AR Deposit Number Setup and Management

Accounts Receivable (A/R) – Deposit Number Setup and Management

Overview

This section provides an overview of the A/R administrative forms. For the complete reference guide, see 101-all-001-GovernAccountsReceivable-(man)-(6.0). For the A/R Transaction Rules, see 101-ar-001-AR-TransRulesGL.

Activate Deposit Management

The Deposit Management feature automatically creates a unique batch number for each payment entered through the Payment Data Entry form.

Select this option to activate automatic manual deposit management numbering.

The Deposit Management feature automatically creates a unique batch number for each payment entered through the Payment Data Entry form.
When Deposit Management is enabled, the Deposit Numbers appear in drop-down list on the A/R Inquiry form.functions.

Separate Deposit for Credit Card Payments

Select this option to enable the separate deposit account for credit card payment option.

Automatically Assign Deposit Number

Select this option to use automatically assigned deposit numbers.
The auto-assign deposit number is made up of the current date, the initials of the currently logged-in user, and a sequence number, as follows: YYYYMMDDNNNS.
- Four digits are used for the year, two for the month, two for the day, three for the initials of the currently user, one for a sequence number.
- For a user with initials JCC, on Sept. 17, 2013, the automatically assigned deposit number is 20130917JCC1.

NOTE: When less than three initials are entered, an underscore character “_” replaces each missing initial, i.e. 1 or 2 letter initials. Following the previous example, this is 20130917JC_1
The initials entered in the Initials field on the User Maintenance form in Govern Admin are used in the Auto-Assign Deposit Number option in Govern Admin is selected.

Default Deposit Number

There are several options for setting up a Default Deposit Number for payments entered through the Payment Data Entry function.
The options for creating the default deposit number include:

Using the Effective Date and User ID

Use any combination of date and User ID field. There are three date formats.

The Deposit Number is composed of the User ID and Date.
The Date is the Effective Date of the Payment Data Entry record.

For this type of deposit number:

Select User ID from the left or right drop-down list.
Add a Date field. The date can be formatted as year, month, day; day, month, year or month day year depending on your preference.

Using the Last Deposit Number
To create a Default Deposit Number using the last deposit number entered:

Select Last Deposit, from the drop-down list. Note: This disables the drop-down list on the right.
The last deposit number entered by the logged-in user is automatically entered on the Payment Data Entry user form and on the Cash Collection Parameters form

Prevent Override of the Deposit Number

Select this option to disable the deposit number entry screen when you launch the Payment Data Entry function, in Govern.
When this option is selected, the Payment Data Entry function opens directly using the default Deposit Number and the field is disabled.

103-ar-parm-Deposit

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AR Parameters Deposit Types

Accounts Receivable (A/R) Parameters Deposit Types

Overview

The A/R Parameters Deposit Types are used with the combined A/R batch posting implemented in Release 1603.
The goal is to create Deposit Types codes and select what AR transaction types each deposit will allow.

103-ar-parm-DepositTypes

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AR Batch Process – Copy to Year

Accounts Receivable (AR) Copy to Year Batch Process

Overview

This batch process is the same as the Copy to Year function in Govern New Administration (GNA) Application Parameters, Accounts Receivable, Copy to Year.
It is used to copy data, specifically AR Class Codes, from one year to the next. For example in the case of the Utility Billing module, the system will create the new Utility Billing Services and all related Codes from the current year displayed at the bottom of your screen to the year entered.
A/R – Copy to Year

From Year lists all existing parameter years
To Year is set as the Current Year + 1

This function can be executed in the menu or through a batch process in Govern as of GA1706.Related Topics

NOTE: The Current Year can be changed in the Year Menu in GNA.

ACH Administrative Setup

Overview

Automated Clearing House (ACH) is a secure payment transfer system that provides a centralized clearing facility for Electronic Fund Transfer (EFT) payments occurring within the U.S. and Canada. You can use ACH for any type of electronic payment; for example, to validate authorized debits for recurring payments.

