CC – Cash Collection Business Rules

Cash Collection Business Rules

Payment Entry Date

The date entered for payments follow this rule.

  • Year can be -1 year or +1 year of the user profile year.

Payment Record Date Stamps

  • Payment Effective Date = Date set by user (not user persistent)
  • Payment Data Entry Date = Date the payment was created
  • Last Modification Date = Date and Time the payment was entered
  • Last Modification User = User that created the payment or modified the payment

Batch Deposit Record Date Stamps

  • Create Date: Date and Time the deposit was created
  • Create User ID: User that created the deposit
  • Last Modification Date: Date and Time the batch deposit was modified
  • Last Modification User: Last User that modified the batch deposit

Search Results Govern IDs Retrieval

The dynamic search queries available in the Cash Collection Form are the Styles linked to the SEARCH GROUP setup in OFD.

  • Search results can return any of the Govern IDs and A/R will be loaded accordingly
  • The predefined Dynamic Queries setup by group and the STYLES of that group are listed on the search combo box

Tip: A search by telephone number is very useful for the cashiers

Payment Application Priorities

  • Subsystem Priorities (System Registry) when multiple sub-system (modules)
  • User Default Settings (User Registry)
  • Use Cash Collection Parameters (103-ar-parm-CC)
  • General Centralized Cash Parameters (103-cc-parm)
  • Cashier User Settings
  • General A/R Module Parameters and Interest, Fees, Discounts Methods (103-ar-config)
  • Module Parameters and Interest, Fees, Discounts Methods and Busines Rules

Data Entry Error and Warning Messages

Validation Warning and Error Messaging

Payment Processing Error Messages

Parameters and System Settings

The following settings are used for business rules:

Centralized Cash Parameters

  • General CC Parameters (System Settings)
  • User Cashier Default Settings

Accounts Receivable Parameters

  • General AR Parameters (General Module Parameters and Interest, Fees, Discounts Methods (103-ar-config)

Sub-System A/R Parameters

  • see A/R Sub-System Matrix

 

 

101-cc-brules

 

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AR – Cash Collection (CC) Payment Posting

Accounts Receivable (A/R) Cash Collection (CC) Payment Posting

Overview

Run the Cash Collection (Payments) Posting batch process to transfer A/R payment transaction records to the database tables A/R_SUMMARY, AR_MASTER, and AR_DETAIL.

Documentation

To view this information in pdf format, click on the following link:
CashCollectionPosting

Running the Cash Collection Batch Process

To run this process:

  1. Launch Govern.
  2. Open a Profile that contains the batch process.
  3. Open the Batch Processes Explorer.
  4. Select Cash Collection (Payments) Posting*.*The path varies according to the administrative setup.
  5. Select the department, where the payments were entered, from the Department drop-down list.
  6. Select the Deposit Numbers in the list box.
  7. Enter the Cashier Identification in the Cashier ID field. You can leave this field blank in order to process transactions from all cashiers.
  8. Enter the Operator Identification in the Operator ID text box. This is the user who entered the transactions. You can leave this field blank in order to process transactions from all cashiers.
  9. Enter the range of dates in the Date From / Date To for the transactions you want to post. If these field is left blank, the all non-posted cash collection transactions are processed. You can enter a date in only one field or leave both fields blank.

Enter the range of effective dates in the Effective Date From / Effective Date To fields of the transactions that you want to process.

Scheduling a Cash Collection 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 guide for details.

Running a Cash Collection Batch Process

Execute
Click Execute to run the process immediately.

 

 

101-ar-bp-020

 

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101-cc

Cash Collection Module

Overview

Cash Collection is used for accepting and processing the following transaction types in person, usually at a counter in a government office:

  • Payment: Money given in exchange for goods or services.
  • Deposit: An amount of money placed in a bank.
  • Postdated Payment: For this transaction type, an AR_ID must be set up previously for the NA_ID or P_ID associated with the payment.
  • Voluntary Payment / Advance Payment: An amount that is paid before the bill is received; for example, a taxpayer may forward a payment to cover bills during a predicted absence. (GA 1611)

For details on these payment types, refer to the Transaction Types document in the A/R documentation:

A local government office can use cash collection to accept payments, from taxpayers, for real estate and personal property tax bills along with utility bills. Payments from multiple accounts can be processed in a single transaction. These accounts can even be in different names. For example, a taxpayer could pay personal tax and utility bill and those of a parent at the same time.

