PC – Summary Record Card

Property Control (PC) – Summary Record Card

Version 6.x (In Development)

Overview

NOTE: This page is under development.

The Property Control (PC) Summary Record Card is a form that presents as a Header and a list of summary information, called “cards” in the PC module. This form displays components of a property where each component is grouped by subsystem. For example, the PC Summary Record Card would display, amongst other things,  information about Levies, Owners, Exemptions, etc.

The Summary Record Card form is currently available for the following:

  • Property Control (PC)
  • Mass Appraisal (MA)

 

Related Topics

 

 

101-pc-frm-002

 

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Summary Record Card

Summary Record Card

Version 6.0.1903 / 6.1.1911

Overview

NOTE: This page is in development.

The Summary Record Card is configured to appear as a form within a Profile. This Summary Record Card form presents as a Header followed by a list of Summary Information with sections referred to as index cards. These index cards would display information related to a property’s individual components. For example, in the case of Mass Appraisal (MA), the MA Summary Record Card displays, amongst other things,  information for Building Structural Elements (BSE), Land information, Site information, and so on. The MA Summary Record Card may be placed within a profile for the city’s Assessor.

This form is currently available for the…:

  • Mass Appraisal (MA)
  • Property Control (PC)

 

Read More...

 

Presentation

As stated earlier, the Property Record Card will display as Govern form within a profile.

Click to view the image in a new tab.

Property Summary Record Card tab

On the Property Summary Card tab there are two (2) icons; one for printing the form, the other for maximizing the display within the form window.

Property Summary Record Card tab icons

  Print Form – Click the print form icon to display the print dialog window. Refer to the Printing the Summary Record Card section below for more detail about the print dialog window.

  Maximize / Minimize (F11) – You can maximize, i.e., enlarge the form to expand to the full area within the Govern application window. Click this icon again to restore the window size. Note that you can also perform this action with a click on the [F11] function key.

Property Summary Record Card Form

The form is composed of a series of specialized sectional or index “cards”. The summary record card is composed of a header and user configurable indexes.

Header Section

Containing general appraisal information about the property, e.g., Tax Map #, Parcel ID, Class, Property Type, Fiscal Year, School District, Roll Section, Size Total, Neighborhood, Zoning, and so on.

Information Displayed

The visibility of the indexes that are displayed in this section can be modified by the user.

Displaying Index Cards

As stated earlier, the visibility of the index cards can be configured by the user. The List Control button located in the middle of the lower part of the Header section displays a dashboard. The dashboard lists all sections that can be displayed or hidden on the Summary Record card.

The Dashboard

Dashboard Features

  Group – Click the Group checkbox to display the index cards in two (2) columns by logical groups. For example

Reset – Click Reset to Default to restore the original/default settings of the dashboard.

Hiding the Dashboard

  1. Click the List Control button to hide the dashboard.
NOTE: When printing, groups that are hidden will not be printed.

The dashboard lists the index cards that can be displayed in the Summary Record Card. On the upper left-hand side of the dashboard.

To configure the groups that are displayed in the Summary Record Card…

  1. Click the list control button; a dashboard is displayed showing the sections that can appear in the form.
  2. Appearing on the dashboard is a list of the index cards and check boxes that can be displayed in the Summary Record Card. When the checkbox is selected, the section is displayed, i.e., visible.

Hiding Index Cards

  1. Click to uncheck a selected checkbox to hide the index card in the form.
  2. Uncheck the selected checkbox to hide the respective group.

Repositioning Index Cards – Method 1

If a specific order of appearance is required in the form, users can change the order of the Index Cards. The order change is made through the dashboard.

To change the order of index cards in the Record Card form…

  1. Click to highlight the index card that you would like to change.
  2. On the right-hand side of the dashboard, click the up arrow “^” to move the index card up.
  3. Alternatively, click the down arrow “v” to move the index card down.
NOTE: When the Group option is selected on the dashboard, you will not be able to rearrange / reposition index cards.

Repositioning Index Cards – Method 2

The index cards can also be changed on the dashboard by using the drag and drop method.

To change the order using a drag and drop technique…

  1. Use your mouse pointer to locate the index card that you would like to move.
  2. Click and hold the left mouse button (LMB) on the index card.
  3. Drag the pointer to the new location. Once the action is complete, verify the order.
  4. Click the List Control button to hide the dashboard.

