MA – Land Use Parameters

Mass Appraisal Land Use Parameters

Overview

The Mass Appraisal Validation Table for Land Use Codes is used for setting up categories based on how the land is used. These can be applied by Property Type and can be defined as Agricultural. Examples include Leased Land, Undeveloped, Wetland, and Vineyard. There is no rate or value included in the setup for these codes. Both a land rate schedule, which determines the value, and a land use code are applied to each land record.

Accessing the Land Use Validation Table

To access the MA Land Use Validation Table:

  1. Launch GNA.
  2. Select Application Configurations > Mass Appraisal > Table Maintenance > Single Entry Tables.
  3. Select land-landuse from the drop-down list.

The Land Adjustments validation tables can be associated with the land use validation codes. In this case, only the adjustments that apply to the Land Use that is selected on the Land Information General form are displayed in the Adjustments tab.

The following are added to the database for the Mass Appraisal validation table for Land Use:

  • An entry in MA_TABLES, listing the year and landuse
  • A table named VT_USR_LANDUSE
  • An entry for each validation code in the table MA_PARM_LANDUSE
  • An entry in VT_USER_MA_TABLE, listing the year, the long and short description and the column name.

Land Use Validation Table Icons

The New and Delete icons are disabled for the Mass Appraisal Land Use Validation Table. This is a unique table. You cannot create a new table or delete the existing table.
Save
Click Save to save modifications to the short and long descriptions and the lookup group type.
Codes
Click the Codes icon to view or modify the validation codes.
Exit
Click Exit to close the form.

Mass Appraisal Land Use Codes Validation Table Parameters

Year
The year for the Land Use Validation Table is displayed on the tab at the top of the form.

You can view the land rate schedule validation table for multiple years at the same time. To do this, select the Year menu and enter the year that you want to access in the Current Year field. Then, open a new version of the form.

Code
The Land Use Validation Table is saved as land – land Use Codes.
Short Description
Enter a short description.
Long Description
Enter a long description. This is used for lookups and is displayed on forms and reports.
Table Type
For the Land Use Codes, this field display landuse – Land Use Codes.
Table Category
This field displays the table category. The category for the Land validation tables is land – Land.

Land Use Validation Codes

The Mass Appraisal Validation Codes for Land Use are used for defining the details for each land use category.

Mass Appraisal Land Use Codes Validation Codes IconsNew
Click New to clear the form and create a new record.
Saving a Code
Click Save to save a new record or modifications to an existing one.
Deleting a Code
Click Delete to remove the current record.
Exit
Click Exit to close the form.

Mass Appraisal Land Use Codes Validation Codes Parameters

Year
The year is displayed for the MA Land Use Validation Table at the top of the form. In order to view codes in a different year, you need to open the table in a different year.
Code
Enter a unique combination of alphanumeric characters to identify the Land Use validation code. The codes are listed in ascending order in the Land Use drop-down list on the Land Appraisal Information form.
Short Description
Enter a short description.
Long Description
Enter a long description. This is used for look-ups and is displayed on forms and reports.
Property Type
Select a Property Type from the drop-down list if you are defining the code for a specific property type (Table: VT_USR_ PROPTYPE).
Agricultural
Select this option, if the code is applicable to agricultural land.

If the Agricultural field is selected, the Land Use code is included in a separate agricultural calculation and is not part of the regular Land Information computation.

 

 

103-ma-parm-LandUse

 

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MA General Parameters Page 1 tab

General Parameters Page 1 tab

Version 6.1

Overview

The Mass Appraisal General Parameters form contains parameters and options for configuring the Govern OpenForms Mass Appraisal system. These are divided across the following tabs:

  • Page 1: Yearly Data, General Options, Increase / Decrease, and Transfer to Tax
  • Page 2: Building, Income, and Land
  • Page 3: Comparable Sales
  • Pages 4 and 5: Buildings
  • Page 6: Marshall & Swift

To access the Mass Appraisal General Parameters form:

  1. Launch GNA.
  2. Select Application Configurations > Mass Appraisal > General Parameters.

Documentation

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

Page 1 Parameters

Yearly Data

Year

CAMA parameters are saved by year. Select the year that you want to view or modify from the Year drop-down list.
When you open the MA General Parameters form, the year is automatically set to the current year for GNA. You can select a different year in order to view or modify parameters for that year. This is a requirement for appraisers who are working in multiple years at the same time.
Because the MA General Parameters form is opened in a separate window, you cannot view multiple versions of this form in multiple years at the same time. This is different from other forms that contain data saved by year. For these forms, you can open multiple versions at the same time. For example, the following screen shot shows multiple version of the A/R Class Codes form.