The Cash Collection form can be used for processing payments from any other billing modules, such as:

  • Real Property Tax
  • Personal Property Tax
  • Self Reported Business Tax
  • Miscellaneous Billing, Utility Billing
  • Special Assessment
  • Workflow Management

Business Rules

Cash Collection is fully integrated with the Govern Accounts Receivable module. All A/R business rules apply.
See Cash Collection Business Rules

Cash Collection Configuration

The configuration for cash collection comprises:

  • Security Settings

See Cash Collection Configuration.

Administration

The Accounts Receivable Cash Collection Parameters are used for setting the defaults for the Govern OpenForms Cash Collection Payment Data Entry form and for the cash collection receipts.

The default Cash Collection Parameters can be defined at the following levels:

  • Computer Name: If you define settings by computer name, all users logged in to the computer have the same defaults.
  • User ID: If you define settings by user ID, the defaults are specific to the user.

If parameters are defined at multiple levels, the settings defined at the user level override those defined at the computer. Parameters defined on the workstation override those defined on the server, in a Terminal Server environment.

Cash Collection User Data Entry Form

The A/R Cash Collection form is used by clerks for processing A/R payments that are made in person.

The Cash Collection form includes:

  • Deposit Management
  • Payment Data Entry
  • Cash Collection Wizard
  • Cash Collection Print Receipt

See Cash Collection form (CC-001).

Batch Processing

The Cash Collection Posting batch process is used for payments processed through the Cash Collection form. It transfers transaction records to the following database tables

  • A/R_SUMMARY
  • AR_MASTER
  • AR_DETAIL

See Cash Collection Payment Posting

Third Party Integration

The Cash Collection module is designed for integration with third-party software and hardware.

Software

  • Constellation Payment CSI PAY
  • Forte

Hardware

  • Cash Drawers
  • Receipt Printers
  • Check Validator (see roadmap)
  • Cherry Keyboard – Deprecated

See Also

Business Rules

Parameters

  • See Govern Administrator A/R and CC

 

101-cc

Govern Product Catalog

The Govern Product Catalog

The Govern OpenForms Product Suite is a state-of-the art suite of applications designed for state, provincial, and local governments.
Govern applications and modules are built upon a centralized database. This promotes inter-departmental communication and offers management the visibility they need to lead while maintaining appropriate security access rights.
Designed with growth and individuality in mind, the Govern Software adapts to the customer’s business processes and supports their specific needs, and not the other way around.
The main application suite consists of the following:

NOTE: The following information is displayed with arrows that expand and collapse the associated information. Click the arrow to selectively display or hide the relevant information. If you would like to display all content on the page, click “Show All“. Click “Hide All” to collapse the information.

Show All | Hide All

Requirements

General Requirements

Govern Product Suite System Requirements document lists the recommended requirements for all applications in the Govern Product Suite. See System Requirements.

 

Technical Installation

This section is intended for Technical Service personnel to cover and review the best practices and the steps required when starting a new customer installation.
To find out what database to use, what are the best practices, etc, please click on the Installation page.

Applications

Deploy EZ

Govern Deploy EZ is used for creating and updating your Govern deployments. With Deploy EZ, you can manage all your deployments from one application and one central location. Click for Details.

 

Govern

Govern is the user data entry application in the Govern OpenForms Product Suite.
It is used for creating and maintaining records for all the Govern Standard Features and modules: CAMA Mass Appraisal, Tax, Property Control, Name and Address, Accounts Receivable, and so on. Click for Details.

 

Security Manager (SM)

The Security Manager (SM) is used for defining security for all applications in the suite. Security can be defined at multiple levels, from the application to the individual menu items, or from the Profile to the form. Further granularity can be obtained through the OpenForms Designer (OFD) for the entity, the group box, or right down to each field on the entity. All security changes are then synchronized with the Govern application. Click for Details.

 

Govern New Administration (GNA)

Govern New Administration (GNA) is used for the configuration and administration of the Govern OpenForms Product Suite. It is used for everything from managing your database connection keys, setting up your Profiles, defining the SQL queries and expressions, importing files from one Govern database to another, to setting up your batch processes. Click for Details.

Options (tab)

  • Language (Options group)
  • Configuration (Diagnostic group)

 

 

Parameters (tab)

  • General Connections Parameters (System Parameters group)
  • General Settings Editor (System Parameters group)
  • User Maintenance (System Parameters group)
  • Department Maintenance (System Parameters group)
  • User Registry Editor (User Parameters group)

 

 

Application Configurations (tab)

