CC – Cash Collection Receipt Log

Cash Collection Receipt Log

Version 6.0 | Version 6.1

Overview

To be developed. Refer to the Govern Roadmap.

 

 

101-cc-rpt-057-ReceiptLog-backlog

 

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101-cc-fea-058

Cash Collection Workflow Feature – Print Receipt Feature

Version 6.0 | Version 6.1

Overview

Follow the procedures in this section to add receipt printing functionality to the Cash Collection Wizard. The receipt is printed at the end of the process. Any network printer can be used.

General Settings Parameters for Reports

The standard Cash Collection Receipt is available in Crystal Reports. This can be customized. The following setup is required.
To define the General Settings:

  1. Launch GNA.
  2. Select Parameters > General Settings Editor.
  3. Select Report from the Registry Filter.
  4. Select the Use Crystal Reports option.
  5. Enter the path to the Reports folder for your deployment in the Standard Reports Path parameter.
  6. Enter the path to the Standard Reports folder if you have created one.
  7. Enter the path to the log file in the Standard Log Path folder.
  8. Click Save.

Configuring the Report

The following report must be configured in GNA before you can print receipts from the Cash Collection Wizard:
CC_RPT_058.rpt 6 Cash Collection Wizard
This report is included with the FormReference.xml file and imported by the GNA > Import/Export Tool.
You can perform the following configuration to add prompts and criteria to the report. However, this is not a required step.
To configure the report:

  1. Launch GNA.
  2. Select Parameters > Report Parameters Editor.
  3. Select CC_RPT_058.rpt – Cash Collection Receipt in the tree view.
    This Report Editor reads the report and lists all the datasources referenced.
  4. Add any required prompts and criteria to the report, as described in documentation for the Report Parameters Editor in GNA.
  5. Click Save.

Refer to the documentation on the Report Parameters Editor for further details.

Configuring the Cash Collection Parameters for Viewing the Print Receipt

The Receipt Printer can be configured by User ID or by Cashier.
To set up the Cash Collection Parameters for printing the receipt:

  1. Launch GNA.
  2. Select Application Configurations > Accounts Receivable > Cash Collection Parameters.
  3. Do one of the following, according to how you are setting up the parameters:
    Select Computer.
    Select User ID.
  4. Select the printer name in the Receipt Printer Name drop-down list.
  5. Select the Auto Print Receipt option to print the receipt automatically when the Cash Collection Wizard completes the process.
  6. Deselect this option to enable the Print button on the Cash Collection Wizard.
  7. Click Save.

Printing the Receipt

The receipt is printed at the end of the Cash Collection Wizard procedure. You can print the receipt on any printer. Depending on your Cash Collection Parameters configuration, the receipt is printed automatically or manually.
The information added to the receipt includes the following:

Account Details

  • Payment Date
  • Deposit Number
  • AR ID or Barcode
  • Account No.
  • Principal
  • Interest
  • Penalty
  • Subtotal
  • Total

Payment Details

  • Payment Type, such as Cash or Certified Check
  • Total Paid
  • Change
  • Receipt number
  • Date and Time of payment
  • Payer Name
  • Barcode for the payment

 

 

101-cc-fea-058

 

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AR – CC – Allow Payment less than Payment Plan Amount

Accounts Receivable (AR) & Cash Collection (CC) – Allow Payment less than Payment Plan Amount

Overview

This feature allows the collection of a payment that is less than the predefined Payment Plan Amount.

User Interaction

In Cash Collection, when a user tries to make a payment that is less than the set minimum to collect, a pop-up message is displayed. This message will block the transaction and prevent the saving of the payment. If the permission is checked, the message will no longer be displayed to the user. The payment can then be saved even if the amount is less than the set minimum that is to be collected.

Setup

To configure this option, you must set the new security parameter in the OpenForms Designer (OFD). This option can be set by Profile or by user for the Cash Collection Form.

NOTE: The default setting for all users for this permission is, False (F) .

In the OFD select… Cash Collection > Payment Data Entry > CCPaymentDataEntry_Control (while in security mode), set the following parameter:

  • Allow to pay less than minimum to collect

 

 

101-ar-fea-038

 

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AR – Automated Clearing House (ACH) Information

Accounts Receivable (A/R) Automated Clearing House (ACH) Information

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. It is used widely for payroll and a variety of recurring payments.
The ACH account is defined on the Name and Address form in Govern. It is linked to the following through the Mailing Index:

  • Real Property Tax
  • Personal Property Tax
  • Self Reported Tax
  • Miscellaneous Billing

The configuration and administrative setup are performed in the following applications:

  • Govern New Administration (GNA)
  • Business Entity Designer (BED)
  • OpenForms Designer (OFD)

There are three batch processes:

  • ACH Pre-notification
  • ACH Data preparation
  • ACH File Generation

Configuration

In order to configure ACH Information in your organization, follow the instructions in the document that you can download in the Documentation section..

Documentation

For complete information on the configuration, administrative setup, ACH user forms, and ACH Batch Processing, open the following guide:
ACH ConfigurationImplementation

Govern OpenForms ACH Information

To use ACH for bill payments in Govern OpenForms, you need to complete the ACH Information in the Name and Address form.
Then, complete the ACH Information for each applicable subsystem, as described in this section.

Name and Address ACH Information

ACH Information is added to a separate entity in the Name and Address form. You can set up multiple ACH accounts for any name and address account.

To access the ACH Information by Name entity:

  1. Launch Govern.
  2. Open the Name and Address from.
  3. Perform a search and load the results to the tree view.
  4. Select the required Name and Address record in the tree view.
  5. Select the ACH Info by Name entity.
    The selected Name and Address record is displayed at the top of the form.
    The required fields are outlined in red.
  6. Select an option from the Account Type drop-down list.
  7. Enter a description for the account.
    For example, both a personal and commercial Checking Account may be associated with the name record.
  8. Enter the bank transit and routing number in the Bank Transit No. field.
  9. 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.
  10. Enter the bank account number in the Bank Account No. field.
    The bank transit and account numbers are cloaked when you enter them on the user form.
    You can click the icon on right of the text to view these numbers in plain text, provided you have the access permissions.
  11. Click Save.
  12. Repeat the procedure to create multiple name and address accounts.

ACH Information in Tax Forms

  • ACH Information is added to the following Govern user forms:
  • Real Property Tax
  • Personal Property Tax
  • ACH Information in Self-Reported Tax

Real Property Tax

The ACH Information is added to the Mailing Index entity in the Real Property Tax form.
The following rules apply to the Making Index:

  • The ACH Information is only available for the Primary Index.
  • The Primary Index receives all original bills and other mailings. All other recipients receive duplicates of the originals. Also, the Primary Index is listed on all reports. Select this option for the property owner or the person to whom you are sending original bills.

The following conditions apply:

  • There can be only one primary index per property.
  • The property owner must be defined as the primary index, even when the Mortgage Company is paying the bills.
  • If a primary index is not manually selected, the first name and address you enter automatically becomes the primary index.
  • All original bills and other mailings are sent to the primary index.
  • If the Status Information of the primary index is set to inactive, a duplicate bill is sent to the Primary Index and the original bill is sent to the Temporary Owner.
  • All other recipients receive duplicates of the originals, unless the Do Not Send Bill option is selected.
  • If Do Not Send Bill is selected for the Mortgage Company, an electronic bill is sent.

To access the Mailing Index entity in the Real Property Tax form:

  1. Launch Govern.
  2. Open a Profile that contains Real Property Tax.
  3. Open the Real Property Tax from.
  4. Perform a search and load the results to the tree view.
  5. Select the required record in the tree view.
  6. Select the Mailing Index entity.
  7. Select the Primary Index option.
  8. Click Save.

Personal Property Tax

Follow the instructions for adding information to the Real Property Tax Mailing Index.

Self-Reported Tax

Follow the instructions for adding information to the Real Property Tax Mailing Index.

Miscellaneous Billing

ACH Information is added to the Miscellaneous Billing Account entity. This information populates the Mailing Index table.
To access the Miscellaneous Billing Account:

  1. Launch Govern.
  2. Open a Profile that contains Miscellaneous Billing.
  3. Open the Miscellaneous Billing form.
  4. Select the Miscellaneous Billing Account entity.
  5. Select the description for the ACH Account that you want to associate with the selected Miscellaneous Billing Account from the ACH Account drop-down list.
  6. Double-click in the date fields and select a range of dates from the pop-up calendar if the ACH is to be used during a specific time only. You can enter a date in the From field or the Until field only.
  7. Click Save.

For further details, refer to the Miscellaneous Billing documentation.

 

 

101-ar-fea-006

 

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AR – CC – Allow Interest and Fees As of Date Feature

Accounts Receivable (AR) & Cash Collection (CC)
Allow Interest and Fees As of Date Feature

Version 6.0 | Version 6.1 (In Development)

Overview

This information will be updated when it becomes available.

 

 

101-ar-fea-007

 

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AR Feature – Payer Name Custom Control

Using the Payer Name Custom Control

Version 6.0 | Version 6.1 (In Development)

Overview

The Payer Name custom control can be added to any Govern user form. By default, it is added to the Cash Collection and the A/R Lockbox forms. You can add a payer name on the fly or you can configure a direct link to the Name and Address form. This greatly facilitates the task of adding payer name information to a form. This control:

  • Displays the last five payers to facilitate data entry
  • Adds a search for an existing name.
  • Permits the entry of a name without creating an entry in the database (Table: NA_NAMES)
  • Provides a direct link to the Name and Address form so that you can create a new name.

Note: NA_NAMES can be opened in Modal Mode or as a standard user form in the Profile.

This page describes the following topics::
Configuring the Payer Name Control

  • Configuring the Payer Name in the Business Entity Designer (BED)
  • Configuring the Payer Name in the OpenForms Designer (OFD)

Using the Payer Name Control in Govern

  • Searching for an Existing Name and Address Record and Adding It as the Payer Name
  • Completing the Name and Address Information After Saving an A/R Record
  • Completing the Name and Address Information Before Saving the Record
  • Opening the Name and Address Form in Modal Mode
  • Adding a New Payer Name On The Fly

Documentation

To view this information in pdf format with screen shots and examples, click on the following link.

PayerName.pdf

Configuring the Payer Name Control

The configuration for the Payer Name Control is described in two sections:

  • Configuring the Payer Name Control
  • Using the Payer Name Control in Govern

Configuring the Payer Name in the Business Entity Designer (BED)

This section is for informational purposes. There are no required steps.

The following attributes are included in the Payer Name custom control:

  • NA_ID
  • PAYER_NAME
  • ARIDLIST

ARIDLIST is a calculated field that provides the list of A/R IDs for the last payers.

Configuring the Payer Name in the OpenForms Designer (OFD)

The following configuration is required for the Payer Name. You can set the properties for the following

  • Viewing / Adding the Payer Name Custom Control
  • Defining the Actions

Viewing / Adding the Payer Name Custom Control

To view the payer name custom control properties:

  1. Launch the OpenForms Designer (OFD).
  2. Open a form that includes the Payer Name custom control, such as ARLockbox (AR036).
    Alternatively, open the form to which you want to add this control.
  3. Select the entity, such as Lockbox Detail, that contains CC_PayerName_Control.
    Alternatively, open the entity to which you want to add this control.
  4. Expand the first Misc. in the Properties explorer.
  5. Click the ellipsis button in the Action parameter.
  6. Ensure that MsGovernOpenFormsCustomControl.dll is selected in the left column.
  7. Select CC_PayerName_Control is selected in the right column.
  8. Click OK on the Extension Selector.

Defining the Actions in the OFD Property Explorer

The properties in this section are used to define the actions that are triggered by the Payer Name custom control. These properties are used to add options to the Payer Name menu in Govern. There are a maximum of three options:
The menu appears when you click the ellipsis button in the Payer Name parameter on the Govern user form.
To define these properties:

  1. Expand Properties > Misc in the Property Explorer.
  2. Define the properties as described under the following headings:
  3. Click Save on the OpenForms Designer after completing the actions to save the modifications.

Creating Names

  • CanCreateNames: Select this option to add the New Name option to the Payer Names menu on the Govern form. This option is required for the FastNameCreation and SelectedFormNameinProfile options.
  • Deselect this option to remove the New Name option from the menu. Note, the new payer name option is independent.

Creating Payer Names

  • Select the CanCreatePayerNames option to add the New Payer Name option to the Payer Name menu. When this option is selected, you can create a new payer name on the fly.
  • Deselect this property to remove the option from the menu.
NOTE: The user can enter a payer name on the form, only if the Payer Name option appears in the pop-up menu.
Otherwise, if this option is not displayed, the parameter is disabled.

Searching for Names

  • Select CanSearchExistingNames: to add the ability to search for a name in the Govern database. The Search appears in the Payer Name menu on the Govern form, when you click the ellipsis button.
  • Deselect this option to remove the search option and functionality.

Adding a Header

  • Enter text in the Control Header parameter.
    The text you enter appears on the form above the custom control in Govern. Payer Name is the default.

Creating a Name Before Saving the Record

  • Select FastNameCreation to open the Name and Address form when the user selects New Name in the Payer Name field on the Govern user form. A scenario follows. This is recommended for Cash Collection. If this option is selected, CanCreateNames must be selected, as well.
  • Deselect this option if you do not need to open the Name and Address form directly. This is recommended for the Lockbox.

Opening a Form in Modal Mode

  • OpenFormAsModal: Select this option to open the Name and Address from in Modal Mode.
  • The modal form opens in a secondary window.
  • The focus is on the modal form. No actions can be performed on other forms until the modal form is closed.
  • Deselect the OpenFormAsModal option if you want to open the Name and Address form as a standard user form in Govern.

Adding a User Form

SelectedFormNameInProfile: Select the user form from the that you want to open when the user clicks New Name. Typically, this is the Name and Address form.

Adding the Search Group and Style

  • SelectedSearchGroup: Select the Search group to launch from the Payer Name > Search option.Typically, this is the Name Search.
  • SelectedSearchStype: Select the Search style to launch from the Payer Name > Search option.
  • For example, if you selected the Name Search as the Search Group, you could select the Name ID, naNameID, as the search style.

Alternatively, leave this option blank to display all the name search styles in the list.

Using the Payer Name Control in Govern

For the examples in this section, the Payer Name Control is added to the A/R Lockbox. Possible actions include:
Selecting the

  • Searching for an Existing Name
  • Creating a Name and Address After Saving the Record
  • Creating a Payer Name On the Fly
  • Creating a New Name and Address Before Saving the Record
  • Opening the Name and Address form in Modal Mode

The required properties for each action are listed.

 

What’s New

6.0 Payer name will now be recorded in CC_MASTER_PAYOR_NAME instead of NOTES.
6.0 The Mailing index Owner of Record is no longer used as a default

Related Topics

 

101-ar-fea-021

 

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101-wm-f04-multimedia

Workflow Management Feature – Multimedia

Version 6.1 Module (In Development)

Overview

Summary overview

Content

Getting Started
Configuration

  • Organization and Department Setup
  • Multimedia Document Code Setup

Scanning Queue
Multimedia User Interface

  • Multimedia Form
  • Activity or Step Action Trigger
  • Adding/Viewing Multimedia from the Activity Form

Administration

  • Multimedia Security
  • Year End processing

See Also

  • Fee Action Configuration
  • Accounts Receivable Business Rules
  • Workflow Management Wiki Map

 

 

101-wm-f04-multimedia

 

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