Printing the Summary Record Card

Summary Record Card Print Window

The Summary Record Card form print window has features that allow you to print the information displayed on the form.

To display the Summary Record Card print preview window…

  1. Verify the sections that you want displayed in your printout.
  2. Click the print icon on the tab.
  3. The Property Summary Cards print window is displayed.

Along the top row of the window are icons that allow you to change your view of the document and print.

Summary Record Card Print Window icons

       Print (Ctrl + P) – Click to display the default Windows Print dialog box. You can access the printers that are configured for your computer.

       Increase the size of the content ( Ctrl -) – Click this icon to zoom out of the preview image.

       Decrease the size of the content (Ctrl +) – To zoom into the preview image, click this icon.

100% (Ctrl + 1) – To view the page at 100% in the area of the preview window, i.e., no scaling,  click this icon. Note that this is a function of the size of your monitor and your screen resolution.

Page Width (Ctrl + 2) – View only the full width of the preview document regardless of its height. You may need to scroll when this view is selected

Whole Page (Ctrl + 3) – A click on this icon will force the entire page into the area of the preview screen. This view option is at times referred to as “fit in page”.

Two Pages (Ctrl + 4) – When your document requires multiple pages, click this icon to view the pages as a “two-page spread”.

Search for a word or phrase in this document. – Should you need to find a word or phrase within the document that is in the preview window, click in this field and type the word.

NOTE: When using the print window, you will be permitted to access and print to resources that you already have access to under the Windows operating system.

 

Related Topics

 

 

101-std-frm-012

 

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MA – Summary Record Card

Mass Appraisal (MA) – Summary Record Card

Version 6.0.1903 / 6.1.1911 (In Development)

Overview

NOTE: This page is under development.

The Mass Appraisal (MA) Summary Record Card is a form that presents as a Header and a list of summary information, called “cards” in the MA module. This form displays components of a property where each component is grouped. For example, the MA Summary Record Card would display, amongst other things,  information Buildings Structural Elements (BSE), Land, Site, etc.

The Summary Record Card form is currently available for the following:

  • Mass Appraisal (MA)
  • Property Control (PC)

 

Related Topics

 

 

101-ma-frm-075

 

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MB – Standard Report Recurring Entry Listing

Miscellaneous Billing (MB) – Standard Report Recurring Entry Listing

Specification Overview

Purpose

Identification

  • Process Name:
  • Requirement Number: 16146

Records to be processed:

  • See Selection Criteria

 

Report User Interface

The following parameters and options are available:

Selection Criteria

Batch Variables

 

Report Format

The report ….

Standard Report Recurring Entry Listing

 

 

101-mb-rpt-001

 

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MB – Invoice Posting Report

Miscellaneous Billing (MB) – Invoice Posting Report

Specification Overview

The purpose of this report is to provide the users with a list of posted invoices.

See 101-mb-rpt-003

 

 

101-mb-rpt-002-merged

 

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MB – Search Screens

Miscellaneous Billing (MB) – Search Screens

Overview

The following covers the standard searches used for Miscellaneous Billing,

Access by

Name and Address

Govern’s Name and Address search form provides two ways of searching for Miscellaneous Billing records:

  • By returning a list of all the miscellaneous billing records sorted by the selected option, or…
  • Returning only the records associated with a specific invoice or account number

 

Read More...

Miscellaneous Billing

  • Account No.
  • Name
  • Invoice No.

 

Specific Account Search

  • Account Number: Enter the full or partial account number of the miscellaneous billing record.
  • Invoice Number: Enter the full or partial invoice number of the miscellaneous billing record.
  • Date Invoice: Double-click in the field and select the date of the record from the pop-up calendar. Add it to be a range
  • Reference: Enter the reference number of the record as entered on the Misc. Billing Invoice form.
  • Department: Department issuing
  • MB Account Category

Recurring Entries Search

  • Date From and Date End
  • Note: The use of wild card characters is permitted, however, the wild card (*) is not supported in an ORACLE environment. – To be validated
  • Recurring Batch Period
  • MB Account Category

Property Search

To link a Miscellaneous Billing Account to a property, you can find the property by the following criteria

  • Tax map number
  • Parcel ID
  • House number
  • Street name
  • Owner status

Search Result Screen

At a minimum, the search should return the following information:

  • MB Account No (MB_ID)
  • Name (NA_ID)
  • MB Account Category
  • MB Invoice No.

 

NOTE: Depending on the setup, additional fields may be displayed.