  • Manage Web Site (Web Configuration group – eGov)
  • Manage Web Skin (Web Configuration group – eGov)
  • Open Web Config Editor (Web Configuration group – eGov)
  • Fields Exclusion (General group)
  • Real Property (Govern Tax group)
  • Personal Property (Govern Tax group)
    • General Parameters
    • Levy Codes
    • Exemption Codes
    • Levy Groups
    • Exemption Groups
    • Depreciation Tables
    • Categories and Items
    • Adjustments
    • Copy To Year
  • Motor Vehicle (Govern Tax group)
    • General Parameters
    • Levy Codes
    • Exemption Codes
    • Levy Groups
    • Exemption Groups
    • Copy To Year
  • Aircraft Excise (Govern Tax group)
    • General Parameters
    • Aircraft Manufacturers
    • Levy Codes
    • Exemption Codes
    • Levy Groups
    • Exemption Groups
    • Depreciation Tables
    • Copy To Year
  • Boat Excise (Govern Tax group)
    • General Parameters
    • Levy Codes
    • Exemption Codes
    • Levy Groups
    • Exemption Groups
    • Depreciations
    • Copy To Year
  • Business Tax (Govern Tax group)
    • General Parameters
    • System Entity Configuration
    • Categories
    • Categories Forms Setup
    • Periods
    • Copy To Year
  • Accounts Receivables (Govern Tax group)
  • Mass Appraisal (CAMA)
    • General Parameters
    • Compute System Entity Configuration
    • Tables Maintenance
      • Single Entry Table
      • Building Structural Elements Table
      • Depreciation Table
      • Income Expense Table
      • Income Rental Detail Table
      • Income Subcategories Table
      • Land Adjustment Table
      • MRA Elements Table
      • Sites Table
    • BSE Templates
    • Income Added Fields
    • Shared Lookup Group Set
    • Copy To Year
    • Initialize Year
  • Utility Billing (Billing group)
    • General Cycles
    • Cycle Codes
    • Service Codes
    • Copy To Year
  • Miscellaneous Billing (Billing group)
    • General Parameters
    • Items
    • Categories
    • Recurring Batch Codes
    • Copy To Year
    • Initialize Year
  • Workflow Management (Workflow group)
    • Kinds and Categories
    • Departments
    • Link Types
    • Organization Calendar*
  • Matix (Matix group)
    Matix is a GIS viewer, that provides state-of-the-art data visualization. These visual representations give the user access to meaningful data and allows them to access the valuable, information contained within their growing database of historical CAMA, and Collections records. Matix is a product that encompasses CAMA records, GIS layers and images within one application. Click for Details

 

Editors (tab)

 

  • Profile Editor (Editors group)
  • Field Mask Editor (Editors group)
  • Constant Value Editor (Editors group)
  • Shared Expression Editor (Editors group)
  • Queries Editor (Editors group)
    • Select Query Editor
    • Action Query Editor
  • Formula Editor (Editors group)
  • Logical Expression Block Editor (Editors group)
  • External Command Editor (Editors group)
  • Number Format Editor (Editors group)
  • Text Style Editor (Editors group)
  • System Validation Table Editor (Editors group)
  • User Validation Table Editor (Editors group)
    • Regular
    • Accounts Receivables
    • Mass Appraisal
    • Miscellaneous Billing
    • Property Control
    • Tax Billing
    • Utility Billing
    • Workflow Management*
  • Data Mapping Editor (Editors group)
  • Resource File Editor (Editors group)
  • Batch Process Definition Editor (Editors group)
  • Dynamic Search Objects (Dynamic Search Configuration group)
  • Dynamic Search Styles (Dynamic Search Configuration group)
  • Dynamic Search Groups (Dynamic Search Configuration group)

 

Utilities (tab)

 

  • Active Directory Integration Tool (Utilities group)
  • Connection Key Management (Utilities group)
  • General Connection Parameters (Utilities group)
  • Database Verification (Database Utilities group)
  • Database Conversion (Database Utilities group)
    • MA Parameter Tables
    • Mass Appraisal Tables
    • Formula to Expression
    • Workflow Management
  • Database Extraction (Database Utilities group)
  • Export Data to File (Import Export Tools group)
  • Import Data from File (Import Export Tools group)
  • Mobile (Mobile group)

 

Tools (tab)

 

  • Govern Suite Applications

 

Help (tab)

 

  • Help
  • About GNA

 

Year (tab)

  • Current Year

 

 

Govern Business Entity Designer (BED)

The Govern Business Entity Designer (BED) is used for creating the business models for the Govern forms. This is where you map the Govern database tables and columns to the user entities and fields. Click for Details.

 

Govern Open Forms Designer (OFD)

The Govern OpenForms Designer (OFD) is used for designing your Govern user data entry forms. It provides a user-friendly GUI and simple drag and drop tools. Your forms are available in Govern in real time, as you create them. You can define the properties and security all in the same application. Click for Details.

