MB – OpenForms Reference Standards

Miscellaneous Billing (MB) – OpenForms Reference Standards

Overview

[in construction] Scheduled for GA Release 6.1.1606
The Misc. Billing module consists of the following tables organized in business entities, business models and forms.

Database Tables

The following Miscellaneous Billing Tables are standard:

MB_MASTER
NA_NAMES
NA_MAILING INDEX
MB_INVOICE | MB_INVOICE_DET
MB_RECURRING | MB_RECURRING_DET
MB_PARM_CATEGORY
MB_PARM_ITEM
MB_TEMPLATE | MB_TEMPLATE_DET (To be reviewed for Land Management)

For changes in tables or attributes from a prior release, please see Impact List Changes in DB Structure.

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System Components

The following System components are used for Miscellaneous Billing:

Search Group

mbMiscBilling: Miscellaneous Billing Search
note: naName: Name Search can also be used

Search Styles

mbMiscBillid: By Misc. Billing Id
mbAccountNo: By MB Account No.
mbName: By Name (Misc. Billing)
mbInvoice: By Invoice
mbRecurring: By Recurring Invoice

OpenForms Designer Setup

Tab Sequences

The following Tab Sequence default is as shown in this figure – (Click here to view )

Browse Feature

You can have multiple Miscellaneous Billing Account for a single name.
The browse fields are setup in the Business Entity Designer.

Record Selector Feature
See expression

Generic Link Control (Used to link to Name)

[CO_GENERICLink_Control] Misc Properties

Allow Select Current ID: The feature to automatically select the Current Name ID (Global Id) will be enabled
Link Text Override: DO NOT ENTER if you want the Name and Address to be displayed) – update w new STD features
Selected Description
Selected Form Name
Selected ID Code
Selected Search Group (new feature)
Selected Search Style – ROAD MAP

Security (Role & Profile)

Can Create
Can Search
Can Delete Link has been disabled

Miscellaneous Billing Account

The tax exempt group can (and should) be removed from the form if no tax is charged on the miscellaneous billing items

Business Models

Miscellaneous Billing

The same model groups Account Information, Invoices (posted and not posted) and Recurring Invoices.

Business Entities

The following are the standard Business Entities and Attribute Properties used in Miscellaneous Billing.
MB_MASTER

Table: MB_MASTER
Special Attributes:
- MB_ACCOUNT Account Number Calculated field stored in DB / Expression + Format

MB_INVOICE (unposted)

Table: MB_INVOICE
Filter = Not Posted

MB_INVOICE (posted)

Table: MB_INVOICE
Filter = Posted

MB_RECURRING

Table: MB_RECURRING
Filter = Not Posted

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MB – System Architecture and Requisites

Miscellaneous Billing (MB) – System Architecture and Requisites

Overview

The purpose of this page is to provide and centralize the architectural system information that impacts the miscellaneous module application.
Click here for the Product map or the Module information page.

Architecture

Govern Schema

GovernID	Table Attribute ID	Description
Year ID

Name Id
Mb Id
	Mb Inv Id
	MB Rec Inv ID

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MB Tables and Attributes

Tables used for the Miscellaneous Billing module and key attributes.
Changes are recorded here for new and/or changed attributes.

Table Name	Attribute Name(s)	Description
MB_MASTER	MB_ID	Master Misc. Billing Account
MB_INVOICE	MB_ID, YEAR_ID, MB_INV_ID
	READY_TO_POST	= 0 when the flag Ready to post is not checked. Validate if this can cause an impact for upgrades. = -1 when Ready to post is checked = Null on new record
MB_INVOICE_DET
MB_RECURRING
MB_RECURRING_DET

A/R GL Transactions

Table Name	Attribute Name(s)	Description
AR_GL_TRANSACTIONS	GL_ID	Unique identification number for the current GL record
	AR_DETAIL_ID	Identification number for the current AR Detail record
	SUB_SYSTEM	Sub-system
	ENTRY_DATE	To be verified
	ACCOUNT
	AMOUNT
	REFERENCE	To be verified
	TRANSFERRED	-1 if transferred to an external system
	REF_INFO	To be verified
	GOVBATCHNB	Batch number give by Govern
	GOVSEQ	seq number give by govern, all the time start at number 3