Depreciation Year

The Depreciation Year is used in calculating the depreciation of building structural elements and miscellaneous structures. The calculation is based on a table of percentages defined by the number of years that have lapsed. This is calculated by subtracting the actual or effective year the structure or element was built from the Depreciation Year. Refer to the Mass Appraisal Buildings and Miscellaneous Structures guides for further details.
The Depreciation Year can be the calendar year or any year from which you want to set up depreciation percentages.

Minimum Appraised Value

Enter a minimum appraised value for a property. The definition of Appraised Value depends on the Method in Use. This is selected on the Mass Appraisal Property Information form in Govern. See Mass Appraisal Property Information.

Options

Use Legal Description Property Type for Neighborhood Adjustments

Define this parameter according to how you want to set up neighborhood adjustments. The Neighborhood Adjustment applies to the building, miscellaneous structure, and land values. It is displayed on the following forms:

  • CAMA Building Structural Elements and Features (BSE)
  • Miscellaneous Structures
  • Land Information

It can be based on a Property Type, such as residential, commercial, or industrial. The Property Types are defined in the user validation table VT_USR_PROPTYPE. They are associated with neighborhoods through the Mass Appraisal Neighborhood Validation Table. They are associated with appraisal values through the following Mass Appraisal Validation Tables:

  • Building Use Code
  • Miscellaneous Structure Code (MUSE)
  • Land Use Codes

A Property Type is selected for the parcel on the Legal Information form in Govern.

  • The Neighborhood Adjustment is applied to a Property Type if all the following conditions are met:
  • The Neighborhood Validation Codes are set up by Property Type
  • The Mass Appraisal Land Use, Building Use, or Miscellaneous Structures Use Code is set up by Property Type
  • Use Legal Description Property Type for Neighborhood Adjustments is selected on the Mass Appraisal General Parameters form.

Otherwise, the Neighborhood Adjustment is not applied by Property Type.

Frozen Records

When you create an MA – Sales Information or MA – Audit Information record, a frozen record is automatically created. When a record is frozen, a copy of all the active CAMA records for the property are saved and assigned a Frozen ID. You can view the land, sales, income, building, and miscellaneous structures records, for the property at the moment the record was frozen. This is similar to having a series of snapshots of the property record.
You can continue to make changes to the property record after it is frozen. You can even have multiple frozen records for a property. Each time a record is frozen, a new frozen ID is assigned.
The current record is assigned the Frozen ID 0. Frozen IDs are updated differently according to whether the record is frozen from the Sales or from the Audit form. Sales information records have positive frozen IDs. The records frozen from the Audit form have negative frozen IDs in past years. A new Frozen ID is automatically assigned each time a record is frozen.
Records Frozen From MA_Audit
When you select the Value Finalized option on the MA – Audit form, a frozen record is automatically created. The first time the record is frozen, it is assigned Frozen ID -2. The next time, it is assigned Frozen ID -3, and so on.
Users can view frozen records by selecting the applicable year and Frozen ID in the History Panel, provided they have the required access permissions. Records from all Mass Appraisal forms can be viewed.
Access rights are required for viewing and modifying frozen records. These are defined in the OFD by selecting the Alternate type and then setting rights for the required Profile, Roles and Users. Refer to the Govern OpenForms Designer Guide (OFD) for details.
any of these forms, you can open all the forms listed under Forms with Frozen IDs on page 15 and view the data as they were at the time the record was frozen. For example, you could be updating a property and have open Fiscal Year 2015 with Frozen ID 0, but need to see the land record for 2013, Frozen ID -2.
To view records in past or future years:

  1. Launch Govern.
  2. Open a Profile that contains CAMA.
  3. Open the required form.
  4. Perform a search and load the required record to the form.
  5. Select the History panel.
  6. Double-click on the entry for the year and the Frozen ID you want to view.
  7. Open the Forms Explorer and open forms that you want to view.
  8. Open the History Panel again if you want to return to the year and Frozen ID that you had originally opened.

