes for Include customer address, include property location, include charge code detail, and Include GL summary for each bill/charge as desired. 
36. Choose to Sort result by Property code or Customer name.
37. Check the box to Include payment/adjustment detail if desired. 
38. Check the box for Single-spaced to generate a single-spaced report. 
39. If a charge summary is desired on the report, check the box for Print charge summary. 
40. If a GL summary is needed for each charge, check the box to Include GL summary for each charge. 
41. Click Accept. 
42. Click Select. 
43. When all records have been selected, choose an output option for the report from the top ribbon: Print, Display, PDF, Save, or Excel. 

• For all available information regarding the Detail Receivables by Date or Register report, please see: Master Article - Detail Receivables by Date or Register Report
• If additional assistance is required, please contact the appropriate support team based on the category of the bills a report is needed for.