G/L Transactions

Table Name	Attribute Name(s)	Description
GL_TRANSACTIONS	DEPT	Department Code (Table: VT_USR_DEPART)
	ENTRY_DATE	to be verified
	P_ID	Identification number for the current Parcel
	NA_ID	Identification number for the current Payer (Table: NA_NAMES)
	KEY_ID	PK
	KEY_TYPE
	KEY_COUNTER
	ORIGIN_APPL_ID
	ORIGIN_FUNCT_ID
	POSTED_FLAG
	USER_ID	User ID (Table: USR_USERFILE)
	BATCH_ID	PK
	BATCH_SEQ	PK
	AR_CLASS	Unique identification number for the current AR Class record
	FEE_DESC
	FEE_OVERRIDE

G/L Distribution

When amounts are distributed to different G/L Accounts in fixed amounts

Configuration

MB Parameters

Parameters	Table Name	Description
General Parameters	SY_REGISTRY	By year and by Organization (see above parameters)
Category	MB_PARM_CATEGORY
Items	MB_PARM_ITEM
Recurring Batch Codes	MB_PARM_RECURRING

SY Registry Parameters

Registry Filter	Section Name	Key Name	Key Value	Notes
A/R	A/R parameters	Miscellaneous Billing Year	True/False	A/R Master by Fiscal Year Select this option to save the miscellaneous billing records by fiscal year
MB (all)	Miscellaneous Billing	Account Number no. of Digits	0 to x	Used to generate the Account Number. The following parameters determines the number of leading zeros to add to the MB ID.
MB (all)	Miscellaneous Billing	Invoice Number no. of Digits	0 to x	Used to generate the Account Number. The following parameters determines the number of leading zeros to add to the MB INV ID.

MB (year)	Miscellaneous Billing	Activate Sales Tax	True/False	If true, sales tax is activated and computed If the sales tax is not activated, no tax will be calculated and the fields for Tax 1 and Tax 2 will not be displayed in the Invoice detail grid. If false, sales tax is de-activated. It is recommended that the BA or Client remove the Tax Exempt attributes from the MB Account form to improve the user experience.
		Tax AR Class 1		A/R Class Code for MB Tax 1
		Tax AR Class 2		A/R Class Code for MB Tax 2
		Sales Tax 1 (%)		% of Sales Tax 1
		Sales Tax 2 (%)		% of Sales Tax 2

OpenForms Prerequisites

System	Area	Item	Description
GNA	Profile	Linked Forms	The Form must be linked to the profile that will be used for Miscellaneous Billing.
		Access By	This profile must be accessed by Govern Ids NAME_ID
		Treeview	The Misc. Billing Treeview should be setup in the profile.
GSM	Security	Users/Roles	User/Role must have access to the Forms used for Miscellaneous Billing as well as the forms used by the Generic Link Controller for Names and Parcel Linking
	Setup	Synchronize	If any changes were made to the forms or form security, Synchronize must be executed
OFD	Generic Link Controller	Link to Name	The controller and controller security must be setup.
	Generic Link Controller	Link to Parcel	The controller and controller security must be setup.

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BP – NY State – Generate Real Property Tax – ARLM 1 & 2 Batch Process

New York State – Generate Real Property Tax – ARLM 1 & 2 Batch Process

Release v6.x

Specification Overview

Purpose

The purpose of this batch program:

Identification

Process Name: NY_ARLM1_2
Requirement Number: 15890

Records to be processed:

Year selected: or all if none selected
Records (parcels) selected: all, saved named dataset (includes autosave dataset), jurisdiction, neighborhood
Record Frozen-id = zero (current)

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Records to be calculated:

Batch Processing:

The batch program can be scheduled to run periodically.
The transaction Mode “Roll Back If One Transaction Failed” is not supported. It will be “Continue If One Transaction Failed” by default
Refer to the Standard Batch Process details Batch Program Setup or Govern Scheduler for more details

Batch Compute User Interface

The following parameters and options are available:

Year :

All if no year is selected. The year field is user persistent and displays the year selected when the batch process was last run – to verify

Parcels to compute option:

All, or by Jurisdiction, Neighborhood or Saved Name Datasets – to verify

TIP: If you turn on the TREEVIEW Synchronization option (Govern’s Option menu), and select the AUTOSAVE from the Saved Datasets drop down table, the compute will processed all records in the user’s Dataset Treeview.

Batch Execution

The batch program can be executed on demand or scheduled with Govern Scheduler.

During the execution, warning and error messages will be presented in the batch result grid. – to verify

On error, the parcel id will be displayed in the message
Double-click on the message to access the full text

Once completed, information will be displayed, that includes:

Parameters and Options used
Total number of records read
Total number of records processed

Batch Processing (technical)

Before Executing Subprocesses:

Select all parcel ID and frozen ID related to the year (or all year if none selected) the jurisdiction, or the neighborhood or the saved dataset if chosen.

