Settlement instructions


1.  Search for PIDN

2.  Right Click, select Settlement.

3.  Settlement process begins; Select how you want to settle by date range or by tax year.




Most people should settle by tax year so it grabs all eligible transactions from the
customer history with that matching tax year field.


1.     4.  The system will display the settlement action screen starting tab.  It will display all the charges 

that      match the tax year or date due range you selected in step 1.



1.    5.  You can highlight individual lines using your control button if you only want select lines then 

click    USE SELECTED FOR SETTLEMENT.  If you want to include all the lines in  your settlement 

click    USE ALL FOR SETTLEMENT

*By default the system excludes penalty and interest amounts paid on charges you are settling against. If you WANT to include penalty and interest then remove the check mark form the box BEFORE you click the USE FOR SETTLEMENT action.



6.  The SELECTED form is eash to use but you must do things in order.



17.  7.  First, on the right decide if you are settling by EARNINGS or by PAYMENT amounts only.  Settle by earnings will use your tax rates and calculate what total should have been paid based upon the final earnings you type in compared with what the customer submitted during the year. Settle by Amount Due allows you to type in the final amount due and the system will compare the number you type in against all the payment amounts during that period and display the difference.

8.8. 8.  SETTLE BY EARNING – If you use this method, enter the values from the customers reconciliation form.  The field titled Final Settlement Earnings is the amount that is calculated against.  With the values entered, click the SETTLE BY EARNINGS CALCULATION.  The text area to the left will begin to fill in with information as to the results.  At the bottom it will tell you if they owe money or are due a credit/refund. 

          a. IF THE RESULT IS A CREDIT/REFUND – Below the text area place a check mark in CREDIT or REFUND depending upon what you want the system to do.              Then Push RECORD SETTLEMENT and it is final.  The system will display the normal gl number box for you to select the type of credit or refund and you                  are done.  Next you would process their refund or take action on the credit balance.b. IF THE RESULT IS A BALANCE DUE THEY OWE YOU – Fill out the             b..DATE FIELDS in the bottom right because the system is about to add a NEW charge line to their charge history for the tran codes you are settling and it will                use the dates you put into the date fields now.  After you enter the dates and tax year, then push the RECORD SETTLEMENT button.  The system will add                new charge to that PIDN.  Then you would go to your miscellaneous style invoice in the reports menu.  Type in that PIDN and generate a bill to mail that                      company/individual.  (If you have custom settlement forms then your final action would be in your custom reports area).


  9. SETTLE BY AMOUNT DUE - If you use this method, enter the payment value from the customers reconciliation form in the FINAL AMOUNT DUE field.

a. OPTIONAL FIELDS –

                          i. RATE – Type in your tax rate and the system will multiply their earnings against this rate and display it for informational purposes. 

                          ii. TAX ENT in combination with the GATHER TAX WITHHOLDING(WH) for EIN – Enter your tax entity number and push the link and this function will scan the w2 table and add up all the income tax entries associated with that Entity number and return that value for you for informational purposes. 

b. SETTLE AMOUNT – After you have entered the settle amount and/or gathered your W2 info push the SETTLE AMOUNT button and the system will fill in the text area to the left with the results.

c.  IF THE RESULT IS A CREDIT/REFUND – Below the text area place a check mark in CREDIT or REFUND depending upon what you want the system to do. Then Push RECORD SETTLEMENT and it is final.  The system will display the normal gl number box for you to select the type of credit or refund and you are done.  Next you would process their refund or take action on the credit balance.

                   d. IF THE RESULT IS A BALANCE DUE THEY OWE YOU – Fill out the DATE FIELDS in the bottom right because the system is about to add a NEW                            charge line to their charge history for the tran codes you are settling and it will use the dates you put into the date fields now.  After you enter the dates                        and tax year, then push the RECORD SETTLEMENT button.  The system will add a new charge to that PIDN.  Then you would go to your                                           miscellaneous style invoice in the reports menu.  Type in that PIDN and generate a bill to mail that company/individual.  (If you have custom settlement                         forms then your final action would be in your custom reports area).


  10.   If you have custom forms that you generate regardless of the action above, you can run these now.  The actions above place settlement data in two tables;                Recon_Header and Recon_detail.

a. Recon_Header – This table contains the summary information for every settlement you have done.

b. Recon_detail – This table contains the detail of every line item (charge line) that was part of the reconciliation.

2. S  11.  Settlement reports – On your report menu, settlement reports look at the 2 tables in step 10.  Many of the custom settlement letters are done by settlement date          so you can print a batch of letters not one at a time.

3. V  12. View Settlement History on a PIDN.  On the right click menu, when you click SETTLEMENT and the first settlement form is displayed, at the bottom is a link to            show you settlement history.  It is titled VIEW.



*NO NOTE – The settlement process is very step specific so if you mess up a step, you normally have to start from the beginning to avoid an error message.  Common example would be pushing the Settle by Amount button and you don’t like what was displayed in the text area.  You would need to close that screen and re-gather the line items to settle so the system can reset itself.







1.