FTB-COD

FTB-COD- Franchise Tax Board/Court Ordered Debt

FTB works similarly to an OCA (Outside Collection Agency). Debtors are sent to FTB when they have outstanding collections that will no longer be pursued by your agency. The FTB/COD module will help expedite the process of sorting debtors to send to FTB.

FTB requires certain fields and information are included in the report they receive and this module will create the report in the proper format.

This is a several step process:

  • Set up FTB/COD as an Outside Collection Agency
  • Define FTB/COD Setup
  • Referral Map Setup
  • Manual Forwarding
  • Blocking an Account from FTB/COD Submission
  • Unblocking and Account from FTB/COD Submission
  • Creating the Referral File
  • Determining whether and account is forwarded or not
  • Processing a file you receive back from FTB
  • View FTB/COD History

 

Set Up FTB/COD as an Outside Collection Agency

Step 1: Navigate to Administration-->Forwarding-->Define Outside Collection Agencies

Step 2: Click the “+” button to add a new OCA called FTB or FTBCOD

Step 3: Add contact information for FTBCOD, if applicable.

Step 4: Check the “FTB/COD?” box at the top of the screen:

NOTE: You may only have one OCA designated as FTB/COD.

This option will be grayed out for all other OCA’s once it is checked.

Step 5: Click the “Save Changes” button to save the new setup.

 

Define FTB/COD Setup

Define FTB settings and what criteria will automatically set an account to be sent to FTB.

 

Step 1: Navigate to Administration-->Account-->FTB/COD Setup-->FTB/COD Setup

Step 2: Setup File Options

Check the “Send one record per debtor?” box to send all accounts being forwarded to FTB for the same debtor in one record

Select the FTBCOD Referral file map

Enter your County code  which is provided to you by FTB

Enter your Court Office code which is provided to you by FTB

Enter your Client ID,which is provided to you by FTB to identify where your cases come from, in the field and click the “+” button to add it. Repeat this process if you have more than one Client ID.

These Client IDs will be associated with all eligible Account Types later during the setup process.

 

Step 3: Setup Auto Forward Options if you would like to automatically forward debtors to FTB based on specific criteria. This will cause Revenue Results to automatically place debtors that meet the criteria into the FTB queue.

  • In the Account types to include box, highlight those account types that you would like to send to FTB
  • In the Account statuses to include box, highlight the Account statuses that you would like to send to FTB
  • Enter the Minimum Delinquency days required to forward to FTB based on Entry date or Assessment date
  • Enter the Minimum Balance to be automatically forwarded to FTB
  • Click the “Save Changes” button when done

Step 4: Navigate to Administration-->Account-->Define Account Types

Step 5: Highlight the first eligible Account Type and select the appropriate Client ID from the drop down box.

Step 6: Repeat this process for each eligible Account Type.

Step 7: Click the “Save Changes” button when done.

 

Referral Map Setup

This module comes with a pre-defined default Referral Map called FTBCOD which is defined by the State of California Franchise Tax Board. While the map is pre-defined you must designate the values to be sent for a few fields.

Step 1: Navigate to Administration-->Account-->FTB/COD Setup-->Referral Maps

The FTB/COD Define Referral Maps window displays:

The Fields column displays the fields that are included in the FTB file

The DB Field column will display the Database field if applicable

The Literal column will display a value if that field is a literal value rather than a DB Field.

Step 2: Enter the Service Provider ID - 90003 in the Literal Value column by clicking in it and typing. 

Step 3: Select the field to use as the Client Case Number, which is the Account/Case identifier, from the drop down box in the DB Field column. Most often the AccountRef1 field is used.

Step 4: Select the field to use as the Client Participant ID, which is the Debtor identifier, from the drop down box in the DB Field column. Most often the Debtor Number field is used.

Step 5: Click the “Save Changes” button when done.



 

Manual Forwarding

You may manually forward accounts to FTB through the standard Forwarding options.

Step 1: Have the Debtor or Account that you would like to forward to FTB active

Step 2: Navigate to Operations-->Forwarding-->Forward Account(s) to an OCA…

Step 3: Select FTBCOD as the OCA and confirm that the “Include as a new referral in the next referral file” is checked.

Step 4: Choose which accounts you would like to forward to FTB by checking the box 

Step 5: Click the “Forward” button

Step 6: Respond affirmatively to the “Confirm Forward to OCA” prompt

NOTE: The account(s) selected must meet your specified FTB COD criteria or you will get an error message.



 

Blocking an Account from FTB/COD Submission

You have the ability to block any account on your system from being submitted even when it meets all criteria to be sent.

Step 1: Bring up the Account you would like to block and have that Account Folder active

Step 2: Navigate to Operations-->Account-->FTB/COD Block…

Step 3: Check the box and click the “Save” button to confirm the block

Step 4: Confirm that the account has been blocked by checking the Forward Status Tab.

 

Unblocking an Account from FTB/COD Submission

You also have the ability to unblock an account so that it is once again eligible for FTB/COD Submission.

Step 1: Bring up the Account you would like to unblock and have the Account Folder active

Step 2: To unblock the account, navigate to Operations-->Account-->FTB/COD Block…

Step 3: Uncheck the box and click the “Save” button to confirm the unblock action.

Step 4: Confirm that the account has been unblocked by checking the Forward Status Tab.

 

Creating the Referral File

This option will officially create and save the file with the debtors that meet the criteria you have setup.

Step 1: Navigate to Operations-->FTB/COD-->Create FTB/COD Referral File

Step 2: Select the Output folder by clicking the ellipsis  to browse to the desired folder.

Step 3: Enter a Filename.

Step 4: The Statistics section displays details on the records that will be included in this file.

  • Number of New records that will be included in the file
  • Number of Revised records that you have previously sent to FTB
  • Number of withdrawn records processed back from FTB
  • Total $ amount to be forwarded

Step 5: When the file has been created you will see a message box confirming this has completed. This will tell you the location of the file, # or records sent, and principle of records sent.

Step 6: Send your Referral file to your contact at FTB.



 

Determining whether an account is forwarded or not

Debtor folder
At the bottom of the Debtor folder on the Main Information tab check the “Forwarded” column for a Yes in the Accounts List.

Debtor notes
The debtor notes will show when an account has been placed in the Forward Queue, and when it has been Forwarded to the OCA. In this case FTB/COD.

Account folder
There is a Forward Status Tab on the Account folder which displays specific details about the forwarded account.

Account notes
The account notes will show when an account has been placed in the Forward Queue, and when it has been Forwarded to the OCA. In this case FTB/COD.

 

Processing a file you receive back from FTB

This option will locate a file saved to your computer that you have received back from FTB. It will process the information received into debtor and account information.

Step 1: Navigate to Operations--> FTB/COD -->Process FTB/COD Action File orProcess FTB/COD Payment File

Step 2: Browse to the location of the folder on your computer.

Step 3: Click the “Process” button to proceed. 

 

View FTB/COD File History

Step 1: Navigate to Operations-->FTB/COD-->View FTB/COD File History…

Step 2: Click on the appropriate tab to view the history for each file type.

Main Support Line:

          
All Support Team Members (866) 684-7387 RR_Support@revq.com
Chris Stickney (Support) Ext. 5673 Chris.Stickney@revq.com
Angel Davis (Support) Ext. 5756 Angel.Davis@revq.com
Kellie Mendenhall (Trainer)   Ext. 5676 Kellie.Mendenhall@revq.com
Aaron Burge (Installation) Ext. 5710 Aaron.Burge@revq.com

 

Mailing Address

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Vancouver, WA 98662