Execute Subprocess

For each batch process

Error Reporting
In addition to the standard Batch Processing standard error reporting, the following will be validated:

What’s New

[6.0] Batch program created for OpenForms

Troubleshooting

The following is to help troubleshoot the batch process.

After changes, it is always best to compute for a single year and small dataset
The parcel id is listed in the error message
Turning on the Govern Diagnostic Tool
Turning on the SQL Profiler Tool (system administrator)

See Also

The following information might be of interest

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MB – Recurring Invoices

Miscellaneous Billing (MB) – Recurring Invoices

Overview

Use the Miscellaneous Billing Recurring form in order to facilitate the data entry of miscellaneous billing records that are sent out on a regular basis.

The Recurring Code that you select for the miscellaneous billing recurring record is associated with a schedule, which can be set up on a monthly, weekly,or daily schedule. Invoices . The invoices are sent, according to this schedule, when the batch process is run.

The categories and items used for the standard one-time invoices are also used for the recurring invoices. The Category field is automatically populated with the default category for the account.

Recurring Invoice Entry (101-mb-frm-003-fea-001)

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Accessing the Miscellaneous Billing Recurring Form

To access the Miscellaneous Billing Recurring form:

Launch Govern.
Open a Profile that contains Miscellaneous Billing.
Select the Miscellaneous Billing form.
Select the Account tab.
Perform a search and select the required account.
Select the Recurring Invoice tab.
Click Save.

There are two ways to create a recurring miscellaneous billing invoice:
Manually: Click New and complete the parameters on the form.
Automatically: Click Duplicate to create a recurring Invoice from an existing invoice. Complete and / or modify the data entry fields as required.

Miscellaneous Billing Recurring Invoice Fields

Recurring Code

Select a code from the Recurring Code drop-down list.
The recurring code is associated with a schedule on the Recurring Batch Code form in GNA. The invoice is sent out according to the schedule when the Miscellaneous Billing Recurring Posting batch process is run.
Issuing Department
Select the department that is responsible for the invoice from the drop-down list.
Reference
Enter a reference for the recurring batch invoice. This is used as a description for the invoice.
Effective Dates
Click the drop-down arrows in the From and To date fields to enter a range of dates.. The invoice remains effective during the selected dates. The recurring invoice will be effective starting at the FROM date and inactive on the TO Date (to validate)
Adding an Item
You add items to the recurring invoice in the same way that you add them to the one-time invoice. As with the latter, items can be predefined.
To add an item:

Click the Add button.
Complete the following fields.

Item
Select an item from the drop-down list under Item.
Only the items that are associated with the selected category are displayed in the list. If you want to add items from another category, you need to create another invoice. This is a required field.

Description
Add a description to make the invoice meaningful for the client.
Amount
Enter the cost of the item in the Amount field.
When you enter an amount:

The sales taxes are automatically calculated and displayed under Sales Tax 1 and Sales Tax 2, accordingly.
The total (Amount + Sales Tax) is automatically calculated and displayed under Subtotal.
All amounts in the Sales Tax 1 column are added together and total is displayed at the bottom of the form.
All amounts in the Sales Tax 2 column are added together and the total is displayed at the bottom of the form.
All amounts in the Subtotal column are added together and the total is displayed at the bottom of the form.

Unit
By default 1 is displayed in this column. Override this field to bill more than one of the selected item.
Sales Tax 1
This column displays the amount calculated for Sales Tax 1. This is based on the amount of the item and the sales tax method defined in GNA.
The total for Sales Tax 1 is displayed at the bottom of the form.
Sales Tax 2
This column displays the amount calculated for Sales Tax 2. This is based on the amount and the sales tax method defined in GNA.
The total for Sales Tax 2 is displayed at the bottom of the form.
Subtotal
This column displays the total for the first item or items. It is calculated as: (Amount * Unit) + Sales Tax 1 + Sales Tax 2 )
Total
The Total is displayed at the bottom of the column.

Adding Recurring Invoices from Existing Invoices

It is possible to copy a regular invoice to a recurring invoice.

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MB – Lien Transfer Batch Process

Miscellaneous Billing (MB) – Lien Transfer Batch Process

Specification Overview

Purpose

Run the batch Miscellaneous Billing Lien Transfer process to transfer outstanding balances from the Accounts / Receivable to the Real Property Taxation sub-system. This process will only transfer Balances from MB Accounts that have a parcel linked to it. The balances will be transferred as an Override Levy on the Parcel so it can be included on the next Property Tax billing.

Identification

Process Name: MB_LIEN_
Requirement Number: 16117

Records to be processed:

See Selection Criteria

Batch Processing:

The batch program can be scheduled to run periodically.
The transaction Mode “Roll Back If One Transaction Failed” is not supported. It will be “Continue If One Transaction Failed” by default
Refer to the Standard Batch Process details Batch Program Setup or Govern Scheduler for more details

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Batch User Interface

The following parameters and options are available:

Selection Criteria

Year

Enter the year by which the records are saved.
Note: This field appears only if A/R Master by Fiscal Year is selected for the Miscellaneous Billing subsystem on the A/R General Parameters form in Govern Admin.

Minimum Balance Due

Enter the minimum balance due. Accounts with a balance due less than this amount are not transferred.

Billed Up to

Enter the last billing date that will be able to be transferred. Any invoices billed after that date will not be included.

A/R Class Code

Select an A/R Class Code from the drop-down list (Table: VT_USR_AR_CLASS) to be used to Add a Lien charge to the existing balance. The default amount in the AR Class code setup it used for the Charge. Would be nice to have a parameter to enter the Charge amount on the Batch screen.

Batch Variables

A/R Reason Code

Select a justification for the transfer, from the drop-down list (Table: VT_USR_ARREASON). This will be included in the AR_DETAIL records created on the MB subsystem for the credit charges.

Batch Execution

The batch program can be executed on demand or scheduled with Govern Scheduler.

During the execution, warning and error messages will be presented in the batch result grid.

On error, the misc. billing account id will be displayed in the message – to verify
For any error, double-click on the message to access the full text

Once completed, information will be displayed, that includes:

A unique batch audit ID
Application name and version, such as Govern Batch Processing, 6.0
Batch process name with any additional notes, such as parameters loaded
User ID
Date and time the process was started
Date and time the process was completed
Parameters and Options used
Total number of records read
Total number of records processed
Indication as to whether the process was successful or not

Lien Transfer Log
A log of Miscellaneous Billing Accounts Transferred will be generated.

Batch Processing (Technical)

Before Executing Subprocesses:

Select all parcel ID and frozen ID related to the year (or all year if none selected) the jurisdiction, or the neighborhood or the saved dataset if chosen.

Execute Subprocess

For each batch process

Error Reporting
In addition to the standard Batch Processing standard error reporting, any additional validations will be listed below:

Troubleshooting

The following is to help troubleshoot the batch process.

After changes, it is always best to compute for a single year and small dataset
The parcel id is listed in the error message
Turning on the Govern Diagnostic Tool
Turning on the SQL Profiler Tool (system administrator)

Miscellaneous Billing (MB) – Account

Overview

The Miscellaneous Billing (MB) Account form is used for creating MB accounts. These can be linked by name or address to existing records in your Govern database.

With the Miscellaneous Billing Account form, you can:

Create multiple MB accounts for any user or parcel.
Create MB accounts for users not currently in the system.
Link a new MB account to the Govern A/R directly from this form.
Add a default category to the account.
Set default sales tax exemptions.

Accessing the MB Account Form

To access the Miscellaneous Billing Account form:

Launch Govern.
Open a Profile that contains Miscellaneous Billing.
Open the Miscellaneous Billing form.
Select the Account tab.
Optionally, you can use the dynamic search to find a name or property record and load the results to the form.
Click New to create a new account.
Complete one of the following procedures to create a new account by name or by property:
Complete the other parameters on the form.
Click Save.
When you click Save:If the MB Account Number field is blank, a number is automatically generated and entered in this field. If the number is automatically generated, it contains the number of digits entered the GNA > System Parameters form. You can add a prefix or suffix to an automatically generated number.
Click New A/R to create an A/R ID for the current account.
The record must be saved before you can create an A/R ID. This button is disabled once the ID is created.

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Creating an MB Account

All Miscellaneous Billing accounts are created by name. They can be linked to a parcel.
To create an MB Account:

Select one of the following under
Name and Address:Create New to create an MB account for an individual or company without an existing record in the database.
Search for existing to create an MB account for an individual or company with an existing record in the database.
Current ID to create an MB account for the individual or company that is currently selected in the tree view.
The name and address information for the account is displayed under Name and Address. This information cannot be modified on this form.
Complete the other fields as described in the following section.
Click Save.

