S.B.O.A. Approval Instructions

Steps to Setup Automated Tax Warrant System and Cash Book Forms after State Board of Accounts Approval

You will have to setup all forms your county is using after your county has received approval from the State Board of Accounts for the forms output from the Automated Tax Warrant System and the Cash Book. Typically the State Board of Accounts will send you an approval letter stating which forms have been approved by them for your county. Item 9 on this approval letter will state something to the effect of:

• “Approved by State Board of Accounts for ???????? County, 200x” shall be printed on each approved form furnished by a printing supplier.
• ???????? will be your county name.
• X will be a digit, typically ‘5’ for the year the form was approved (2005).

The rest of this document will refer to Approved by State Board of Accounts for ???????? County, 200x as ‘the SboA Approved Phrase’.

The following instructions will explain how to set the forms up with the State Board of Accounts approval line. Please note, your county may not have received approval for all forms listed here. Disregard the items not listed in the Forms: section of the first page of the approval letter.

The form items submitted for approval on your behalf might be any combination of the following:

1. Sheriff’s Receipt
2. User Receipt
3. Copy of a Sheriff’s Receipt
4. Three to a page historical Sheriff’s Receipt Printout
5. Location Deposit Verification
6. Location Deposit Slip
7. Deposit Verification
8. Deposit Slip
9. Sheriff’s Check Register
10. Sheriff’s Check on stock
11. Three to a page historical Sheriff’s Check Printout
12. Sheriff’s Cash Book report

• Start the ATWS software.
• Log in (if required)
  
•  The above form will be referenced in this document as the “3 Button Menu“.
• Once to the 3 button menu Click the “Cash Book” button
• Click the Setup Menu item
  
• Click Main Setup Form menu item
  
• This form will be referred to in this document as “Setup Cashbook and Receipt Form“
  

1.) Sheriff’s Receipt

• Click “Receipt Setup” from the “Setup Cashbook and Receipt Form”
• Type the SboA Approved Phrase in the State Board of Accounts Left String box.
  
• Click “Accept” to continue.

2.) User Receipt

• Return to the “3 Button Menu”.
• Click the “Automated Tax Warrant System” button.
• Click the Maintenance Menu
  
• Click the View Site Standards menu item
• Enter your password
• Then Click on the Configuration tab
• At the bottom are three sections:
  
  Type the the SboA Approved Phrase into Temp Receipt Left Header.

3.) Copy of a Sheriff’s Receipt

• This is configured when you configure the Sheriff’s Receipt in Step 1 above.

4.) Three to a page historical Sheriff’s Receipt Printout

• This is configured when you configure the Sheriff’s Receipt in Step 1 above.

5.) Location Deposit Verification

• Exit out of everything until you get to the three button main menu.
• Once to the “3 button menu”, click the “Cash Book” button
• Click the Setup menu item
  
• Click Main Setup Form menu item
  
• Click “Deposit Report Setup” button from the “Setup Cashbook and Receipt Form” screen.
• Click the buttons at the lower left until you reach the ACTIVE setup
  
• Type the SboA Approved Phrase into Left Header:

6.) Location Deposit Slip

• This is configured in step 5 above

7.) Deposit Verification

• This is configured in step 5 above

8.) Deposit Slip

• This is configured in step 5 above

9.) Sheriff’s Check Register

• Get to the “Setup Cashbook and Receipt Form” screen
  
• Click the “Check Writer Setup” button
• Type the SboA Approved Phrase into Register Top Left String:
  

10.) Sheriff’s Check on stock

• Click the “Edit/New” button on the Check Writer System Setup screen
• If the form is greyed out, click the  button to add a new configuration.
  
• Enter a Description. This must be a unique description. Make a note of what the description is.
  
• Fill this form out and type the SboA Approved Phrase into Check Top Left String:
• Click the “Print Sample Check” button to print a sample check and review.
• When you are done and want to save changes, click the “Done” button.
• The following form will open:
  
• Type the Description into the “Check Format to Use:” box.

11.) Three to a page historical Sheriff’s Check Printout

• Configured with Step 10 above.

12.) Sheriff’s Cash Book report

• Go back to the  “Setup Cashbook and Receipt Form” screen:
• Click the “Cash Book Report Setup” button.
• You will see the following screen:
  
• Click the configuration down arrow  and select the last number.
• Type the SboA Approved Phrase into Upper Left Text: