AR – Transactions Data Entry

Accounts Receivable (A/R) Transactions Data Entry

Overview

The Transaction form can be used for the following Accounts Receivable transaction types, for the purpose of viewing existing transactions, creating new ones, and for applying modifications to an account or bill:

Abatement/Exemption (ab): A reduction of a payment or release from a payment.
Adjustment (adj): A modification made on an account or bill.
Charge (chg): An amount applied on an account or bill.
Discount (dct): A reduction on the total value or gross amount.
Demand (dmd): A special charge applied to delinquent bills. This is used in the Motor Vehicle Excise Tax subsystem.
Duplicate Payment (dup): A second payment made to cover an amount already paid.
Fee (fee): An amount charged for a service or product.
Interest (int): A charge, usually a percentage, applied on delinquent bills or borrowed money.
Miscellaneous Cash Receipt (mcr): An amount charged for an item not covered by other categories.
Overpayment (ovr): An adjustment generated from an overpayment on an installment. This is used in the Real Estate Tax Assessment and Billing module only. If you are using this transaction type, the Over, Short & Duplicate Method option must be selected on the Accounts Receivable General Parameters form in GNA.
Penalty (pen): A charge applied on delinquent accounts.
Over & Short (sht): An amount generated from the Automatic Generation of Over & Short batch process.
Tax Deferral (td): A postponed tax payment.
Transferred to Tax (I/P): An amount transferred to tax.
Tax Title / Lien (tt) A charge applied on property for the fulfillment of a debt or duty.
Transferred Principal (tto): The amount of principal transferred to tax.
Sales Tax 1 (tx1): A Sales Tax calculation method in which the first and second taxes are added together; then, applied to the bill.
Sales Tax 2 (tx2): A Sales Tax calculation method in which the first tax is added to the bill; then, the second tax is calculated on this amount.

Documentation

For details on completing the form, see A/R Transactions.
For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

These Transaction Types are contained in the System Validation Table: VT_SY_ ART1TYPE. They populate the Transaction Type field on multiple forms.

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AR – Abatement & Exemption Data Entry

Abatement & Exemption Data Entry

Overview

Abatement’s and exemptions are applied to reduce the amount owed on an account or to exempt an amount from payment. Typically, they are used to decrease property taxes and are applied after the real property tax assessment and levies are calculated.

Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

Accessing the Abatement and Exemption Forms

To access this form:

Launch Govern.
Open a Profile that contains Accounts Receivable Inquiry.
The Abatement / Exemption form can be opened from the Summary or the Detail section.
Double-click on a record in the Summary section to display all entries in the Detail section
Right-click on a record in the Summary section.
and select the Balance Forward Detail option..
Select Accounts Receivable – Abatement / Exemption.
Select the Detail tab.
Select the Balance Forward Detail option.
Right-click on the entry for the abatement process.
Select Accounts Receivable – Abatement / Exemption.

Sections

This form has the following sections:

Detail: The transaction type is displayed at the top of the form.
General Information: showing the subsystem, fiscal year, bill and invoice number
Detail: for the entry date, effective date, A/R Class code, installment, amount and discount date
Comment: for the justification code and any notes applicable to the abatement.

Icons

This form has the following icons:
Save: Click Save to save a new or modified abatement record.
Exit / Cancel: Click the Exit or Cancel button to close. A confirmation message appears if there are unsaved modifications.
Transaction Type: The Abatement / Exemption transaction type is displayed across the top of the form.

General Information

Subsystem: The subsystem for the record or entry selected on the A/R Inquiry form is displayed.
Year: This field displays the fiscal year of the record.
Bill Number: This field displays the bill number for the selected A/R Inquiry record.
Invoice No.: Enter an invoice number for the abatement.
Cycle Code: This field displays the Cycle Code corresponding to the record (Table: VT_USR_ ARCYCLE).

Detail

Date: This field displays the entry date for the abatement. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
Effective On: This is the date the transaction comes into effect. If an interest method is applied, this is the date from which interest charges are calculated. For example, interest charges could begin 30 days from the effective date. To enter an effective date, click the calendar beside the field and select a new date.
Amount: Enter the value of the abatement.

Note: For transactions such as discounts and abatements, a positive amount creates a credit on the account. Negative amounts are entered only for corrections or reversals of prior transactions.

Class Code: Select an A/R Class Code from the drop-down list (Table: VT_ USR_AR_CLASS).
From / To Installment Number: Select the installment number corresponding to the installment period for the abatement: first, second, third, fourth installment or total (Table: VT_SY_ INSTALL).
Due Date: Enter the date the adjustment must be paid.
Discount Date: Enter a discount date for the adjustment. This is the final date that a discount can be applied on balances due within a certain number of days.