Linking an MB Account to a Parcel

To link an MB account to a Parcel:

Select Search for existing under Parcel.
This launches the Parcel search screen.
Enter your search criteria.
Load the results to the form.
The tax map number is displayed under Parcel and the name and address information for the account is displayed under Name and Address. This information cannot be modified on this form.
Complete the other fields as described in the following section.
Click Save.

Account Information

Account Number

The MB account number can be automatically generated or entered manually. If it is automatically generated, it contains the number of digits entered the GNA > System Parameters form. You can add a prefix or suffix to an automatically generated number. The number is generated when you click Save.

Otherwise, enter the new miscellaneous billing account number.

Sales Tax Exemptions

If the the name or property associated with the MB account is exempt from paying sales tax, select the applicable option.

Exemption 1:

Select this option to exempt the account from paying the first Sales Tax defined on the MB General Parameters form.

Exemption 2:

Select this option to exempt the account from paying the second Sales Tax defined on the MB General Parameters form.
These options are enabled if Activate Sales Tax is selected on the Miscellaneous Billings General Parameters form.

Notes

Enter any relevant notes and comments for the account.

Deleting an MB Account

Deleting a Miscellaneous Billing Account Record
Click Delete to remove a saved miscellaneous billing account record from the database. A confirmation message is displayed. Click OK to delete the record or Cancel to return to the Miscellaneous Billing Account form.

NOTE: The Delete button is enabled only if no invoices are created for the account, regardless of whether they are posted or not.

Miscellaneous Billing (MB) – Recurring Batch Codes Parameters

Overview

The Miscellaneous Billing Recurring Batch Codes form is used for defining the codes for miscellaneous billing items that are invoiced on a regular basis. The schedule for sending the codes is defined. The recurring invoice is then defined in Govern using the same category and item definitions as the standard invoices. Recurring invoices are sent to the invoices when the batch process is run.

Effective dates are defined by the recurring invoice in Govern. Therefore, the Miscellaneous Billing Batch Codes are not defined by year.

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Creating Miscellaneous Billing Recurring Batch Codes

To create the Miscellaneous Billing Recurring Codes:

Launch GNA.
Select Application Configurations > Miscellaneous Billing > Recurring Batch Codes.
Enter a code for Recurring Batch Code in the Code field. This is a required field.
Expand the description fields and enter descriptions in the English and French Short and Long Description fields.
Select one of the following under Months:
Every Month
The months that you want to schedule under Specific Months.
Select one of the following under Days.

Miscellaneous Billing Recurring Batch Codes Parameters

The days under Specific Days.
Select 31 if you want to send the code on the last days of every month or of the months selected in the left column.
One of the following from the drop-down list under Specific Days of the Week:
– Every Week
– First Week
– Second Week
– Third Week
– Fourth Week
– Select the day: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday.
Click Save.

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Miscellaneous Billing (MB) – OpenForms Reference Standards

Overview

Database Tables

System Components

Search Group

Search Styles

OpenForms Designer Setup

Tab Sequences

Browse Feature

Generic Link Control (Used to link to Name)

Miscellaneous Billing Account

Business Models

Business Entities

Miscellaneous Billing (MB) – System Architecture and Requisites

Overview

Architecture

Govern Schema

MB Tables and Attributes

A/R GL Transactions

G/L Transactions

G/L Distribution

Configuration

MB Parameters

SY Registry Parameters

OpenForms Prerequisites

New York State – Generate Real Property Tax – ARLM 1 & 2 Batch Process

Specification Overview

Purpose

Batch Compute User Interface

Batch Processing (technical)

What’s New

Troubleshooting

Miscellaneous Billing (MB) – Recurring Invoices

Overview

Accessing the Miscellaneous Billing Recurring Form

Miscellaneous Billing Recurring Invoice Fields

Recurring Code

Adding Recurring Invoices from Existing Invoices

Miscellaneous Billing (MB) – Lien Transfer Batch Process

Specification Overview

Purpose

Batch User Interface

Selection Criteria

Batch Variables

Batch Processing (Technical)

Troubleshooting

Related Topics

Miscellaneous Billing (MB) – Account

Overview

Accessing the MB Account Form

Creating an MB Account

Linking an MB Account to a Parcel

Account Information

Account Number

Category

Sales Tax Exemptions

Exemption 1:

Exemption 2:

Notes

Deleting an MB Account

Related Links

Miscellaneous Billing (MB) – Recurring Batch Codes Parameters

Overview

Creating Miscellaneous Billing Recurring Batch Codes