ACH is integrated with the Name and Address module, ePayment component, Utility Billing, and all Tax Assessment and Billing subsystems: Real Property, Personal Property, and all excise tax modules.

The Accounts Receivable subsystem includes setup, user functionality, and batch processing to handle your ACH transactions. The configuration and administrative setup are performed in Govern New Administration (GNA), the Business Entity Designer (BED), and the OpenForms Designer (OFD) forms. The ACH account information is added to a separate ACH Information entity in the Name and Address form. Separate information is maintained for each subsystem.

There are three batch processes, ACH prenotification, ACH Data preparation, and ACH file generation.

Documentation

To read this information in pdf format, click on the file link:

ACH ConfigurationImplementation.pdf

ACH Administrative Setup

The ACH City and Bank Parameters are used for entering the banking information required for ACH payments. They are defined on the A/R General Parameters form for all subsystems. They can also be defined for each subsystem separately on the ACH Account Parameters form. If ACH Parameters are defined for a subsystem, on the ACH Account Parameters form, they override the parameters on the A/R General form.

The ACH parameters are added to the ACH Header file. For ACH, the origin bank is the bank you regularly use for A/R information. The destination bank is the bank that manages your ACH processing. The originating and destination banks may be the same or different. However, you need to enter the bank name and routing numbers in both the destination and origin parameters, even if the information is the same.

The File Descriptor contains required information for using the ACH file, such as a pointer to the file and access permissions. Contact the destination bank for further information.

A/R General Parameters

Complete the following procedure to set up the city and bank parameters for ACH Web Payment and the ACH Payment file for all subsystems. If parameters are different for one or more subsystems, complete the parameters on the ACH Parameters form.

To set up the ACH parameters:

Launch GNA.
Select Application Configurations > Accounts Receivable > General Parameters.
The ACH Parameters are located in the upper right section of the form.
Enter the name of the bank that manages your ACH processing in the Destination Bank Name field.
Enter the routing number of the bank that manages your ACH processing in the Destination Bank Routing field.
This is a unique nine digit number used to identify the financial institution. The first two digits identify the district in which the bank is located.
The remaining numbers are unique.
Enter the name of your regular bank in the Origin Bank Name field.
Enter the routing number of this bank in the Origin Bank Routing field.
Enter the identification number for the city or company making the deposit, in the Company ID field.
Typically, this is the same as the Federal Tax ID.
Enter the account number of the bank entered in the Origin Bank Name field.
This is a unique eight to seventeen digit number.
Enter the custom file descriptor string In the File Descriptor parameter.

The File Descriptor string is different for each bank. It appears on the first line of the ACH file.

ACH Parameters

Complete the following procedure to set up the city and bank parameters for ACH Web Payment and the ACH Payment file for an individual subsystem. If parameters are not completed for a subsystem, the ACH City and Bank Parameters from the A/R General Parameters form are used.
To set up the ACH Parameters for a subsystem:

Launch GNA.
Select Application Configurations > Accounts Receivable > ACH Account Parameters.
Select a subsystem in the list on the left.
Enter the parameters as described in the preceedimg procedure for the A/R General Parameters.
Click Save.

Adding ACH Information in Govern

See ACH in Govern

Troubleshooting

NOTE: If you are upgrading to Govern OpenForms 6.0 from an earlier version and used ACH processing for Utility Billing records, ensure that all ACH records are processed, before performing the upgrade.

Accounts Receivable (A/R) Calendar Parameters

Overview

Available in GA 1706 – Used for interest and fee calculations, due dates, and so on, the A/R Holiday Calendar is used for setting statutory holidays. These are the holidays that are linked to A/R Methods that determine due dates based on Number of Days. When established, these holidays can then be automatically excluded from a fee calculation. When the due date falls on a holiday, move it to the next applicable business day. They may also be used for processing ePayments.