Closed Year / Certified Records

The Frozen ID -1 is a copy of the current or Frozen ID 0 record. It is created at the following times in order to preserve a copy of the original data:

  • When you run the CAMA Close Year batch process
  • When you create a Value Finalized MA – Audit record

This record is identified as Certified in the database and on the History Panel:

If the History for Current Year option is selected in Govern Admin, When you set an MA – Audit Information record to Value Finalized, Frozen IDs -1 and -2 are created at the same time.
If the History for Current Year option is deselected, Frozen IDs are not created in the current year.

Records Frozen From MA – Sales Information

When you create a sales record, from MA – Sales Information, a Frozen ID is automatically assigned. For sales records, Frozen IDs start at 1. They increase by 1 each time a sales record is created within the year. For example, if a property sells four times in a year, you would have four Frozen ID records, 1, 2, 3, and 4.
Frozen records are not created for the Sales Information or Audit Information forms. You cannot open the MA- Audit form as it existed in 2011 when the Sales Information was created and Frozen ID 1 was assigned.

Forms with Frozen IDs

When you create an MA – Sales Information record or set an MA – Audit Information record to Value Finalized, frozen records are automatically created for the following forms:

  • CAMA – Property Information
  • CAMA – Building Information
  • CAMA – Building Structural Elements
  • CAMA – Building Drawing or Drawing APEX
  • CAMA – Building Area
  • CAMA – Land Information
  • CAMA – Income
  • CAMA – Miscellaneous Structures
  • CAMA – MRA
  • CAMA – Sites
  • CAMA – Values Override
  • Property Control Property Area
  • Property Control Legal Information

Summary

The following table lists the assigned IDs that appear in the Frozen ID field on the History Panel and on the Govern Ribbon. Note that this text box is used for Split Merge data as well as Frozen IDs:
Record Status Frozen and Other Assigned IDs
Current Record 0
Frozen from MA – Sales Information 1, 2, 3, 4…
Closed Year / Certified Record -1
Frozen from MA – Audit -2, -3, -4, -5…
Split Merged Data -32,766

Notes on Frozen Records

You cannot view the Sales Information record at the time a frozen record was created from the Audit form and vice versa, you cannot view the Audit Information record at the time the Sales Information record was created. Frozen records are not created for these forms when a Sales Information or Audit Information record is created or finalized.
A Frozen ID -1 record is not created if there is an open Split Merge record for the property for the year. No message is displayed.

Security for Frozen Records

The Alternate Security applies to Frozen Records. Users have access to view, update and delete frozen records according to the alternate security rights assigned for the form. For details about alternate security, refer to the Govern Security Manager guide.
You cannot change values saved under a Frozen ID, unless you have Super User rights or full access rights to the historical records. A new Frozen ID is automatically assigned each time a record is frozen.

Roll Forward Data

Select the Roll Forward Data option if you make modifications to records in earlier years that you want to carry forward to records in the future years that are open.
When making property appraisals you may need to have open the current fiscal year and several years in the future. For example, if the current fiscal year is 2015, you may have open 2016, 2017, and 2018. The configuration parameters and property records from 2015 are copied to the future years, 2016, 2017, and 2018.
If there is a change made in 2015, such as an extension to a porch, you can update the record for the year in which the change occurred and then roll the change forward to the future years, without having to open and modify each record. The changed field is copied from the current year to the future years. Structures that have not changed are not rolled forward.
In the following examplet, the current year is 2013. The user returns to 2010 and changes a record. A confirmation message appears each time you save a new record or modify an existing one when there are records for future or more recent years.

The message displays the records that are updated. This includes the current record.
When the confirmation record appears, do one of the following:

  • Select Update Sales Data and click Yes to update the sales records along with the current modification.
    This updates the sales records for all Frozen IDs for the property in the same year, regardless of whether the change was made before or after the property was sold.
  • Click Yes to roll the current modification forward.
    Newly created records, deleted records, and modified records are rolled forward.
  • Click No if you do not want to roll the current modification forward.

The data are rolled forward if the CAMA Property Information record exists for the current parcel.

Typically, this record would be created when you open the new year. However, if it were deleted, the Roll Forward would not occur.

