AR – Manage Credited Interest on Refunds

Managing Credited Interest on Refunds

Overview

The following setup can be performed in order to credit the interest, This can be useful if a client was refunded the amount of an overpayment but was not given the interest.
Credited Interest is available for Open Cash Credit (OCH) transactions only.

Documentation

To view or download this information in pdf format, click on the following link:
101-ar-fea-010-CreditedInterest.pdf

Prerequisites

The first step is to create the required A/R Class Codes for Credited Interest or to ensure that they are created. A/R Class Codes for the following transaction types are required:

  • ICR – Interest Credited: The interest on the refund is automatically transferred to this A/R Class Code.
  • OCH – Open Cash Credit: The overpayment is automatically transferred to this A/R Class Code. An A/R Penalty Interest Method is required for this class code.

Creating an A/R Class Code for Credited Interest

You need to create an A/R Class Code for Credited Interest. The transaction type is Interest Credited. No Interest or Penalty method is associated with this A/R Class Code.

To create an A/R Class for Credited Interest:

  1. Launch GNA.
  2. Select Application Configurations > Accounts Receivable > A/R Class.
  3. Click New to create a new A/R Class Code.
  4. Enter a unique set of characters to identify the A/R Class Code in the Code parameter.
  5. Enter descriptions in the Short and Long Description fields.
  6. Select the subsystem from the Subsystem drop-down list.
  7. Select a cycle code from the Cycle drop-down list.
  8. Complete additional parameters as required.
  9. Click Save.

Creating an A/R Class Code for Open Cash Credit

Because Credited Interest is available for Open Cash Credit (OCH) an A/R Class Code for OCH transaction with interest must be created.

Note:Only the standard interest methods can be used. Credited Interest is not available for the custom interest methods.

To create an A/R Class for Credited Interest:

  1. Launch GNA.
  2. Select Application Configurations > Accounts Receivable > A/R Class.
  3. Click New to create a new A/R Class Code.
  4. Enter a unique set of characters to identify the A/R Class Code in the Code parameter.
  5. Enter descriptions in the Short and Long Description fields.
  6. Select the subsystem from the Subsystem drop-down list.
  7. Select a cycle code from the Cycle drop-down list.
  8. Select an interest and penalty method from the Interest / Penalty drop-down list.
  9. Select the A/R Method button to complete the Penalty / Interest parameters.
  10. Enter the amount of interest and the Due Date Method.
    Fields vary according to the method selected.
  11. Click Save on the Interest Penalty window.
  12. Click Save on the A/R Class window.

Creating a Transaction with Credited Interest

Credited Interest is created for over-payments.

The amount of the overpayment is displayed as an Open Cash Credit in Govern Accounts Receivable.
In the following screen shot an example of an overpayment of $113.97 on a Real Estate bill is shown.
To view the Open Cash Credit:

  1. Launch Govern.
  2. Open a Profile that contains Accounts Receivable.
  3. Open the Accounts Receivable form.
  4. Perform a search to retrieve the applicable record.
    The Payment and Open Cash Credit must be posted before you can create a Refund.
  5. Right click on the payment to open the Refund form.
  6. The interest accrued on the overpayment is displayed in the Interest field on the Refund form.
  7. Enter the deposit number for the refund in the Deposit Number field.
  8. Click Save.

The Credited Interested is displayed in A/R Inquiry.

 

101-ar-fea-010

 

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AR Feature – Payer Name Custom Control

Using the Payer Name Custom Control

Version 6.0 | Version 6.1 (In Development)

Overview

The Payer Name custom control can be added to any Govern user form. By default, it is added to the Cash Collection and the A/R Lockbox forms. You can add a payer name on the fly or you can configure a direct link to the Name and Address form. This greatly facilitates the task of adding payer name information to a form. This control:

  • Displays the last five payers to facilitate data entry
  • Adds a search for an existing name.
  • Permits the entry of a name without creating an entry in the database (Table: NA_NAMES)
  • Provides a direct link to the Name and Address form so that you can create a new name.

Note: NA_NAMES can be opened in Modal Mode or as a standard user form in the Profile.

This page describes the following topics::
Configuring the Payer Name Control

  • Configuring the Payer Name in the Business Entity Designer (BED)
  • Configuring the Payer Name in the OpenForms Designer (OFD)

Using the Payer Name Control in Govern

  • Searching for an Existing Name and Address Record and Adding It as the Payer Name
  • Completing the Name and Address Information After Saving an A/R Record
  • Completing the Name and Address Information Before Saving the Record
  • Opening the Name and Address Form in Modal Mode
  • Adding a New Payer Name On The Fly

Documentation

To view this information in pdf format with screen shots and examples, click on the following link.