NOTE: Data for the Holiday Calendar is stored in (Table: USR_CAL_HOLIDAY) with a record for each unique YEAR + MONTH; each day of the month that is selected as a Holiday will have a (-1) in the column.

To access this form, in the Govern New Administration (GNA)…

Locate the GNA ribbon, select Application Configurations (tab) > Govern Tax (group) > Accounts Receivable > Holiday Calendar
The calendar will be displayed on the current year, month, and date.
On the calendar, scroll to the required month and year. The holidays are selected with a click on the date to highlight; a click on an already highlighted date will deselect it.
Click Save on the A/R Calendar Holidays sub tab, to save your changes.
Click Exit to close the form and save your modifications.

NOTE: The Holiday Calendar is not related to Workflow Management, and is only used with A/R Methods. The same Holiday Calendar is used throughout the organization.

TIP: Use the Holiday Calendar to define statutory holidays, for billing purposes. Refer to the Accounts / Receivable guide for details.

Holiday Calendar dates can be incorporated through the A/R Method form. For example…

In the A/R Class form, select an A/R Class that has been configured with a Due Date Only A/R Method (Interest / Penalty Method).
When a compatible Interest / Penalty Method has been selected, the A/R Method button on the RHS of the interface will be active.
Click A/R Method.
On the modal form, in the Due Date Method group, select Include Holiday Calendar to include the calendar dates in the calculation.

Refer to the A/R Class section of the Accounts / Receivable guide for more information on A/R Methods and to the E-Payments guide for details on setting up E-Payments.

About A/R Methods

The A/R Method forms are used for setting the calculation method for applying penalty and interest charges for selected A/R Classes. Penalty and Interest calculations are based on the Effective Date and Due Date of the bill. They can be applied as a one-time charge, or on a daily or weekly basis. Multiple A/R Methods are available. You can define percentages, length of discount period for calculating the interest and penalty. A/R Method settings are saved to SY_REGISTRY.

Accounts Receivable Class Form

Overview

The A/R Class form is used for creating and maintaining A/R Classes. These are used for classifying A/R transactions and records. They are defined by subsystem. If required, an A/R Methods for interest and penalties can be associated with an A/R Class Codes. General / Ledger distribution is managed by A/R Class.

Documentation

To view this information in pdf format with more scenarios and examples, click on the following link:
AdmClass

Accessing the A/R Class Form

To access the A/R Class form:

Launch GNA.
Select Application Configurations > Accounts Receivable > A/R Class.

Accessing the A/R Class Form from another Fiscal Year

A/R Class Codes are saved by fiscal year. By default, the A/R Class Parameters form opens to the year most recently set in GNA. This is the Current Year. You can change the year to create, view, and modify parameters in another year. You can open A/R Class Codes in multiple years at the same time.

Note that you copy A/R Class Codes from the current year to a year in the future.

To access A/R Class Codes from another fiscal year:

Launch Govern New Administration (GNA).
Select the Year menu in the title bar at the top of interface. The Current Year text box is displayed.
Enter the year in the Current Year text box.
Select Application Configurations > Accounts Receivable > A/R Class.

Note: GNA remains set in the year that you define as the current year. Any form that you open is automatically set to the current year.

A/R Class Code Action Buttons

Creating a New A/R Class
Click New to reset the form and create a new A/R class.
Copying an A/R Class
Click the Copy button to duplicate an existing A/R Class. This saves time and facilitates data entry when you have multiple A/R Classes to create.
Note: The Code is not copied. This must be unique for each A/R Class. It is a required field.
All other parameters are copied including the Short and Long Descriptions, all Links to other A/R Classes, the Interest and Penalty Method, and the Priority.
The rules for A/R Class Priorities are described under Priority (Highest Number = Highest Priority) on page 35.

The Code is not copied. The GL Distribution is not copied with the A/R Class Code. It can be copied separately.
Saving an A/R Class
Click Save to save a new A/R Class or any modification to an existing one (Table: VT_USR_AR_CLASS).
Deleting an A/R Class
Click Delete to remove the current A/R Class from the database (Table: VT_USR_AR_CLASS).

