AR – Inquiry Notes

Accounts Receivable (A/R) Inquiry Notes

Overview

Use the Notes tab of the A/R Inquiry form for adding comments and warning codes, additional information about delinquent charges, history, arrears, and ACH payment information to the selected record.

Documentation

For the complete reference guide, see 101-all-001-GovernAccountsReceivable-(man)-(6.0)
For the A/R Transaction Rules, see 101-ar-001-AR-TransRulesGL.

Prerequisites

The following Regular User Validation Tables are required for the A/R Alerts, Warnings, and Protest Codes.

ARALERT: for the A/R Alert Codes
ARWARNC: for the A/R Warning Codes
ARPROT: for the A/R Protext Codes
COLLAGCY: for the Collection Agencies used for A/R

To access these tables:

Launch GNA.
Select Editors > User Validation Table Editor.
Select Regular from the Table Type drop-down list.
Select the table.
Click Codes to add, modify, or delete codes.
Click Save.

Completing the Notes Form for Alerts and Warnings

The form contains the following sections:

General Information
ACH Information
Notes and Comments

General Information

Alert Code: Select an Alert Code from the drop-down list (Table: VT_USR_ ARALERT). An Alert is more severe than a Warning. If an alert code is associated with the account, no payment entry can be made.
Warning Code: Select a Warning Code from the drop-down list (Table: VT_USR_ARWARNC). A Warning is less severe than an Alert, in that a notification is sent, but the user can make a payment entry.
Collection Agency: Select a Collection Agency for the account from the drop-down list (Table: VT_USR_COLLAGCY).
Notes and Comments: Enter any notes or comments for the account.

Additional Information

Not Subject to Delinquent Charges
Select this option if you don’t want any interest calculated on the current account. Otherwise, these charges are calculated automatically.
History / Inactive Account
Select this option to indicate the account is historical or inactive. No further Accounts Receivable transactions can be performed on the account.
Arrears
Select the calendar beside the Arrears date field to select the date that the account went into arrears. Depending on your organization, the date could be populated by a batch process.

ACH Information

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 Save.
Installment: If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).
Active Flag: The Prepare Data for ACH File process sets the Active Flag to Pending. 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.
ACH Date: This field displays the date the Prepare Data for ACH File process was run.
Fixed Amount: Select this option if the selected amount is a fixed amount.

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AR – Transactions Data Entry

Accounts Receivable (A/R) Transactions Data Entry

Overview

The Transaction form can be used for the following Accounts Receivable transaction types, for the purpose of viewing existing transactions, creating new ones, and for applying modifications to an account or bill:

Abatement/Exemption (ab): A reduction of a payment or release from a payment.
Adjustment (adj): A modification made on an account or bill.
Charge (chg): An amount applied on an account or bill.
Discount (dct): A reduction on the total value or gross amount.
Demand (dmd): A special charge applied to delinquent bills. This is used in the Motor Vehicle Excise Tax subsystem.
Duplicate Payment (dup): A second payment made to cover an amount already paid.
Fee (fee): An amount charged for a service or product.
Interest (int): A charge, usually a percentage, applied on delinquent bills or borrowed money.
Miscellaneous Cash Receipt (mcr): An amount charged for an item not covered by other categories.
Overpayment (ovr): An adjustment generated from an overpayment on an installment. This is used in the Real Estate Tax Assessment and Billing module only. If you are using this transaction type, the Over, Short & Duplicate Method option must be selected on the Accounts Receivable General Parameters form in GNA.
Penalty (pen): A charge applied on delinquent accounts.
Over & Short (sht): An amount generated from the Automatic Generation of Over & Short batch process.
Tax Deferral (td): A postponed tax payment.
Transferred to Tax (I/P): An amount transferred to tax.
Tax Title / Lien (tt) A charge applied on property for the fulfillment of a debt or duty.
Transferred Principal (tto): The amount of principal transferred to tax.
Sales Tax 1 (tx1): A Sales Tax calculation method in which the first and second taxes are added together; then, applied to the bill.
Sales Tax 2 (tx2): A Sales Tax calculation method in which the first tax is added to the bill; then, the second tax is calculated on this amount.