PayerName.pdf

Configuring the Payer Name Control

The configuration for the Payer Name Control is described in two sections:

  • Configuring the Payer Name Control
  • Using the Payer Name Control in Govern

Configuring the Payer Name in the Business Entity Designer (BED)

This section is for informational purposes. There are no required steps.

The following attributes are included in the Payer Name custom control:

  • NA_ID
  • PAYER_NAME
  • ARIDLIST

ARIDLIST is a calculated field that provides the list of A/R IDs for the last payers.

Configuring the Payer Name in the OpenForms Designer (OFD)

The following configuration is required for the Payer Name. You can set the properties for the following

  • Viewing / Adding the Payer Name Custom Control
  • Defining the Actions

Viewing / Adding the Payer Name Custom Control

To view the payer name custom control properties:

  1. Launch the OpenForms Designer (OFD).
  2. Open a form that includes the Payer Name custom control, such as ARLockbox (AR036).
    Alternatively, open the form to which you want to add this control.
  3. Select the entity, such as Lockbox Detail, that contains CC_PayerName_Control.
    Alternatively, open the entity to which you want to add this control.
  4. Expand the first Misc. in the Properties explorer.
  5. Click the ellipsis button in the Action parameter.
  6. Ensure that MsGovernOpenFormsCustomControl.dll is selected in the left column.
  7. Select CC_PayerName_Control is selected in the right column.
  8. Click OK on the Extension Selector.

Defining the Actions in the OFD Property Explorer

The properties in this section are used to define the actions that are triggered by the Payer Name custom control. These properties are used to add options to the Payer Name menu in Govern. There are a maximum of three options:
The menu appears when you click the ellipsis button in the Payer Name parameter on the Govern user form.
To define these properties:

  1. Expand Properties > Misc in the Property Explorer.
  2. Define the properties as described under the following headings:
  3. Click Save on the OpenForms Designer after completing the actions to save the modifications.

Creating Names

  • CanCreateNames: Select this option to add the New Name option to the Payer Names menu on the Govern form. This option is required for the FastNameCreation and SelectedFormNameinProfile options.
  • Deselect this option to remove the New Name option from the menu. Note, the new payer name option is independent.

Creating Payer Names

  • Select the CanCreatePayerNames option to add the New Payer Name option to the Payer Name menu. When this option is selected, you can create a new payer name on the fly.
  • Deselect this property to remove the option from the menu.
NOTE: The user can enter a payer name on the form, only if the Payer Name option appears in the pop-up menu.
Otherwise, if this option is not displayed, the parameter is disabled.

Searching for Names

  • Select CanSearchExistingNames: to add the ability to search for a name in the Govern database. The Search appears in the Payer Name menu on the Govern form, when you click the ellipsis button.
  • Deselect this option to remove the search option and functionality.

Adding a Header

  • Enter text in the Control Header parameter.
    The text you enter appears on the form above the custom control in Govern. Payer Name is the default.

Creating a Name Before Saving the Record

  • Select FastNameCreation to open the Name and Address form when the user selects New Name in the Payer Name field on the Govern user form. A scenario follows. This is recommended for Cash Collection. If this option is selected, CanCreateNames must be selected, as well.
  • Deselect this option if you do not need to open the Name and Address form directly. This is recommended for the Lockbox.

Opening a Form in Modal Mode

  • OpenFormAsModal: Select this option to open the Name and Address from in Modal Mode.
  • The modal form opens in a secondary window.
  • The focus is on the modal form. No actions can be performed on other forms until the modal form is closed.
  • Deselect the OpenFormAsModal option if you want to open the Name and Address form as a standard user form in Govern.

Adding a User Form

SelectedFormNameInProfile: Select the user form from the that you want to open when the user clicks New Name. Typically, this is the Name and Address form.

Adding the Search Group and Style

  • SelectedSearchGroup: Select the Search group to launch from the Payer Name > Search option.Typically, this is the Name Search.
  • SelectedSearchStype: Select the Search style to launch from the Payer Name > Search option.
  • For example, if you selected the Name Search as the Search Group, you could select the Name ID, naNameID, as the search style.

Alternatively, leave this option blank to display all the name search styles in the list.

Using the Payer Name Control in Govern

For the examples in this section, the Payer Name Control is added to the A/R Lockbox. Possible actions include:
Selecting the

  • Searching for an Existing Name
  • Creating a Name and Address After Saving the Record
  • Creating a Payer Name On the Fly
  • Creating a New Name and Address Before Saving the Record
  • Opening the Name and Address form in Modal Mode

The required properties for each action are listed.

 

What’s New

6.0 Payer name will now be recorded in CC_MASTER_PAYOR_NAME instead of NOTES.
6.0 The Mailing index Owner of Record is no longer used as a default

Related Topics

 

101-ar-fea-021

 

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101-ar-bp-064

Accounts Receivable (A/R) ACH Update Payment Plan Status

Version 6.1 only

Overview

In Development

 

 

101-ar-bp-064

 

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AR – Payment Reversal Posting BP

Payment Reversal Posting Batch Process

Overview

Run the Payment Reversal Posting batch process to transfer payment reversal transactions to the A/R payment summary records.
Payment reversal transactions (rev) are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly.

