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.

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:

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

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CC – Posting Batch Process

Cash Collection Posting Batch Process

[see Roadmap 6.0]

Overview

Information will be provided when available.

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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:

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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:

Launch Govern.
Open a Profile that contains the A/R Lockbox batch process.
Select the Batch Processes Explorer.
Select the A/R Lockbox Batch Process.
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:

Click the ellipsis button in the File Name field.
Select the Lockbox file from a computer or network drive.
Click Archive to store the file in a specific location.
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:

Click the ellipsis button in the File Name field.
Select the Lockbox file from a computer or network drive.
Click Archive to store the file in a specific locaction.
Click the Duplicate Bill option to create copies of the bills for the name selected as the Primary Index in the Mailing Index.
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:

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

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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.

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AR – Generate Refund Check Number Batch Process

Accounts Receivable (A/R) Generate Refund Check Number Process

Overview

You can choose any of the following methods for creating check numbers for refunds. The best depends on the requirements and preferences of the organization:

Automatic generation by the Generate Refund Check Numbers batch process
Automatic generation when a new refund transaction is saved in Govern
Manual entry when a new refund transaction is created in Govern

For details on the Refunds user form, see Refunds.

For details on the batch process, see Generate Refund Check Numbers batch process.
For general information on batch processes in Govern OpenForms, see Batch Processes

Run the Generate Refund Check Numbers batch process in order to generate check numbers for refund transactions separately from the transactions. This can be useful if you are creating multiple refunds for a single taxpayer or business.

NOTE: This batch process must be run before the refund transactions are posted; i.e, before running the Refund Posting batch process. See Refunds Posting.

This process generates check numbers for non-posted refunds only.

The Check Number is displayed with the record in the A/R Inquiry form under Balance Forward Details.

If the check number is created by the Refunds form in Govern, it is displayed when the transaction is saved.
If the check number is generated by the Generate Refund Check Numbers batch process, it is displayed when the batch process is completed.
If the Check Number is automatically created it is composed of the previous check number and the A/R cycle. To create a new check number, one is added to the previous number.
If you prefer to generate the check numbers for refunds separately, you can use the Generate Refund Check Numbers batch process. A setup is required in order to change the default.

Prerequisite

For the Generate Refund Check Number batch process, you need to deselect the Automatic Generation of Refund Check Numbers option in the General Settings Registry in GNA. The following setup is required:

Launch GNA.
Select General Settings Editor.
The OpenForms General Setting Editor opens.
Select Accounts Receivable from the Registry Filter text box.
Deselect the Key Value option beside Accounts Receivable > Automatic Generation of Refund Check Numbers.
Click Save.

When the Automatic Generation of Refund Check Numbers is deselected:

The Check Number field is not displayed on the Refund transaction form in Govern.
The Generate Refund Check Numbers batch process must be used in order to create check numbers.

Otherwise, if this option is selected, the Check Number field is displayed on the Refund transaction form in Govern.
If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Accessing the Generate Refund Check Numbers Batch Process

To access this batch process:

Launch Govern.
Open a Profile that contains the Generate Refund Check Numbers batch process.
Open the Batch Processes Explorer.
Select A/R Generate Refund Check Numbers*.
The path varies according to the administrative setup.
Select the applicable subsystem from the Subsystem drop-down list.
Select the Deposit Number or Deposit Numbers to process.

When the Automatic Generation of Refund Check Numbers is deselected, the Check Number field is displayed on the Refund transaction form in Govern.
Otherwise, if this option is selected, the Check Number field is not displayed.

If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Scheduling a Generate Refund Check Numbers 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 Generate Refund Check Numbers Batch Process

Click Execute to run the process immediately.

Notes on Govern for Windows Deployments

In Govern for Windows, a batch process for generating check numbers is available on demand, but has limited use.
For Savanah, the Check Number field is disabled
There is no automatic generation of check numbers if GEMS is selected as the G/L interface. Users enter a value in the GEMS_DEMAND_CHECK field.

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AR – GL – Transactions Accounts Update Batch Process

Accounts Receivable (A/R) General Ledger (G/L) Transactions Accounts Update

Overview

The A/R G/L Transactions Accounts Update batch process will exchange one G/L account with an alternate G/L account. This batch process is to be used when there is a need to substitute an existing G/L account for another. A query incorporated in the batch process will exchange one G/L account with an alternate user selected account.

Configuration

No formal configuration is required for this batch process. The Govern New Administration (GNA) Profile Editor is used to add the batch process to the profile. Any required security settings are applied through the Govern Security Manager (SM).

Batch Parameters

The following parameters are to be selected for successful completion of the batch process:

Old account

Select the name of the account that is to be replaced.

New account to update

From the list, select the name of the new account that is to be used as the substitute for the old account.

New account description

This is an informational field that can be optionally completed. This field can contain information that is descriptive of the account.

NOTE: For this process, the following is used (Table: AR_GL_TRANSACTIONS.ACCOUNT)

Batch Processing

To run the batch process…

In the Profile that is associated with the Batch Process, click the Batch Process tab.
Click the Update the G/L Account batch process; the batch process interface will be displayed.
In the Update Process group, complete each of the required parameters.
If the process is to be scheduled, click the Schedule tab and complete the parameters.
Click the Parameters tab to return to the parameters.
Click Execute (black arrow icon).
At the prompt, click Yes to proceed.

As the process begins to run, the interface will switch to the Processing tab. The progress bar will update. Upon completion, the results log are displayed in a grid under the processing tab.

Results / Log Files

The process will generate a log file to identify the records that were processed. This information can be found in a grid under the Processing tab. A double click on each line item in the grid will display the full text of the details. A click in the Copy icon in the upper left hand side of the grid will copy the contents of the entire grid to the Windows Clipboard.

Documentation

Click to view or download the document.
101-ar-bp-040_AR_GL_TransactnsAcctUpdt.pdf

Troubleshooting

As troubleshooting techniques become available, they will be posted in this area.