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AR Payer Name Controller Setup

A/R Payer Name – Controller Setup

Overview

The Payer Name custom control is a standard feature that is used in the Payment forms.
Used in the standard Govern Cash Collection and Lockbox forms.

What’s New

[6.0.1611] Previously, when creating a new payer name, only the link was created and the user had to click on the link to update the payment information. The controller was changed in order to open the Name and Address form when creating a new payer.
The Name and Address form will be displayed. Fast Name Creation must be checked. If not checked, the name and address record will be created and only the name id will be displayed. Recommended for the Lock Box.

Configuration

Business Entity Designer (BED)

The following three (3) attributes are required on business entities used in the forms:

Required Fields

AR_ID
PAYER_NAME
ARIDLIST (a calculated field); this is the list of ArId’s used to find the last payer that the controller needs to manage; e.g. 12344;40004;34222.

LockBox Forms

OpenForms Designer (OFD)

The following are configured in the OFD.

Select a Dynamic Search group
Select a form to open when the users clicks the button
Enter a description for the header
Selection any combination of the following options in the Misc Properties group to determine:
- CanCreateNames – The users can create a new name if they have the proper security to the Name and Address form.
- CanCreatePayorNames – Allows the creation of a new name without an NA NAME record. The name created will be recorded only in CC MASTER.
- CanSearchExistingNames – The users will be able to search for an existing name.
- Fast Name Creation – If not checked, when a new name is created, the form listed below (Name and Address) will be displayed so that the user can enter the name and address information. If not checked, a record will be created in Name and Address and the name id will be displayed.
- Selected Form Name – Form that will be open when the user clicks on the name link or creates a new name with the option fast name create
- Selected Search Group – Dynamic Search Group to use when searching for an existing name
- Selected Search Style – Dynamic Search Style (if entered, only the search style will be listed on the search form)

cc-PayorName_Control

Payer Name Control setup (cc_payer_name)

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AR – Adjustment Data Entry Form

Adjustment Data Entry

Overview

The A/R Adjustment form is used to apply modifications to an account or bill and can be used to either increase or decrease the balance due on an account.

Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

Accessing the Adjustment Form

To access this form:

Launch Govern.
Select a Profile that contains A/R Inquiry.
Open the A/R Inquiry form.
Perform a search and load the required records to the form.
The Adjustment form can be opened from the Summary or from the Detail section.
Double-click on a record in the Summary section to display all entries in the Detail section.
Select the Balance Forward Detail option.
Right-click on the applicable record.
Select Accounts Receivable – Adjustment from the drop-down list

Alternatively, right-click on the record in the Summary section and select Adjustment.

You can also select Transaction. Then, select Adjustment from the Transaction Type drop-down list.

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Sections

The Accounts Receivable — Adjustment screen has four sections:

Transaction Type: This field is automatically populated if you select Adjustment from the context-sensitive menu.
If you opened the Transaction from, you can select Adjustment , Over Payment, or Duplicate Payment from the drop-down list (Table: VT_SY_ ART1TYPE). For a complete list and description of the transaction types, see A/R Transactions.
General Information: showing the subsystem, fiscal year, bill and invoice number
Detail: for the entry date, effective date, A/R Class code, installment, amount and discount date
Comment: for the justification code and any notes applicable to the adjustment.

Icons

Save: Click Save to save a new or modified adjustment record.
Cancel / Exit: Click Cancel or Exit to close the form.
A confirmation message is displayed.
Click Yes to save your changes. Click No to close the form without saving your changes. Click Cancel to stay on the form.

General Information

Subsystem: This field displays the subsystem for the record selected on the A/R Inquiry form.
Year: This field displays the fiscal year of the transaction.
Bill Number: The bill number for the selected A/R Inquiry record.
Invoice No.: Enter an invoice number for the adjustment.
Cycle Code: The Cycle Code corresponding to the record (Table: VT_USR_ ARCYCLE).

Detail

Date: The entry date for the adjustment. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
Effective On: The date the adjustment becomes effective. To enter a date, click the calendar beside the field and select a new date.
Amount: Enter the value of the adjustment.
Note: For transactions such as discounts and abatements, a positive amount creates a credit on the account. Negative amounts are entered only for corrections or reversals of prior transactions.

Class Code: Select an A/R Class Code from the drop-down list (Table: VT_ USR_AR_CLASS).
From / To Installment Number: Select the numbers corresponding to the installment period for the adjustment: first, second, third, fourth installment or total (Table: VT_SY_ INSTALL).
Due Date Enter the date the adjustment must be paid.
Discount Date: Enter a discount date for the adjustment. This is the final date that a discount can be applied on balances due within a certain number of days.