If you need to correct a payment reversal made in error, create a negative payment reversal.

To run the Payment Reversal Posting process:

  1. Launch Govern.
  2. Open a Profile that contains the batch process.
  3. Select the Batch Processes Explorer.
  4. Select Payment Reversal Posting*.
    *The path varies according to the administrative setup.
  5. If transactions were generated through the General Payment Reversals batch process, the deposit number is followed by the words (Batch Payment Reversal).
  6. Select the applicable department from the Department drop-down list.The Payment Reversals created for the selected department are displayed.
  7. Select the Deposit Number or Deposit Numbers to process.
  8. Click Execute.

Payment Reversal Batch Process

Scheduling a Payment Reversal Batch Process

You can schedule this batch process to run at a later date or on a regular basis, such as daily, weekly, or monthly.
Refer to the Govern Scheduler documentation for details.

Running a Payment Reversal Batch Process

Click Execute to run the process immediately.

 

101-ar-bp-026

 

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AR – Lockbox Batch Processes

Accounts Receivable (A/R) Lockbox Batch Processes

Overview

The A/R Lockbox batch processes are used for processing multiple payments. These payments can be received in a file from a Lockbox service or can be entered manually or through a scan in the A/R Lockbox form in Govern.

For more information about lockbox user data entry, see the A/R Lockbox user form.

For more information about configuring the A/R Lockbox, see Setting Up the A/R Lockbox.

Documentation

To see this information as a pdf, click on the following link:
LockboxBatch.pdf

The A/R Lockbox Batch Process form provides options for the following:

Read More...

  • Validating a File
  • Loading a File
  • Processing Payments Directly from a File
  • Processing Payments from a Preloaded File

To access A/R Lockbox Batch Process form:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox batch process.
  3. Select the Batch Processes Explorer.
  4. Select the A/R Lockbox Batch Process.
  5. Select one of the following options:
  • Preload
  • Process from File
  • Process Preload File
  • File Validation Only

Running the Preload Batch Process

Run the Preload batch process in order to load a lockbox file to the Govern A/R_Lockbox_Header and Lockbox_Detail tables. Once the process is complete and the file is loaded to the database, it can be viewed on the A/R Lockbox form in Govern.

NOTE: This is the only one of the four Lockbox batch processing options that provides this functionality, viewing a file in the A/R Lockbox form.

The file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

Running the Process from File Batch Process

Run the Process from File batch process in order to load the payment data directly to the Govern A/R from a Lockbox file.

Like the Preload File process, the file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
When you run this process, the file can no longer be viewed on the AR Lockbox form in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific locaction.
  4. Click the Duplicate Bill option to create copies of the bills for the name selected as the Primary Index in the Mailing Index.
  5. Click the Run button to run the process and load the file to the database tables.

Running the File Validation Only Batch Process

Run the File Validation Only batch process in order to ensure that the Lockbox file is valid. Payments are loaded to a log file but are not stored in the database. The file cannot be viewed in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

 

 

101-ar-bp-036

 

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AR – ACH File Batch Process

Accounts Receivable (A/R) Automated Clearing House (ACH) File Batch Process

Overview

Transferred to 101-ar-bp-060, 101-ar-bp-61, and 101-ar-bp-062.

Prepare Data for ACH

You need to run the Prepare Data for ACH batch process for all subsystems, except Utility Billing.
This loads the ACH information to the AR_MASTER table and displays it on the Notes tab of the A/R Inquiry function for the applicable records.

The Prepare Data for ACH File process does the following:

  • Loads the ACH information to the following fields in the AR_MASTER table:
    • ACH_AMOUNT
    • ACH_ACTIVE_FLAG
    • ACH_FIXED_FLAG
    • ACH_INSTALLMENT
    • ACH_DATE
    • ACH_CYCLE (new)
  • Displays this information on the Notes tab of the A/R Inquiry function in Govern
  • Sets the Active Flag to Pending in the name form ACH information

In the Pending state, you can:

  • Modify the displayed amount
  • Change the Active Flag to Manually Deactivated.
    • Records set to Manually Deactivated are not included in the ACH File. Use this state for accounts that cannot be prenoted; for example, invalid accounts.

A/R Master ACH Fields

The fields updated include:

  • ACH Amount
    • This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount To override this value, for example, for partial payments, modify the field directly and click
  • Installment
    • If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).
  • Fixed Amount
    • This option is selected if the displayed amount is a fixed amount.
  • ACH Date
    • For the Prepare Data for ACH File process, this field displays the date the process was run.

 

 

101-ar-bp-037

 

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