Data in the following Govern tables are rolled forward:

Govern Forms Govern Tables
Property Area PC_AREA
Legal Information PC_LEGAL_INFO
Tax Real Estate Assessment TX_RE_ASSESSMENT
Tax Assessment AC_, BT_, PP_, MV_, RE_ASSESSMENT
Tax Exemptions TX_EXEMPTIONS
Tax Levy Master TX_LEVY_MASTER
Appraisal Property Information
Appraisal data MA_MASTER
Building Drawing MA_DRAWING
Building Area MA_BLDG_AREA
Building Structural Elements MA_BUILDINGS, MA_BUILDINGS_2, MA_BUILDINGS_3, etc.
Income MA_INCOME
Land MA_LAND
MRA MA_MRA
Site Information MA_SITE
Miscellaneous Structures MA_MISC_STRUCTURES

 

Use Exemptions

You can apply real property tax exemptions directly to the land, building, miscellaneous structures, and income data records. This is useful when an exemption is applicable to a specific mass appraisal value rather than to the entire property.
Select the Use Exemptions option to add the Exemptions divider to the MA Land Information, MA Building Structural Elements, MA Miscellaneous Structures, and Income Data forms. You can then apply a full or partial exemption to any of these records. Refer to the specific Mass Appraisal guides for details.

Do Not Copy Expired Overrides to Next Year

Select this option if you do not want to copy the expired override values over to the next year, when you copy the default parameters.

Include Personal Property Assessment

Select this option to include personal property assessment data in the Mass Appraisal calculation. If this option is selected the values from the Personal Property adjustment tables are transferred to the MA_MASTER table.
To calculate the Personal Property Assessment, run the Appraised Value Computation process in Govern Batch Processing. Select Fast Compute Mass Appraisal Values. Then select Personal Property and click Process. See Appraised Value Computation on page 134 for details.

Increase / Decrease Option

Show Increase / Decrease Values
Select this option to display the Equalization Increase / Decrease, and when available, Physical Increase / Decrease values. See Increase / Decrease on page 109 for details.
Increase / Decrease Value Computation
If this option is selected, the Increase/Decrease value is calculated during the final year computation, and displays the information on the Values tab of the Property Information (Mass Appraisal) function form in Govern for Windows. The information is displayed in the Equalization Increase, Equalization Decrease, Physical Increase and Physical Decrease parameters. See Increase / Decrease on page 109 for details.

Transfer to Tax

Use the following options to set up the automatic transfer of Mass Appraisal values to the Real Property Tax Assessment subsystem.
Automatically Transfer to Tax
Select this option to transfer CAMA values to the tax module, automatically, when the MA – Audit Information record is saved finalized. Otherwise, if this option is deselected, values are transferred during the Mass Appraisal Values Computation batch process.
Assessment Value Based on Property Type Rates
Select this option to transfer appraised values at different rates, according to property type. Then, set the amounts to transfer using the Multiple Assessment Rates form. See Multiple Assessment Rates on for details.
Assessment Equalization %
Enter the percentage of the total appraisal value to transfer to the Real Property Tax sub-system.
This option is available if the Assessment Value Based on Property Type option is deselected

Do Not Transfer AG Credit to Tax
Select this option if you are not transferring the agricultural value to the tax sub-system with the other Mass Appraisal values. Refer to the user section of the Mass Appraisal Land guide for further details on the agricultural value.

Page 2 to 5 Parameters

Parameters found on the Mass Appraisal General Parameters Pages 2 through 5 are used for Building, Land, Income, and Comparable Sales data. Refer to the specific guides for details about completing these parameters.

Page 6 Parameters

The Page 6 parameters are required for Marshall & Swift data. Refer to the Marshall & Swift documentation for guidelines on completing these parameters.
Complete these parameters before running the Govern Batch Processes to export and import Marshall and Swift data.

 

 

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MA General Parameters Page 3 tab

MA General Parameters Page 3 tab

Version 6.1

Overview

In Development.

 

 

103-ma-parm-General-3

 

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MA General Parameters Page 4 tab

MA General Parameters Page 4 tab

Version 6.1

Overview

In Development.

 

 

103-ma-parm-General-4

 

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101-std-fea-024-ofr

OpenForms Standard Feature – Form Generic Link Controller Setup

Version 6.0 / Version 6.1

Overview

This standard OpenForms Controller can be added to a form to provide a Link to another Form. Two (2) versions of the controller exists, depending on the underlying business rules and whether it is allowed to delete a link once it has been established.

  1. Without Delete Capabilities (CO_GenericLink_Control)
  2. With Delete Capabilities (CO_GenericLinkWithDelete_Control)

Prerequisites

The following conditions are required for form setup in order to enable the Controller.OpenForms Designer Setup:

  1. The Form’s ID Setters Properties must contain the Linked to Form Govern ID (i.e. NA_ID, P_ID, ST_ID, AR_ID, and so on…)
  • The Govern ID must be displayed in the search GRID used for the Linked Form

Profile Security

  • The Linked to Form must be available in the profile (GNA)
  • The user must have security access (GSM) to the profile’s form.

Configuration

Configuration of this controller occurs in the Govern OpenForms Designer (OFD) application. Two (2) versions of the controller exist. The version used will be dependent on the underlying business rules required; i.e. whether once the link has been established, will be allowed to be deleted.

Control to use

Link without Delete

  • Without delete capabilities (CO_GenericLink_Control)

Link with Delete

  • With delete capabilities (CO_GenericLinkWithDelete_Control)

For more information, refer to the following:

OpenForms Designer (OFD)

Controller Setup

Adding a Custom Control to a Form

To add the Custom Control…
1. In the OpenForms Designer (OFD), drag the Custom Control Icon to the desired area (row or column, group.. ) on the form.
Custom Control Form Configuration
2. Once the Custom Control is displayed on the form, click on the inserted control object to configure it. The following parameters are to be completed:
Layout

  • Height
  • Horizontal alignment
  • Margin
  • Text style
  • Vertical alignment
  • Width

Action

  • Assembly Name = Msgovern.OpenForms.CustomControls.dll (by default)
  • Class Name = CO_GenericLink_Control OR CO_GenericLinkWithDelete_Control

Custom Control Properties

  • Allows the selection of current ID (Will automatically show the current Govern ID item and the user will be allowed to select it)
  • Current ID Description
  • Header Override
  • Selected Description
  • Selected Form Name
  • Selected ID Code (na_id, pid, …)
  • Selected Search Group
  • Selected Search Style
PROPERTIES Setting Description
ID
Element ID N/A (set by system) System generated information
Layout
Height Height of the form
Horizontal alignment Stretch Aligns the text at the top and left of the cell. Increases the width
of the column if the text is long and requires more space.
Margin 7,3,7,3 Margins are used to ensure that there is space between
items on the user forms. Defaults are for the right, top, left,
and bottom margins.
Text style Expression to specify the text style
Vertical alignment Stretch Aligns the text at the top and left of the cell. Increases the
width of the column if the text is long and requires more
space.
Width If required, enter a value for the width of the label inside
the cell in the Width text box.
Misc
Action MsGovern.OpenForms.CustomControls.dll
CO_GenericLink_Control
Is enabled Hidden on load Hidden on Load hides the Browse screen from view when the
record is loaded to the form.
Is tab stop Checkbox is selected if a tab sequence number is entered.
If deselected the tab sequence number is removed.
Is visible Selected Select the checkbox
Name CO_GenericLink_Control
Properties
AlternateAttributeName This is optional. By default, we use an attribute with the same
name as SelectedIdCode to get the id we want to link to. If we
want to use a different attribute we can set it here. For example,
if we want to use the attribute REF_ID.
NEW!AutoCloseModalWindowExpression This will allow the setup of an expression that can automatically
close the modal
window when clicking on: Save button or Cancel button
CurrentIdDescriptionQueryName This query gives the description to use for the CurrentId option
when using AllowSelectCurrentId.
DefaultSelection
FastNameCreation
HeaderOverride This is optional. It sets the control header.
NEW! OpenFormAsModal Opens the link as a modal window. When using this, a new
instance of GovernIds is used so that the current profile
GovernIds won’t be affected by the modal form when open.
QuickSearchIndexGroup
SelectedDescriptionQueryName Description that is displayed for the selected ID.
SelectedFormNameInProfile Form to open.
SelectedIdCode The Govern ID that is set when the link is clicked.
SelectedSearchGroup Search group
SelectedSearchStyle Search style
SuggestedLinksQueryName Select a query for the description (Optional)
Tab sequence number

 

Specific Configurations

In the OFD, depending on the controller use, configure the target form as illustrated below.

Generic Link Controller

PROPERTIES Information
Browse
Columns Click to edit
Hidden on load
Show on left
Size 150
Controller
Controller MsGovern.OpenForms.CustomControls.dll
CO_GenericLink_Controller
Controller properties
Misc
SelectedIdCode na_id – name id
SelectedSearchGroup
SelectedSearchStyle stAccountByName – Retrieve ST Account

Linked to Name Controller

PROPERTIES Information
Browse
Columns Click to edit
Hidden on load
Show on left
Size 150
Controller
Controller MsGovern.OpenForms.CustomControls.dll
LinkedToName_Controller
Controller properties
Misc
SelectedSearchGroup naName – Name Search
SelectedSearchStyle

Linked to Self-Reported Tax Controller

PROPERTIES Information
Browse
Columns Click to edit
Hidden on load
Show on left
Size 150
Controller
Controller MsGovern.OpenForms.CustomControls.dll
LinkedToSelfReportTax_Controller
Controller properties
Misc
SelectedSearchGroup
SelectedSearchStyle stAccountByName – Retrieve ST Account

Troubleshooting

The following are some issues that may arise during configuration, their possible resolution.

Issue: Form was designed for a different Govern ID access (P_ID, NA_ID), but the setup is the same.
Possible Resolution:

  • The ID Setters properties for the entity must be configured.
  • The Govern ID must be displayed in the GRID

Issue: The form does not work.
Possible Resolution:

  • Form was designed for a different Govern ID access (PID_ NA_ID, and so on…) than the controller property.
  • The form’s ID Setters properties must be configured on the form

Issue: Cannot select existing name or property
Possible Resolution:

  • The select existing feature requires to have the Govern ID displayed in the GRID of the search result

 

Related Topics

Govern OFD MANUAL Govern OpenForms Designer, version 6.1 see Chapter 3 – Links
Standard Feature Overview

 

 

101-std-fea-024-ofr

 

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AR – Class Distribution Form

Accounts Receivable (A/R) Class Distribution

Version 6.0 | Version 6.1

Overview

A/R Class Distribution is part of the Cash Collection form. Cash Collection is used for accepting and processing the following transaction types in person, at a counter, in a government office:

  • Payment
  • Deposit
  • Voluntary Payment
  • Postdated Payment

For example, 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 his own tax and utility bill along with his mother’s property tax at the same time.
A/R Class distribution adds the following functionality:

  • Distributing Payments: Use this functionality for processing payment for the full amount on multiple bills.
  • Redistributing Payments: Use this functionality for processing a partial payment on multiple bills.
  • Applying Late Charges: Use this action button for applying late charges at the counter, or on the fly. With this functionality, interest, penalties, and late charges are not included in the A/R Balance. They are applied at the time of payment, and are calculated up to the payment date. Security permissions are required. By default, this functionality is not visible.If the user does not click the button, late charges are not applied. These are added to the A/R Balance.

For further details, see Cash Collection Form.

Documentation

See the pdf version of this page:
AR Class Distribution.pdf

Configuration

The only A/R General Parameter of Cash Collection Parameter that is specific to A/R Class Distribution is Auto collapse MCR and A/R Class Distribution.

Note: The Proportional Distribution, which was available in Govern for Windows, is not available in Govern OpenForms.

Auto Collapse MCR and A/R Class Distribution
By default the Auto collapse MCR and A/R Class Distribution parameters is selected. The user must manually expand these parameters on the Cash Collection form.
To set the Auto Collapse MCR and A/R Class Distribution parameters:

  1. Launch GNA.
  2. Select Parameters > User Registry Editor.
  3. Select Cash Collection Cashier in the Registry Filter parameter.
  4. Select User ID in the Registry Key Type parameter.
  5. Do one of the following:
    Select the Auto Collapse MCR and A/R Class Distribution check box to collapse these parameters.
    Deselect this option to expand these parameters by default.
  6. Click Save.

For further details on the Cash Collection parameters, refer to the Cash Collection documentation.

Setting Security Permissions

Security permissions can be set on the following A/R Class Distribution parameters.

Columns

When the following options are enabled, the user has the right to modify the amounts in the corresponding columns under Distribution:

  • Can Edit A/R Balance: The A/R Balance column.
  • Can Edit Payment: The Payment column.
  • Can Edit Interest: The Interest column.
  • Can Edit Penalty: The Penalty column.
  • Can Edit Fee: The Fee column.
  • Can Edit Discount: The Discount column.
  • Can Edit Charge: The Charge column.
  • Can Edit Demand: The Demand column.

Tabs

When the following options are enabled, the corresponding tabs are displayed on the Cash Collection form:/

  • Allow Misc. Cash Receipts: The Misc. Cash Receipts tab.
  • Allow A/R Class Distribution: The A/R Class Distribution tab.

Action Buttons

When the following option is enabled, the action button appears on the form.
Apply Late Charges: The Apply Late Charges action button.
By default, security permissions are enabled for all users, all profiles, and all security types. Permissions on the Apply Late Charges action button are an exception. The procedure follows:

Apply Late Charges

The Apply Late Charges action button is invisible by default in Govern. You can apply security permissions to this button in order to enable the feature for all users or for selected roles and users.
To enable the Apply Late Charges action button:

  1. Launch the Govern OpenForms Designer (OFD).
  2. Open the Cash Collection form, CC001 – Cash Collection.
  3. Select the Security icon to enter Security mode. The majority of the Cash Collection parameters are contained in a custom control that is part of the Cash Collection form.
  4. Select the following from the Security explorer on the right for each Security type, profile, role, and user:
    Normal or Alternative under Type.
    A Profile under Profiles.
    A user under By user or a role under By role.
  5. Select the drop-down arrow in the CCPaymentDataEntry_Control.
    This opens the Security parameters for Cash Collection.
  6. Select the arrow beside the Allow Apply Late Charges parameter.
  7. Click Save.
  8. Repeat steps for all combinations of security types, profiles, and roles for which you want to enable the right to Apply Late Charges.
  9. Open the Cash Collection form in Govern or click Refresh if the form is already open.

The Apply Late Charges button appears on the Cash Collection form.
For further details on setting security permissions, refer to the Govern OpenForms Designer (OFD) documentation.

A/R Class Distribution

This section describes the following:

  • Accessing A/R Class Distribution Functionality
  • Distributing Payments
  • Redistributing Payments
  • Applying Late Charges.

Creating a New A/R Class Distribution Transaction

To create a new A/R Class Distribution transaction:

  1. Launch Govern.
  2. Open a Profile that contains Cash Collection.
  3. Select the Cash Collection form.
    The Deposit Management form opens.
  4. Select a Deposit Number or create a new one.
  5. Open the Payment Data Entry form.
  6. Click New on the Payment Data Entry form.
    The following fields are automatically populated with information from the Deposit Management form:
    The Deposit Number is automatically displayed in the Deposit Number field. This is read-only.
    The transaction type is automatically displayed in the Transaction Type field. This can be modified if you have the security permissions.
  7. Expand the Search section of the form.
  8. Select the type of search and enter the search criteria.
    The results are displayed in the Distribution section.
  9. Repeat step 8 as many times as required in order to add all payments to the list.

Payer Name

The payer name information is automatically displayed on the Cash Collection form, as follows:

  • When you load an A/R record to the Payment Data Entry form, the last payer who made a payment on the account is automatically displayed.
  • However, if no payer is associated with the account, the default payer name is displayed.
  • If there are no records with a positive A/R balance when the A/R record is loaded to the form, the payer name is added when the user modifies the Amount to Pay field. This Payer Name is the name associated with the NA ID of the account.
  • If no NA ID is associated with the account, the payer name is based on the NA_ID in the table PC_OWNER, for the following subsystems. The link to this table is made by the P_ID in AR_MASTER.
    Tax Title
    Tax Title (lt) LM
    Tax Title (pt) PP
    Special Assessment
    Land Management
    LandManagement2
    Delinquency
    Bankruptcy
  • Otherwise, for Personal Property, the name associated with the NA_ID from the table PP_ASSESSMENT is used. The link is made by the PP_ID, YEAR_ID, and FROZEN_ID = 0 in AR_MASTER.
  • Otherwise, for Real Property Tax and Utility Billing, the NA_ID from the table NA_MAILING_INDEX, where primary_index = -1 and REF_ID is P_ID and sub_system.