Comment

Justification Code: Select the Justification Code to explain the reason for the adjustment (Table: VT_USR_ARREASON).
Deposit Number: Depending on the options selected in GNA, deposit numbers can be automatically generated or user-defined.

Automatically generated deposit numbers are composed of one or two of the following fields: date, last deposit, and user ID. This number can be modified if security permissions allow.

If Deposit Management is activated, a drop-down list is added to the Deposit Information parameter. This is populated by the deposit numbers created in the Deposit Management form. See Deposit Management.
Do one of the following:

Enter a new deposit number required.
Select a deposit number from the drop-down list.

Notes

Enter any notes or comments applicable to the adjustment.

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AR – Interest, Penalty, Fee, Charge, Demand Transaction Data Entry

Interest, Penalty, Fee, Charge, and Demand Transaction Data Entry

The following transaction types use the same form and parameters as A/R Adjustments.

Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

Transaction Types

Charges: A Charge (chg) is an amount applied to an account or bill. Typically, this transaction type is used with Miscellaneous Billing.
Demand: A Demand (dmd) is a special charge applied to delinquent bills. This is used in the Motor Vehicle Excise Tax subsystem.
Fee: A Fee (fee) is an amount charged for a service or product.
Interest: Interest (int) is a charge, usually a percentage, applied on delinquent bills or borrowed money.
Penalty: A Penalty (pen) is a charge applied on delinquent accounts.

Creating a Transaction

To create a charge, demand, fee, interest, or penalty transaction:

Launch Govern.
Open a Profile that contains A/R Inquiry.
Open the A/R Inquiry form.
Perform a search and load the applicable record to the form.
Right click on the record in the A/R Inquiry form.
Select the transaction type from the context-sensitive menu:
Follow the procedure as described under Adjustments.

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AR/CC – Business Rules MATRIX by Sub-Systems

AR/CC Business Rules MATRIX by Sub-Systems

Version 6.0 – Version 6.1 (In Development)

Source Document

A/R CC Business Rules MATRIX (MS Excel)

Download Matrix in MS excel – 101_ar_BRULES_MATRIX.xlsx
.PDF Format – 101_ar_BRULES_MATRIX.pdf

Registry Settings Matrix

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AR – Payment Data Entry Rules

Accounts Receivable Payment Data Entry Rules

Overview

In addition to the security setup in OFD, different business rules apply when a payment is entered in Govern and the behavior of the form may vary.
The following rules apply whether the payment is entered from the A/R Inquiry Payment or from the Cash Collection form unless identified as such.
Furthermore, other Cash Collection business rules and validation can apply.

Parameters

The following parameters impact payment data entry.

Parameters – Accounts Receivable General Parameters

Use Proportional Distribution (Deprecated in 6.0)

Select this option to enable Proportional Distribution for cash collection. With Proportional Distribution, payments are distributed according to the amount owed on each account.
For example, if the client pays $100.00 but owes $150.00 for electricity and $50.00 for water, $75.00 is paid towards the electric bill and the remaining $25.00 towards the water bill.

Minimum Percent or Amount to Collect

The user cannot enter less than the calculated amount on the Payment Data Entry forms in Govern, unless:

The Allow Payments < Late Charges Due option is selected
The User has the Security access to the Payment Amount define in OpenForms Designer (OFD) – to be validated in cc
- For example: If you enter 50%, the minimum payment amount is 50% of the installment due. The user cannot enter less than the calculated amount in the Payment Amount
If the previous installment is not completely paid, the remaining amount is added to the current installment. This amount needs to be paid before the minimum amount on the current installment can be collected.
- For example, a $3,000. Tax bill is divided into three installments of $1,000.
  - The minimum collection amount is 50% ($500. in this example).
  - The client pays $800.00 on the first installment, leaving $200.00 remaining.
  - This is added to the second installment.
  - The minimum amount that can be paid on the second installment is $700.
  - $200.00 (unpaid amount from first installment) +500.00 (minimum collection amount for second installment).
The Minimum Percent or Amount to Collect can be the same for ALL sub-systems (General) or vary by module (Sub-System)

Allow Payments < Late Charges Due
Used with the Minimum to Collect option

Collection Year

For Real Property and …..

The last year for which you are collecting bills.
- For example, if you enter 2015, payments cannot be made on bills dated 2014 and before.
Typically, this option is used by municipalities that transfer bills to the county, or to another level of government, after a set time has passed.

Use Exact Installment

Select this option to prevent collection of the second installment through the Payment Data Entry form before the first has been collected. Otherwise, if the second installment is collected while the first remains outstanding, the second installment payment is registered as the total payment in the database.

Security

T/C

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