ENGAGE Support

CONFIGURATION

To access Configuration; from the left navigation panel choose PER CAPITA TAX then CONFIGURATION.             

Once you have set up your Configuration the information will be retained in SMART.  

If a change is needed to your Configuration, return to CONFIGURATION to adjust.

(ALL INFORMATION ABOVE WILL BE VISIBLE ON THE INVOICES CREATED)

FEES and TIMING 

PROCESSING FEE - If your organization charges a processing fee, enter the amount in this field.  By default, the value is $0.00.

FEE DESCRIPTION – This is an editable field to supply a description for the processing fee as applicable.  

DUE DATE OFFSET – Automatically calculates due date based on the invoice date.

CUSTOM MESSAGING 

MESSAGE - Editable field to enter information you wish to be displayed on invoice. 

Example-If your local charges a late fee, you can enter that information here.

PAYMENT OPTION DETAILS 

If you wish to allow ACH payments, check the “Allow ACH” option. 

CHECKS PAYABLE TO – This provides the information needed if organizations choose to pay via check. 

BILLING CAPS

If your organization has “Billing Caps” regarding the number of active members or retired members within a local that can be billed for PCT, they can be configured here.  

To override a Billing Cap for a specific local, choose Overrides. Select the appropriate organizations for override.  (Screen shot below) Once you have chosen the organization(s), click the blue command button USE SELECTED.

REMITTANCE ADDRESS 

PRIMARY ADDRESS - Provide a remittance address or select Use Primary Address to automatically fill in the fields with the organization’s address on file in SMART.  Add any additional information to be displayed on the invoice.

EMAIL DELIVERY 

SENDER E-MAIL ADDRESS – Set up the email address from where invoices will be sent.

SENDER DISPAY NAME – Editable field to customize display name and/or title.  Example: John Doe, Treasurer

E-MAIL SIGNATURE – Editable field to customize signature or include organization logo.

Click the RESET button to delete changes or the SAVE button to record changes.

Organization Logo

To include your organization logo on your invoices, go to My Toolbox then Organization Profile.  Under the Configure tab click on the image icon under Upload your organization’s logo here:

RUN BILLING

To access organization’s Billing, from the left navigation panel choose PER CAPITA TAX then BILLING.

PCT billing for a given month CANNOT be run before the first day of the month.  This is because the PCT billing process uses a snapshot of the membership of the State Association to generate the billing for a given month and those snapshots are not created until the 1st of each month.

To run a new billing, click on RUN NEW BILLING. Verify your organization is listed under the Select an Organization field and select the billing period, then click RUN.

You will receive a notification that the PCT Billing Process has started and an email confirmation once the billing has been generated.

Click on the new billing which is listed as “Unposted” then scroll down the page to view invoice details. You will have the option to POST, RERUN, or ROLLBACK any unposted invoices.  You will not be able to POST, RERUN, or ROLLBACK invoices that have already been posted.  

To select a specific billing, click until line is highlighted in blue.

Set your Invoice Date and the Invoice Due Date then click POST

Select Individual Invoices to view separate invoice information of each billed local. Click on a row and scroll down to view that organization’s billing details including billing rate and member counts (see below).

If you have selected Individual Invoices, scroll down, and select Members Included to view a list of all members included on the invoice.

Select Complete Invoice Details to view a breakdown of billing totals for all organizations including billing rate and member count.

DOWNLOAD PDF INVOICES

After selecting the month, choose the local then click the down arrow under the PDF Invoice column to download the PDF invoice.  

This is an example of what you will see when you download an invoice. The date is the date when the billing was posted. You will also be able to see the rates for different factors such as number of Active Members, processing fees, or any others that you configured in previous steps.  Past due balances will be represented in the “Balance Forward” section. 

DELIVERY

To access DELIVERY, from the left navigation panel choose PER CAPITA TAX then DELIVERY.  

After Billing has been run and posted you need to “Deliver” your invoices.  

There are 2 options for delivering your PCT invoices.  

If you are required to mail your invoices, select the local(s) and use the “RUN TO PRINT” function. You will be presented with a copy of the invoice(s), after verifying information is correct select the “Printed Successfully!” button.  The date that the invoice was printed will be indicated in the Date Printed column.  

If you choose the email option for sending invoices, the person identified as the “Primary Financial Contact” in the Organization Profile will receive their invoice to the email address provided in SMART.  

To assign this “Role” go to Organization Profile, choose the appropriate position/member, and check the box for Primary Financial Contact.

If there is no designation of the “Primary Financial Contact” the system will look for the Treasurer listed in the Organization Profile.  If no Treasurer exists, the system will look for Secretary/Treasurer, then the President to send invoices via email.  If there are no officers or email addresses listed, a printed version of invoice can be sent.  

The system will allow you to resend previous invoices that have already been delivered if required.  

ADJUSTMENTS

To access ADJUSTMENTS; from the left navigation panel choose PER CAPITA TAX then ADJUSTMENTS. 

If an adjustment needs to be made against a previous invoice, the adjustment will apply to the next Per Capita Tax Invoice.  

Record Payment, Refund Payment, or Make Invoice Adjustment (Debit/Credit)

Record Payment

After making your selection, fill in all required fields (indicated by the red asterisks) and click the +ADD button.  Please note which invoice you are recording a payment against by selecting the correct invoice under Transaction History.  

Please Note: You can also record a payment under the “Receive Payment” tab.

Refund Payment

Payments may be partially or fully refunded.  Select a previous payment and if amount remains that can be refunded, choose REFUND PAYMENT.  Then manage each line item with the appropriate amount to be refunded and provide an explanation, then click the REFUND button. 

Make Invoice Adjustment (Debit/Credit)

All adjustments will apply to the next Per Capita Tax Invoice.  After all required fields have been completed click the +ADD button.     

Please Note: You will need to refresh within the page to update information.  

RECEIVE PAYMENT             

To access RECEIVE PAYMENT; from the left navigation panel choose PER CAPITA TAX then RECEIVE PAYMENT. 

Locals under the State Association can remit payment for their PCT invoices via ACH.  To allow this option, navigate to the CONFIGURATION and under PAYMENT OPTION DETAILS, check box to Allow ACH?.  

To record a series of payments received from Locals you can navigate to the RECEIVE PAYMENT section.   

After entering all data to record the payment received, click the blue command button +RECORD PAYMENT.  A new RECEIVE PAYMENT window will appear for you to enter the next payment.  

Please Note: You can record 1 payment for multiple months.  Any payments made for future billing will be applied when those invoices are posted.  

Recording Payments

1. Enter payment details in the fields provided.
2. Click +Record Payment.
3. A new Receive Payment window will appear for the next entry.

? You can record one payment covering multiple months.

Payments made for future billing will automatically apply when those invoices post.

✅ Summary Workflow