 

Distributing Full Payments

Follow this procedure in order to process payments for the full amounts of all A/R Balances displayed under distribution.

  1. Follow the procedure to create a new A/R Class Distribution transaction as described under Creating a New A/R Class Distribution Transaction.
  2. Expand the Distribution section.
  3. Select a payment in the Distribution section to display it in the Detail section.
    The total amount of the payment is displayed in the Total Undistributed field.
  4. Select the payment in the Detail section.
    The amount from the Total Undistributed field is now displayed in the Amount to Pay field beside the payment.
  5. Modify the amount in the Amount to Pay field if required.
  6. The remaining amount is displayed in the Total Undistributed field.
  7. Select the ellipsis button in the Payer Name field to modify the payer information.
    You can create a new payer account if the current payer is not listed in the database.
  8. Complete the transaction as described in the next section, Completing the A/R Class Distribution Transaction.

Completing the A/R Class Distribution Transaction

The total amount of all payments is displayed in the Amount field in the Money section of the form.
To complete a Cash Collection transaction:

  1. Select one of the following payment types from the Type drop-down list.
    Cash
    Credit Card
    Check
    Money Order
  2. Click Save.
    The Cash Collection Wizard opens.

Redistributing Payments

Follow the procedure in this section to process a partial payment on the selected accounts, displayed in the Distribution section.

  1. Follow the procedure to create a new A/R Class Distribution transaction as described under Creating a New A/R Class Distribution Transaction.
  2. Expand the Distribution section.
  3. Enter the amount of the partial payment in the Amount to Redistribute field.
  4. Click the Amount to Distribute action button.
    The amounts in the Payment field in the Distribution section are refreshed.
  5. Select a payment in the Distribution section to display it in the Detail section.
    The total amount of the payment is displayed in the Total Undistributed field.
  6. Select the payment in the Detail section.
  7. The amount from the Total Undistributed field is now displayed in the Amount to Pay field beside the payment.
  8. Modify the amount in the Amount to Pay field if required.
  9. The remaining amount is displayed in the Total Undistributed field.
  10. Select the ellipsis button in the Payer Name field to add the payer information.
    You can create a new payer account if the current payer is not listed in the database.
  11. Complete the transaction as described under Completing the A/R Class Distribution Transaction.

Applying Late Charges

Follow this procedure to apply penalties, interest, and late charges at the time of payment. Security permissions required. By default, the Apply Late Charges button is not visible.
When you click the Apply Late Charges button, the Interest and Penalty fields are refreshed. These fields display the amounts calculated for the current date. If you do not click the button, the interest and penalty charges are applied to the A/R balance.

  1. Follow the procedure to create a new A/R Class Distribution transaction as described under Creating a New A/R Class Distribution Transaction.
  2. Expand the Distribution section.
  3. Select a payment in the Distribution section to display it in the Detail section.
  4. Select the payment in the Detail section.
    The amount from the Total Undistributed field is now displayed in the Amount to Pay field beside the payment.
  5. Click the Apply Late Charges button.
    The Interest and Penalty fields are updated in both the Distribution and the Detail sections.
  6. Modify the amount in the Amount to Pay field if required.
  7. Select the ellipsis button in the Payer Name field to add the payer information.
  8. Complete the transaction as described under Completing the A/R Class Distribution Transaction.

 

 

101-cc-frm-003

 

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CC – Cash Collection Wizard Flow

Cash Collection Form – Cash Collection Wizard Flow

Version 6.0 | Version 6.1

Overview

Payment ‘Monies’ Distribution

The following functionality is a feature of the standard Cash Collection Form. The Payment Data Entry Monies Collection form or popup modal – or dockable window -activated by xx, or entity group is used to process the PAYMENT COLLECTION workflow. Note: Big percent of money to collect (75-90%) is probably by bar code and credit card.
The primary purpose is to finalize the payment collection process, by distributing/allocating the TOTAL TO BE PAID by different or multiple payment type source (cc-type). e.g 500 in Cash, a remaining portion or 500 on a Credit Card and a remaining balance settled on a secondary Credit Card or debit card.

Under construction. See Developer’s Page

Specification and Features

Features includes:

  • Workflow wizard processing
  • Credit Card processing
  • Check Validation and more ….

Configuration

The following configuration must be setup:

Security

Details to be supplied.

 

 

101-cc-frm-006

 

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