Note: An error message is displayed under the following conditions:
You select the Use G/L Validation setting on the A/R General Parameters form after creating A/R Class Codes. A/R Class Codes without G/L distribution.
If this setting is enabled, you must set up a G/L distribution for all A/R Class Codes.
This error message could be generated if you are looking at A/R Class Codes from a previous year when this setting was disabled. A/R Class Codes are saved by year. General Parameters are not.

A/R Class Code Parameters

Code
Enter a unique set of characters to identify the A/R Class (Table: VT_USR_AR_CLASS). This is a required field.
Note: If you do not complete the English and French Short Descriptions, the Code is entered automatically in these fields when you click Save. You can modify these as required.

Short Description
Expand the drop-down list beside the name field to display the Short and Long French and English Descriptions. Update the text for the short description. This is used for fast data entry and look-ups on forms where space is limited.
Long Description
Update the text for the long description. This is displayed for look-ups, on forms and reports.
Subsystem
Select the subsystem from the drop-down list. This list displays the subsystems that are have associated billing, such as the Tax sub-systems, Land Management, Land Management2, Miscellaneous Billing, Special Assessment, and Utility Billing (Table: VT_SY_SUBSYS).
Note that two sub-systems are provided for Land Management. This provides a second classification for A/R transactions. Separate security can be set for Land Management 2. All other parameters are the same.
Cycle
Select an A/R Cycle from the drop-down list (Table: VT_USR_ ARCYLE). This field is required for the Govern Real Property Tax, Personal Property Tax, and all tax subsystems.
A/R Cycles are used for billing purposes. Typically, a municipality has two A/R cycles for real property, one for municipal tax and another for school tax. When configuring a tax levy, an administrator can select A/R Class Codes according to the A/R Cycles that are associated with them.
Transaction Type
Select a Transaction Type from the drop-down list (Table: VT_SY_ ARTRTYPE).
Refer to the A/R G/L Transaction Rules document for details on the transaction types, including the transaction types for which A/R Class Codes are required and those for which they are optional.
If you leave the Transaction Type field blank on the A/R Class Code form, the user can select a transaction type when completing the transaction. Otherwise, if you fill in the Transaction Type, it cannot be modified on the Govern form.
Link to A/R Reason Code
Select an A/R Reason Code as a default for the A/R Class Code if applicable. A/R Reason Codes are user-defined and saved in VT_USR_ARREASON.
A/R Penalty and Interest Methods
A/R Method
Click A/R Method to open the Penalty / Interest Additional Parameters form for the A/R Method that was selected in the Interest/Penalty Method drop-down list.
Interest / Penalty Method
Select a penalty method from the drop-down list (Table: VT_SY_PENALTY).
See A/R Method for definitions of the available interest and penalty method types.
Tax Liens, Deferrals and Penalties
Tax Title / Lien A/R Class
Select the Tax Title or Lien A/R Class from the drop-down list (Table: VT_USR_AR_CLASS). This class is used in the batch Tax Title Transfer process.
Tax Deferral A/R Class
Select the Tax Deferral A/R Class from the drop-down list (Table: VT_USR_AR_CLASS). This class is used in the batch Tax Deferral Transfer process.
Link to Tax Levy No.
Select the Tax Levy Number from the drop-down list (Table: VT_USR_LEVYCODE). This is used in the Water Lien, the Special Assessment Lien, and the Miscellaneous Billing Lien Transfer process.
Link to Interest A/R Class Code
Select the A/R Interest Code that you want to link to the selected A/R Class Code.
Link to Tax Penalty Levy No.
Select this option if you are linking the A/R Class to a levy code for Utility Billing late charges (Table: VT_USR_ LEVYCODE). Refer to the Utility Billing documentation for further details.
Note: This option is displayed for the Utility Billing subsystem only.
Default Amount
Enter a default amount to be displayed on the Payment Data Entry form when the associated A/R Class Code is selected.

