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:

• Transaction Types
• Transaction Rules
• A/R Object Errors
• G/L Transaction Rule

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:

• A warning message is displayed
• The user needs to Recalculate (Compute Sales Tax) in order for the changes to occur. See Compute Sales Tax Batch Program.