Client Software

The North Carolina Debt Setoff Clearinghouse is proud to offer FREE software to assist in the collection of delinquent debts to local governments. The software includes free, unlimited support. While the software is optional, it should be considered as a beneficial method to ensure that debts are submitted in the correct manner as opposed to the alternates, ASCII and Excel, which has a higher potential for debts being rejected.  Many local governments don't have an Information Technology staff or third-party vendor to create a debt setoff submission file.  This software makes it easy for any one to enter debtors and debts to the Clearinghouse.

Recommended for:

  • Number of Debts: 50 or more*
  • Number of Departments: 1 or more
  • Departments with Different Types of file formats for Import, either ASCII and/or Excel
  • Third-party vendors submitting all debts or just one or more departments

* for 50 debts or less the Clearinghouse can handle all data entry, notification letter generation and setoff report

Not Recommended for:

  • Number of Debts: 49 or less*
  • Operating Systems other than earlier versions than Windows 10
  • Multi-users without a file server#

* allowing the Clearinghouse to provide data entry services may be better alternative# Possible to use a workstation as the SQL server and accessible during work hours for other users

Latest Software Version: 2023.01

Over the past five years we have converted more than 260 local governments to our upgraded client software.

As of February 2023: 353 - Counties (85), County Agencies (23), Municipalities (236), Housing Authorities (9)

Debtors

  • Security - only see debtors in department(s) authorized
  • Security - modify or view only restrictions
  • Additional editing to reduce errors before sending to the Clearinghouse
  • Ability to delete a debt and a debtor
  • Sum ALL debts button
  • Automatically calculate an Expiration Date three years from Compliance Date (can be overridden)
  • View separate history of debt transactions and setoffs
  • Quick view - scroll through all debtors, sort by name, account number, department/account, debt amount, setoff amount, account code/department and go to selected debtor

Reports

  • Security - only see debtors in department(s) authorized
  • Twelve different reports
  • All reports appear on the screen and printing is optional
  • Zoom from 10% to 500%
  • View 1-6 pages at once
  • Go to specific page number
  • Selective by Department/Account codes
  • Selective masking of SSNs: full SSN, last four SSN or no SSN
  • Address exceptions - discrepancies from Department of Revenue with ability to automatically update the address

Letters

  • Print letters from the software, not an external merge
  • Print letters for all or specific department(s)
  • Several print options: All Debtors; New or Updated; New Only or just one debtor
  • Print one letter per debt or sum debts into one letter
  • Print a few test letters before printing all to test letterhead and layout
  • Once printed, ability to mark as printed so will not print those debtor(s)again unless desired
  • Create PDF to save as proof of due process

Tools

  • Department codes - assign Department/Account codes such as Tax, Utilities, EMS, Health, etc. for reporting, letters and security
  • Security - set up users with modify or view only and for specific department/account codes

Imports/Exports

  • Exports - create Excel files or ASCII of all debtors, debtors for particular department/account code
  • Import new debts and/or update existing debt amounts. Even purge and reload all debts or just one department
  • Two file options for importing:
    1. Excel file, required layout
    2. ASCII file from your I.T. staff or third-party administrator

Database Utilities/CLEAN-UP

  • Change SSN
  • Change selected or all Compliance Dates
  • Change selected or all Expiration Dates
  • Change abbreviated City name to full name
  • Create departments/account codes from account number prefixes
  • Remove $0.00 debts (all or just those not setoff)
  • Remove debts less than $50.00 (all or just those not setoff)
  • Remove expired debts (all or just those not setoff)

Other

  • Access secure folder - download any file - such as Import Status report, Expired Debts report, Rejected SSN report
  • Access secure folder - upload any file - such as an ASCII or Excel file to add or combine
  • The above two options eliminate the need to sign-on the secure website via an Internet browser

Documentation

Technical Specifications

  • Licensing: there are no licensing agreements, all software is at no cost and number of users is only limited by the SQL database version
  • Language: Microsoft.NET
  • Database: SQL Express, SQL Server: 2016 - 2019
  • Note: if using the Microsoft SQL, review the technical specifications
    • Workstation Operating Systems: Windows 10 or newer
    • Workstation RAM: 1 GB minimum
    • Configurations: Network or single workstation
    • Workstations .NET Framework: 4.7 or later
    • Third-party licensed software to be installed by Clearinghouse: 1) PDFCreator (creates PDF files); 2) DMZAPI (file transfer)
    • Encryption: AES 256 for all occurrences of Social Security Numbers, User names, Passwords and Url
    • Passwords: minimum 12 character strong smart passwords required

Requirement for Upgrade