Customer Service Glossary

🟢 Audience: Training
 

Quick Summary:

“A reference guide for Customer Support and Clerk Staff. This glossary defines common terms, software names, and internal processes used by SMLLC and county offices.”

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🔹 Terms and Definitions (Alphabetical)

Term	Definition
75/25 (population over 70k)	Counties use fee pooling; funds go to the state, which reimburses the county via purchase orders.
Adval (Ad Valorem Tax)	Tax collected by the motor vehicle department (MoTax).
AVIS	Automated Vehicle Identification System; state motor vehicle software containing title and registration data used for property tax rolls.
Azure DevOps	Ticketing and development tracking system used by the Software team.
Batch	A holding area for images that deputies must verify.
Book	Physical book and page where documents are printed and stored.
Bookkeeper	Accountant for the office.
Cash Receipts	Accounting component in CCLIX that tracks fees.
CCLIX	Recording system for indexing land records, liens, and marriage licenses.
CCLIX Instrument	Indexed record with instrument number, type, book/page, and parties; often includes an image.
CCLIX Type Code	Determines the book and page a document is recorded in; grouped under master codes (e.g., DEED, EASE).
Charge Account	System in POSTS R to charge customers and track balances.
Chattel	Another term for Title Lien Statements (TLS).
Check Orders	Checks ordered through SMLLC; outsourced to KY-Orders.
Crystal Reports	Reporting software used in all SMLLC applications.
[e-mail]	SMLLC support email address.
Deed	Legal document showing ownership or rights over property.
Delinquent Taxes	Taxes owed past deadlines; may result in liens or wage garnishment.
DTAX	System for managing delinquent tax information and bills.
Differential	Backup method that copies only changed data since the last full backup.
Dymo	Label printer used with POSTS R or CCLIX for required validation stickers.
eCCLIX	Public web portal for searching records, securities, wills, and delinquent tax information.
Epson	Receipt printer supported by SMLLC; can validate checks and print receipts.
Epson Ribbons	Ink cartridges for Epson receipt printers.
eRecording	Service to submit documents electronically to county clerks.
Fee Pooling County	Clerk remits funds to fiscal court monthly; expenses are paid by fiscal court.
Franchise Billing	Software for franchise tax calculation; exports totals to the sheriff.
GL (General Ledger)	Financial report showing income in POSTS R.
Grantee	Individual receiving rights or property in a transaction.
Grantor	Individual or entity transferring rights or property.
HP Universal	Versatile printer driver compatible with multiple devices.
Instrument	Any recorded document (book or electronic); contains parties, book/page, and metadata.
Ithaca	Legacy receipt printer no longer supported; replaced by Epson.
KAVIS	Replacement for AVIS; statewide motor vehicle system.
KAVIS Archive	Repository for historical lien information for all counties.
KVM	Hardware switch to toggle a monitor/keyboard between two PCs.
KYDTAX	SMLLC-hosted delinquent tax list site for counties (updates hourly).
Land Records	Legal documents pertaining to property (deeds, liens, mortgages, plats).
Microfilm	Image storage medium for long-term archival.
Node	State identifier linked to a state IP, used to access AVIS.
Party	A person/entity in a document (buyer, seller, lender, etc.).
Payables	Accounts payable software for clerk offices.
POA (Payment on Account)	Accounting term used in POSTS R.
PODDS	State application for scanning/storing motor vehicle documentation.
POSTS Payables	Tracks office expenditures, banking info, and financial reports.
POSTS Receivables	Point-of-sale system for transactions and customer accounts.
POSTS Type Code	Item type setup for allocation of funds; links to CCLIX codes.
PVA	Property Valuation Administrator; responsible for property assessments.
PVA App	Campbell County’s property valuation system (web-based).
Receipt Paper	Two-ply paper for Epson receipt printers.
Recorder	Clerk’s office staff member responsible for recording official documents.
Red Car	Legacy motor vehicle database prior to KAVIS.
Security	AKA chattel or TLS; liens on vehicles recorded in AVIS and CCLIX.
Sheriff App	Campbell County’s property tax collection system (web-based).
Tangible Bill	Tax bill for personal property (not real estate); appears in DTAX.
TLS (Title Lien Statement)	Legal document recording vehicle liens.
Type Code	Label or abbreviation linked to document type.
Type Code Grouping	Master group of related codes (e.g., MTG, REL).
Usage	Vehicle tax collected by motor vehicle department.
Validation	Timestamps applied when documents are recorded.
VRS	State voter registration system.
Zendesk	Ticketing platform used by Operations and Customer Service.