Payment reversal transactions (rev) are adjustments that are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly

Run the Payment Reversal batch process in order to void a group of payment transactions. This is useful if there are payments that were made in error or that were paid from accounts with insufficient funds (NSF).

Documentation

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

Payment Reversal Transactions and Processes

Payment Reversal Transaction Type

Payment reversal transactions (rev) are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly.

Creating Payment Reversal Transactions

Payment Reversal transactions can be created individually or in a batch. Both methods create Payment Reversal Transactions, which can be viewed or deleted from the A/R Inquiry form.
It is faster to generate these transactions in a batch, especially if you have a large volume to process. However, if it is important to note the warnings that are described under the section. Running the Generate Payment Reversal Batch Process.

See Generate Payment Reversal Batch Process following this section.
See Creating a Single Payment Reversal Transaction 101-ar-frm-026.
See Generate Payment Reversal Batch Process: 101-ar-bp-041

Posting Payment Reversals

After generating Payment Reversal transactions, whether individually or in a batch, you need to post them. To post a payment reversal, run the Payment Reversal Posting batch process. See Posting Payment Reversal Transactions. See
Payment Reversal Posting: 101-ar-bp-026

Business Rules for Payment Reversals

All posted payment transactions can be reversed, with the following exceptions. The following payment transactions cannot be reversed:

• Not posted Payment: If a payment is not posted, you can edit or delete it on the Payment Data Entry form. However, a payment must be posted before you can create a Payment Reversal transaction or include it in the Generate Payment Reversal batch process.
• Payment Reversal (rev): If a Payment Reversal exists, the original payment is already reversed and a new payment reversal cannot be created.
• Payment Refunded (rf): If a Payment Refund exists, the original payment is already refunded and a new payment reversal cannot be created.
• Payment Transferred (tri or trp): If a Payment Transfer exists, the original payment is already transferred and a new payment reversal cannot be created.

For details on transaction types, see Transaction Types

Setting Up the Generate Payment Reversal Batch Process

Run the Payment Reversal batch process in order to generate a group of payment reversal transactions. This is useful if there are payments that were posted with incorrect information or payments that were paid from accounts with insufficient funds (NSF).

This process generates Payment Reversal transactions. These can be viewed in A/R Inquiry, as shown in the following screen shot. These transactions cannot be modified, but they can be deleted.
To configure the batch process:

1. Launch GNA.
2. Select Editors > Batch Process Definition Editor.
3. Select 101-ar-bp-041 Generate Payment Reversals.
4. Select the Transaction tab.

The Generate Payment Reversals batch process must run in the following

• Transaction Mode: Synchronous
• Transaction Type: Break if One Transaction Failed

Refer to the Govern Scheduler documentation for details on the standard setup.

Running the Generate Payment Reversal Batch Process

To run the Generate Payment Reversal Batch Process:

1. Launch Govern.
2. Open a Profile that contains the Generate Payment Reversal Batch Process.
3. Open the Batch Process Explorer.
4. Select A/R Generate Payment Reversal.
5. Click the Parameters tab.
6. The Date field displays the Entry Date of the Payment Reversal. By default, this is the current date.
   Click the drop-down arrow and select a different Entry Date if required.
7. The Effective Date field displays the date that the payment reversal is applicable.
   By default, this is the current date. Click the drop-down arrow and select a different Effective Date if required.
8. Select a reason for the payment reversals from the Justification Code drop-down list (Table: VT_USR_ARREASON).
9. Enter any notes relevant to the Payment Reversal batch in the Notes field.
10. Select the department responsible for the Payment transactions which you are reversing from the Department drop-down list
11. Select a range of dates during which the payments you are reversing were posted in the To and From fields.All payments that match the criteria for the department and the range of dates are displayed by description and date.
12. Select the payments that you want to reverse.
13. Click Run.
14. Click the Processing tab.

The following information is displayed:

Warnings

If selected payments were already reversed or cannot be reversed, they are listed by date and time.

Batch Process Information

• Process Name: A/R Generate Payment Reversal
• Payment Reversal Date: Entry Date
• Payment Reversal Effective Date
• Selected A/R Reason Code
• Notes added to the Parameters tab
• Department Code
• Range of dates for selected posted payments
• Maximum number of transactions posted
• Transaction Mode and Type
• Batch ID
• User ID
• Starting time
• Total amount paid
• Number of payments
• Total amount reversed
• Number of payments reversed
• Total records to process
• Total records processed
• Ending time

Viewing a Payment Reversal Transaction

The section describes the Payment Reversal transaction data entry form.
To access this form:

1. Open a Profile that has a Accounts Receivable module.
   The Accounts Receivable Inquiry form opens.
2. Perform a search and select the required record.
3. Right-click on a record in the Summary section of the A/R Inquiry form.
4. Select Payment Reversal from the drop-down list If multiple records are available the Record Selection form appears
   You need to select the required record from this form.

The Payment Reversal form is divided into the following sections:

• General Information
• Detail
• Comment
• Payer Information

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 record.
• Cycle Code This field displays the Cycle Code associated with the record (Table: VT_USR_ ARCYCLE).The Cycle Code is mandatory for the Real Property and Person Property Tax modules. It is used for tax billing cycles and is linked to the A/R Class Code in GNA.

Detail

• Date This field displays the entry date for the payment reversal. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
• Effective On By default this field is blank. If an effective date is applicable, click the calendar beside the field and select a new date. For example, you may want to enter the posting date.
• Amount This field displays the amount of the reversal.
• Full Payment Reversal: A full payment reversal can be used when there are multiple records associated with a single name. For example, Bob’s Building Supplies owns three properties. Bob has made an overpayment of $10,000.00 on each property for a total of $30,000.00. You can create a full payment reversal to include all properties in the same payment reversal. Select the Full Payment Reversal option. This displays the total for all property records.
  Note: The full payment reversal option is only valid when at least one payment has been received for multiple records.

Comment

• Justification Code Select a Justification Code to explain the reason for the payment reversal (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.
• Do one of the following:
  Enter a new deposit number if required.
  Select a deposit number from the drop-down list.
• Notes Enter any notes or comments applicable to the payment reversal.

Payer Information

• Letter CodeSelect a Letter Code that identifies the type of letter sent to the payer; for example, D: Duplicate Payment, O: Over Payment, RV: Payment Reversal (Table: VT_USR_LETER_C).
• Payer’s Name and Address This field is displays the payer’s name and address.
• Click R to remove the displayed name and address record.
• Click C to add a different name and address record. This opens the Name Search screen.