 

Govern Scheduler Console (SC)

The Govern Scheduler Console (SC) is used for monitoring your scheduled batch processes. View and monitor all the scheduled batch processes in your deployment in a single application. At the same time, access multiple logs, reports, and attachments from previously run and just-run processes. Click for Details.

 

Govern Query Tool (QT)

The Govern Query Tool (QT) can be used as a stand-alone application. It is automatically integrated with the Govern OpenForms application. It can be integrated with Govern for Windows. It facilitates the creation of SQL selection queries and can be used in a variety of ways. Click for Details.

 

System Options

mGovern – Your Mobile Solution

The mGovern – Mobile Solution provides a secure, user-friendly interface for transferring property records from the office server to a mobile device. It also allows for updating records in the field over a wireless connection or when disconnected from the office server. Records are kept up to date and synchronized on both the Mobile device and the Office server. Click for Details.

 

eGovern – Self Serve Portal

The eGovern – Self Serve Portal is a secure, user-friendly interface for transferring property records from the office server to a mobile device. It also allows for updating records in the field over a wireless connection or when disconnected from the office server. Records are kept up to date and synchronized on both the Mobile device and the Office server. Click for Details.

Modules

Standard Module Features

The standard (std) module consists of features, forms, form controls & action buttons, batch programs, etc. that are used throughout the system or that are shared by multiple application modules. Click for Details.

 

Utility Billing (UB)


NEW! The Utility Billing (UB) system is designed to handle multiple types of services including water, sewer, refuse, electric, gas and more. The system maintains a single account number for ease of use and customer inquiries. A many-to-many relationship exists so that multiple meters and reading devices can be linked to an account. With a flexible rate structure, it is possible to have multiple services assigned to multiple meters or devices. Click for Details.

 

Property Control (PC)

Govern’s Property Control Profile creates and maintains attribute data that may not be otherwise maintained by the integrated applications in the Govern
suite. It also merges and extracts data from various sources to continuously
improve and refine the quality of the available data. Click for Details.

 

Name & Address (NA)

Not Available. Click for Details.

 

Accounts Receivable (AR)

Governs’ Accounts Receivable (AR) and Cash Collection (CC) module are used for the collection and recording of payments. The system has been designed for use by cashiers and accounting departments that are working directly with the public, and processing payments that are required by a local government. The Govern application allows for Inquiry on customer accounts and open invoices. Reports may be requested at any time to provide detailed balance, accounting and management information. Click for Details.

 

Delinquency (DL) / Bankruptcy (BK)

The Govern OpenForms Suite of applications provides two subsystems for managing delinquent accounts, they are Delinquency Collection and Bankruptcy Management. Both of these subsystems are linked to the account by Name (NA_ID); the Delinquency Collection module may also be linked by Parcel (P_ID). Both of these subsystems share a similarity in their configuration and functionality. They are reliant upon the Govern Accounts Receivable (AR) module for their administrative configuration and management. Note that accounts must be posted in Governs’ AR before they can be transferred to either the Delinquency or Bankruptcy subsystems. Click for Details.

 

Miscellaneous Billing (MB)

Governs’ Miscellaneous Billing (MB) module is a flexible invoicing and collection system. It can be used for special or occasional invoicing functions such as transportation costs or courier fees that do not easily fit into any other category. The system facilitates the entire billing process for miscellaneous charges, by updating the Accounts Receivable (AR) records and calculating financial and past due account charges, for all bills. This system can be integrated with the General Ledger (GL) for automatic updates. Click for Details.

 

Mass Appraisal (CAMA)

The Mass Appraisal CAMA module was designed to appraise and manage information for Buildings, Land, Personal Property, and Sales for a property, or group of linked properties. Mass Appraisal Building information is used for maintaining information on the buildings associated with a property. It provides numerous tables and codes that can be customized to meet the needs of your organization for appraising the value of a building. In addition, it provides tools for creating building sketches. Click for Details

 

Tax

Self-Reported Business Tax (ST)

Click for Details.

 

Real Property Tax (RE)

NEW! Govern’s Tax Billing (Real Estate) module is a complete, easy to use and comprehensive system. Integrated with Property Control, Mass Appraisal, Utility Billing, Special Assessment, Accounts Receivables and Cash Collection, the system is able to receive all changes and evaluations made to the property database. The system improves accuracy and reduces the billing preparation period, thus providing a faster return on tax payments. All tax bills, including penalties and interest due are automatically calculated.
Click for Details.

 

Personal Property Tax (PP)

Click for Details.

 

Motor Vehicle Tax (MV)

T/C. Click for Details.

 

Boat Excise Tax (BT)

T/C. Click for Details.

 

Aircraft Excise (AC)

T/C. Click for Details.

 

 

(*Products or modules that are in development)

 

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