 

 

 

101-mb-fea-004

 

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MB – System Business Rules

Miscellaneous Billing (MB) – System Business Rules

System Integrity

The following Business Rules apply to the Standard Govern Property Control and Miscellaneous Billing module components:

Govern ID Schema Architecture

The Miscellaneous Billing Module uses the following Govern IDs:

  • MB_ID: The Miscellaneous Billing ID
  • NA_ID: The name is part of the accounts receivable MB_ID + NA_ID and is included in the A/R Master.
  • MB_INV_ID: The Invoice ID
  • YEAR_ID: The invoices and recurring invoices are year base.
  • P_ID: The MB Account can be linked to a parcel

Profile for Misc. Billing

The Miscellaneous Billing Profiles must be set by Name

  • Dataset Type Code = Name Id

 

Read More...

 

Misc. Billing

  • An MB account must be linked to a name (name is required)
  • An MB account must be linked to the name mailing index (required for ach)
  • An MB account can be linked to a parcel
  • Multiple MB accounts can be created for a single name
  • Multiple MB accounts can be linked to a single parcel

Property Control

  • Cannot delete a Miscellaneous Billing Account if it has any A/R, an error message will let the user know
  • Cannot delete a MB Account if INVOICES are recorded for the Account
  • Cannot delete a name if it is linked to a MB Account – REQUIREMENT

Accounts Receivables Business Rules

General

NameMisc. Billing A/R master records are recorded by Name (na_id)

  • Misc. Biliing Account MAILING INDEX is recorded by Name, Sub-system = MB, Mailing Index Type = o ‘Owner’ and Primary Index = True ‘-1)

Year

  • If the Misc. Billing A/R Sub-system by year is checked, A/R created for Misc. Billing contains the Year (year_id)

Parcel

  • If the MB Account is linked to a Parcel, the A/R created contains the Parcel Id (p_id)
  • IMPORTANT NOTE: When the link to parcel is changed, it updates the A/R master (PID included in the record) and the MB Account – (to be verified)

MB Link to A/R

Click here to display an image that shows how MB is linked to A/R (Note that the image will be displayed under a new tab)

 

A/R Class Codes

  • You cannot delete an A/R Class Code that is linked to an invoice
  • You cannot change an A/R Class code for an item that has invoices with this item.

 

A/R Detail

  • A summary record will be created for each invoice item with different A/R class codes for the invoice

 

A/R Default Rules for applying OCH

For more information, see Accounts Receivable Parameters

  • By default, in the A/R Inquiry form, when a payment is made in the system and no invoice number is specified, the Govern system will apply the payment to all outstanding invoices. When an overpayment amount exists as a result of that overpayment, it is recorded in the system as an open credit OCH. When users select the Bypass XX funds reapplication option in GovAdmin, where XX is a related subsystem. When Reapply is selected in the Govern A/R Inquiry form, unless an invoice number is specified, payments will be recorded as an OCH record, and will remain in the system. NOTE: Invoices must be referenced by their number otherwise the system will not apply the payment.
  • Important: During Reapply, if the Yes option is selected for Bypass MB funds reapplication, the OCH will be cleared. Any reference to the OCH will be lost and no adjustment will be made to the GL transactions.

General Ledger Business Rules

Standard Rules

A/R Class code linked to G/L Distribution
For more info see the following:

 

Sales Tax Computation Business Rules

The following options apply to the Miscellaneous Billing tax calculation.

Sales Tax Activation

  • Sales Tax Activated: When sales tax is not activated for a year, no sales tax is calculated.
  • 2 Sales Tax Calculation: By entering a rate in Sales Tax 1 and Sale Tax 2, both taxes will be used. To use only one tax amount, do not enter a rate in Sales Tax 2.
  • Mandatory Sales Tax A/R Class Code: When using Sales Tax, you must supply the A/R Class code that will be used to generate the accounts receivable and the general ledger distribution.

Items Taxable or Not Taxable

Each individual items can be subject or not to sales tax

  • Subject to Sales Tax 1
  • Subject to Sales Tax 2

Exempt of Taxes Account

It is possible to exempt an account from having tax generated on its invoices and recurring entry invoices.
The account can be exempt from

  • Sales Tax 1 and 2
  • Sales Tax 1 only
  • Sales Tax 2 only

 

Changing Sales Tax Parameters

When changes occurs in the Misc. Billing General Parameters:

 

 

 

101-mb-brules

 

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