Documentation

For details on completing the form, see A/R Transactions.
For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

These Transaction Types are contained in the System Validation Table: VT_SY_ ART1TYPE. They populate the Transaction Type field on multiple forms.

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AR – Abatement & Exemption Data Entry

Abatement & Exemption Data Entry

Overview

Abatement’s and exemptions are applied to reduce the amount owed on an account or to exempt an amount from payment. Typically, they are used to decrease property taxes and are applied after the real property tax assessment and levies are calculated.

Documentation

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

Accessing the Abatement and Exemption Forms

To access this form:

Launch Govern.
Open a Profile that contains Accounts Receivable Inquiry.
The Abatement / Exemption form can be opened from the Summary or the Detail section.
Double-click on a record in the Summary section to display all entries in the Detail section
Right-click on a record in the Summary section.
and select the Balance Forward Detail option..
Select Accounts Receivable – Abatement / Exemption.
Select the Detail tab.
Select the Balance Forward Detail option.
Right-click on the entry for the abatement process.
Select Accounts Receivable – Abatement / Exemption.

Sections

This form has the following sections:

Detail: The transaction type is displayed at the top of the form.
General Information: showing the subsystem, fiscal year, bill and invoice number
Detail: for the entry date, effective date, A/R Class code, installment, amount and discount date
Comment: for the justification code and any notes applicable to the abatement.

Icons

This form has the following icons:
Save: Click Save to save a new or modified abatement record.
Exit / Cancel: Click the Exit or Cancel button to close. A confirmation message appears if there are unsaved modifications.
Transaction Type: The Abatement / Exemption transaction type is displayed across the top of the form.

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 A/R Inquiry record.
Invoice No.: Enter an invoice number for the abatement.
Cycle Code: This field displays the Cycle Code corresponding to the record (Table: VT_USR_ ARCYCLE).

Detail

Date: This field displays the entry date for the abatement. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
Effective On: This is the date the transaction comes into effect. If an interest method is applied, this is the date from which interest charges are calculated. For example, interest charges could begin 30 days from the effective date. To enter an effective date, click the calendar beside the field and select a new date.
Amount: Enter the value of the abatement.

Note: For transactions such as discounts and abatements, a positive amount creates a credit on the account. Negative amounts are entered only for corrections or reversals of prior transactions.

Class Code: Select an A/R Class Code from the drop-down list (Table: VT_ USR_AR_CLASS).
From / To Installment Number: Select the installment number corresponding to the installment period for the abatement: first, second, third, fourth installment or total (Table: VT_SY_ INSTALL).
Due Date: Enter the date the adjustment must be paid.
Discount Date: Enter a discount date for the adjustment. This is the final date that a discount can be applied on balances due within a certain number of days.

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AR – Adjustment Data Entry Form

Adjustment Data Entry

Overview

The A/R Adjustment form is used to apply modifications to an account or bill and can be used to either increase or decrease the balance due on an account.

Documentation

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

Accessing the Adjustment Form

To access this form:

Launch Govern.
Select a Profile that contains A/R Inquiry.
Open the A/R Inquiry form.
Perform a search and load the required records to the form.
The Adjustment form can be opened from the Summary or from the Detail section.
Double-click on a record in the Summary section to display all entries in the Detail section.
Select the Balance Forward Detail option.
Right-click on the applicable record.
Select Accounts Receivable – Adjustment from the drop-down list

Alternatively, right-click on the record in the Summary section and select Adjustment.

You can also select Transaction. Then, select Adjustment from the Transaction Type drop-down list.

Read More...Read Less...