Note: The Default Amount works only in combination with the Transaction Types: Blank, Miscellaneous Cash Receipt or Charge. In these two scenarios, the Payment Data Entry will display the Default Amounts. The Payable in Installment field must be deselected. If you use one of these transaction types, then you must enter a default amount.

Payable in Installments
This option is available for the Real Property, Personal Property and all other tax systems. Select this option if the A/R is payable in more than one installment. The number of installments is set in the General Parameter screen of these tax subsystems.

Priority for A/R Classes

Priority (Highest Number = Highest Priority)
Enter a priority number for the A/R Class code. The Class Code with the highest number is processed first; i.e., priority number 2 is processed before priority number 1.
Apply Before Installment/Apply Before Date
If two class codes have the same priority number, they are processed according to the entries for these fields.

Other A/R Administrative and Configuration Forms

103-ar-parm-Parameters	A/R General Parameters.
103-ar-parm-GLAccounts	A/R GL Account
103-ar-parm-CC	Cash Collection Parameters

Documentation

For the complete reference guide, see 101-all-001-GovernAccountsReceivable-(man)-(6.0).
For the A/R Transaction Rules, see 101-ar-001-AR-TransRulesGL.

Accounts Receivable (A/R) – General Ledger (G/L) Parameters

Overview

Accounts Receivable General Ledger Accounts and Transaction

When accounts receivable or cash collection transactions are posted, General Ledger Transactions accounting transactions are generated (debits and credit
An unlimited number of G/L ACCOUNTS can be created and linked to different AR CLASS CODES.s).
You can specify by sub-system or account if the transaction should be generated at the detail or summary level.
For instance, 1 transaction generated for each tax bill posted OR 1 transaction for the total tax bill posting process.

G/L Transaction Parameters

Fiscal Starting Date
The Fiscal Starting Date is required ONLY for the Cayenta G/L Interface. Enter the month, day and year that the new fiscal year begins.

Setup Guidelines

Accountants like to have at least one side (DEBIT or CREDIT) of the transaction at the detail level.
Dictated by the Auditors, Finance Officers or Processes (ex: Summarize G/L transaction when posting the Tax Billing to AR, then reset to Detail for the subsequent partial billings).
In the example below, a separate set of G/L Accounts is setup by:

Taxing Authority (county, cities, town’s special districts…)
A/R & Collection Type (real property, business tax, delinquency, bankruptcy…)
Transaction Type (billing, interest, open cash, open credit, fees, discount ….)

See Hands-on to upload this configuration.

G/L Ledger Distribution

Selecting the Activate G/L Validation option on the A/R General Parameters form in order to use the automatic G/L validation. This determines the G/L accounts for the selected A/R Class, based on the transaction type. Refer to the following document for details.
101-ar-001-AR-GLDistSetup

103-ar-parm-GL

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Accounts Receivable (A/R) – Deposit Number Setup and Management

Overview

Activate Deposit Management

Separate Deposit for Credit Card Payments

Automatically Assign Deposit Number

Default Deposit Number

Using the Effective Date and User ID

Accounts Receivable (A/R) Parameters Deposit Types

Overview

Accounts Receivable (AR) Copy to Year Batch Process

Overview

Related Topics

ACH Administrative Setup

Overview

Documentation

ACH Administrative Setup

A/R General Parameters

ACH Parameters

Adding ACH Information in Govern

Troubleshooting

Related Topics

Accounts Receivable (A/R) Calendar Parameters

Overview

About A/R Methods

Related Topics

Accounts Receivable Class Form

Overview

Documentation

Accessing the A/R Class Form

Accessing the A/R Class Form from another Fiscal Year

A/R Class Code Action Buttons

A/R Class Code Parameters

Priority for A/R Classes

Documentation

See Also

Accounts Receivable (A/R) – General Ledger (G/L) Parameters

Overview

G/L Transaction Parameters

Setup Guidelines

G/L Ledger Distribution