Court Records Guide

1. File Maintenance - Court Maintenance

All entries are date sensitive. Enter court date and hit tab, select type of incident (traffic, criminal), tab through docket number to bring up. At the name field you will always hit your down arrow key to acquire list of defendants on file and choose defendant from list or if new defendant (last suffix, first middle) and tab through remaining fields. You may enter all information (general, appearance, ticket, charge) information and then save.

The search option on this screen will give you a listing of docket numbers already on file only, this will not bring up the defendant list.

2. Court Listing

Enter date of court you wish to print list for. Enter number of copies needed. Click on type of docket and order of docket. You may click on both traffic and criminal for type to get complete docket for date desired.

3. Court Session Entry

Enter date of court and then enter docket number (you may also use search) when you tab it will bring up the docket number for court session entry. Enter the plea, if continued click on Continued and enter the new court date, if not continued enter disposition and any comments needed. You may save at this time.

If any witnesses need to be added, click on the appearance tab and enter information then save. If the bond amount was changed by the judge or if you need to enter any additional assessments click on the charge tab and make necessary corrections then save.

* Important Note: Only after court session has been done and the docket number has been adjudicated will the system see this defendant has owing money.

4. Fine Collections

Enter docket number (or you may search) and then docket information will come up. Enter receipt number and item number (this is used when receipt is used for more than one docket number). Enter the date of the receipt (the date will always default to system date). If receipt is paid by someone other than defendant change the name in Paid By. Enter type of receipt and the amount paid. The system will automatically bring up the new amount owed which you may change if paying a different amount (if this is a payment then you must enter as a credit (negative amount)). If you wish to print a receipt click on the printer and print, otherwise save.

After you have entered all collections desired, you will need to click on the report (looks like two sheets of paper) button and tell it to print the journal. The system will then ask if report printed (yes or no). If report is correct, then click yes to update and if not click on no to go back to search - receipts click on receipt that is incorrect to bring up delete this receipt and reenter correctly. Then print report again and update if correct.

* Important Note: The system will not show payments on accounts until entered and updated. Collections may be entered at any time.

5. Inquiry / Reports - Print Docket

Enter court date to print, then tab and click on printer to print.

6. Notices - Late Notices

Enter due date for notices and tab. If you are printing for a select docket number then enter docket number, otherwise leave blank to print all. Click on Build Late Notice File and click on save. This will build a file for new notices. Next, click on Print Late Notice List and click on print, for the list of notices that will be printed. Once you have viewed the list, click on Print Late Notices and click on printer to send to the printer.

7. Notices - Fail to Appear Notices

Enter due date for notices and tab. If you are printing for a select docket number then enter docket number, otherwise leave blank to print all. Next, click on Build Fail to Appear Notice File and click on save. This will build file for new notices. Then, click on Print Fail to Appear Notice List and click on print to print list of notices that will be printed. Then, click on Print Fail to Appear Notices and click on printer to print these notices.

8. Monthly Reports

Assessment Report - This report gives you the information on the dollar amount of the assessments to be paid to the state. The assessments will not show on this report until the fine is paid in full.

Receipt Report - This report gives you a list of all receipts entered for the month desired.

Ageing Report - This report gives you all accounts with balances and the age of that balance.

Fail to Respond Report - This report gives you a list and form for accounts that have failed to respond to late notices and fail to appear notices.

Reconciliation - This report gives information on beginning balance, the amount that has been adjudicated for the month, monies collected and adjustment amounts and a ending balance.

9. Other Options

:: Warrant Processing - Warrant Entry, Warrant Listing

Hit the tab and then you will get a message box saying "Account not on file - do you wish to add?" click on yes to get to the next warrant number. Then hit the down arrow key to get a list of defendants, double click on the defendant and the general information on that defendant will appear (make any changes necessary).

Next, click on the Warrant tab and enter warrant information, then click on printer to print and save. If you have several to print, you may make the status "Ready to Print" and then print all after you have completed them.

* Important Note - Once warrant has been issued you must make status "Closed\ to take off the warrant list. When ready to print warrant list click on short or full list and then click on printer.

:: Affidavit Processing - Affidavit Entry, Affidavit Listing

Hit the tab and then you will get a message box saying "Account not on file - do you wish to add?", click on yes to get the affidavit number. Next, hit the down arrow to get a list of defendants, double click on the defendant and the general information on that defendant will appear (make any changes necessary). Then click on the Affidavit tab and enter affidavit information, then click on printer to print and save. If you have several to print, you may make the status "Ready to Print" and then print all after you have completed them.

* Important Note - Once affidavit has been issued you must make status "Closed" to take off the affidavit list. When ready to print affidavit list click on short or full list and then click on printer.

10. Defendant Inquiries and Reports

Defendant / Docket Inquiry - This will give docket and payment information on individual docket numbers. You may print this report by clicking on the printer. To exit this screen you cancel the inquiry by clicking on the red circle with the white X.

Defendant Activity Inquiry - This will give information on all dockets on any defendant.

Court Abstract - This will print a court abstract record for any individual docket number.

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