Sections

The Accounts Receivable — Adjustment screen has four sections:

Transaction Type: This field is automatically populated if you select Adjustment from the context-sensitive menu.
If you opened the Transaction from, you can select Adjustment , Over Payment, or Duplicate Payment from the drop-down list (Table: VT_SY_ ART1TYPE). For a complete list and description of the transaction types, see A/R Transactions.
General Information: showing the subsystem, fiscal year, bill and invoice number
Detail: for the entry date, effective date, A/R Class code, installment, amount and discount date
Comment: for the justification code and any notes applicable to the adjustment.

Icons

Save: Click Save to save a new or modified adjustment record.
Cancel / Exit: Click Cancel or Exit to close the form.
A confirmation message is displayed.
Click Yes to save your changes. Click No to close the form without saving your changes. Click Cancel to stay on the form.

General Information

Subsystem: This field displays the subsystem for the record selected on the A/R Inquiry form.
Year: This field displays the fiscal year of the transaction.
Bill Number: The bill number for the selected A/R Inquiry record.
Invoice No.: Enter an invoice number for the adjustment.
Cycle Code: The Cycle Code corresponding to the record (Table: VT_USR_ ARCYCLE).

Detail

Date: The entry date for the adjustment. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
Effective On: The date the adjustment becomes effective. To enter a date, click the calendar beside the field and select a new date.
Amount: Enter the value of the adjustment.
Note: For transactions such as discounts and abatements, a positive amount creates a credit on the account. Negative amounts are entered only for corrections or reversals of prior transactions.

Class Code: Select an A/R Class Code from the drop-down list (Table: VT_ USR_AR_CLASS).
From / To Installment Number: Select the numbers corresponding to the installment period for the adjustment: first, second, third, fourth installment or total (Table: VT_SY_ INSTALL).
Due Date Enter the date the adjustment must be paid.
Discount Date: Enter a discount date for the adjustment. This is the final date that a discount can be applied on balances due within a certain number of days.

Comment

Justification Code: Select the Justification Code to explain the reason for the adjustment (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. See Deposit Management.
Do one of the following:

Enter a new deposit number required.
Select a deposit number from the drop-down list.

Notes

Enter any notes or comments applicable to the adjustment.

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AR – Refunds Data Entry Form

Refunds Data Entry Form

Overview

Typically, refunds are created when there is an overpayment or duplicate payment. The Refunds screen includes the following sections:
General Information: showing the subsystem, fiscal year, bill, invoice, and check number
Detail: for the entry date, effective date, A/R Class code, installment, amount and discount date
Comment: for the justification code and any notes applicable to the adjustment.
Payer Information: displaying the name of the taxpayer and a code to identify the type of letter to be sent.

Accessing the Refunds User Form

To access the Refunds form.

Launch Govern.
Open a Profile that includes the A/R Inquiry.
Open the A/R Inquiry form.
Perform a search and select the required record.
Right-click on the required record in the Summary section.
Select Refunds from the drop-down list
The Refund Selection form opens.
Select the record you are refunding and click OK.
If the record is for an overpayment, a message appears:
Click Yes to display only the overpaid portion in the Amount text box.
Click No to display the full amount of the payment.
The Refunds form appears:

Icons

Save: Click Save to save a new or modified adjustment record.

Cancel / Exit: Click Cancel or Exit to close the form. A confirmation message is displayed.

Click Yes to save your changes. Click No to close the form without saving your changes. Click Cancel to stay on the form.

General Information

Check numbers for refunds can be created in any of the following ways:

Generated by the Generate Refund Check Numbers batch process
Automatically generated when a new refund transaction is saved in Govern
Manually entered when a new refund transaction is created in Govern

The Check No. field is displayed if the check number is created either automatically or manually from the Govern user form.
You can enter a check number in this field or leave it blank. If it is left blank, this field is automatically populated when the record is saved.

The Check No. field is not displayed if you are using the Generate Refund Check Numbers batch process to create numbers for refunds. In this case, you must run the Generate Refund Check Numbers batch process in order to create check numbers for your refunds. A setup is required if you are using the batch process. See Generate Refund Check Numbers.

If the check number is created automatically either when the record is saved or when the batch process is run, it comprises the previous check number and the cycle. To create a new check number, one is added to the previous number.

Cycle Code: The Cycle Code associated with the record (Table: VT_USR_ ARCYCLE).

It is mandatory to create A/R Cycle Codes for Real Property and Personal Property tax billing. This is used for tax billing cycles and is linked to the A/R Class Code in GNA. You need to set up at least one Cycle Code, but you can create multiple codes. For example, you could have one cycle for municipal tax and a second for school tax.

Frozen IDs are created for cycle billing. A new Frozen ID is assigned when you run the Posting to A/R batch process. This is called a Certified Record. It is displayed in the Govern History Panel with the Cycle Code. The first Certified Record is assigned Frozen ID -1, the second -2, the third is assigned -3, and so on if there are multiple cycle codes.

A new Tax Audit record is created for all the parcels included in the batch process. The Entry Code for these records is set to Original. The Frozen ID is updated and a new entry is listed in the History Panel. For further details, refer to the Govern Real Property Tax documentation.

Detail

Date: The entry date for the refund. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
Effective On: The date the refund becomes effective. To enter a date, click the calendar beside the field and select a new date.
Amount: Enter the value of the refund.
If the refund is for an overpayment, this field displays either the overpaid portion or the entire payment, depending on the option selected on the initial screen
Interest: This field displays interest accumulated on the amount.
Total to Refund: This field displays the total amount to refund. By default, it displays the value in the Amount field. Enter a new value if required.
Class Code: Select an A/R Class Code from the drop-down list (Table: VT_ USR_AR_CLASS).
From Installment Number: Select the installment period for the refund: first, second, third, fourth installment or total (Table: VT_SY_ INSTALL).
Due Date: Click the calendar icon beside the Due Date field and select the date the refund is due, if applicable.
Discount Date: Click the calendar icon beside the Discount Date field and select the final date for a discount on the refund.

Comment

Justification Code: Select the Justification Code to explain the reason for the refund(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.

Enter a new deposit number required.
Select a deposit number from the drop-down list.

Notes

Enter any notes or comments applicable to the adjustment.

Payer Information

By default, the Payer information fields display the name of the taxpayer and a code that identifies the type of letter to be issued with the bill.
To modify the payer information:

Click C beside the Payer information field to change the name. This displays the Search screen with the following options: By Name ID, By Tax Payer Account Number, By Name, By Phone Number, From NA_External
Enter the required information on the search screen. Then select the applicable record.
Select a code from the Letter Code field to identify the type of letter the payer receives, such as, duplicate payment, over payment or payment reversal (Table: VT_USR_LETER_C).
Click Save.

A/R Inquiry for Refund

The record is displayed on the A/R Inquiry form when the transaction is complete.
The Amount and Payer Name fields under Cash Flow displays further details when you hover the mouse over a specific transaction:

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AR – Security by Area Form

Accounts Receivable (A/R) Security by Area Form

Version 6.0 | Version 6.1

Overview

In Govern for Windows, the A/R Security by Area form in Govern Admin is used for defining security permissions by property area. This form does not exist in Govern OpenForms. For Govern for OpenForms, all security is managed through the Govern Security Manager (GSM) and the OpenForms Designer (OFD).

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101-wm-rpt-010-WorkflowApplicationForm

Workflow Management – Sample Application Form

Version 6.1

Overview

As client requirements differ, the Workflow Management – Application Form is provided as a sample that will illustrate some of the capabilities of the Govern system.
The following provides the sample Application Form.
Report Definition: 101-wm-rpt-010.
Report Name: Workflow – Sample Application Form

Workflow – Sample Application Form.pdf

Click to enlarge

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