Version 6.0 | Version 6.1 (In Development)

Overview

The following is a feature of the Cash Collection Form.

Payment Transactions Data Entry

Summary Information Group

• Transaction Type: Displays the type of transaction in the deposit
• Deposit Number: Displays the current Deposit Number
• Deposit Total: Displays the Total Amount received so far for this Deposit – (deprecated?)

Payment Data Entry Fields – to be reviewed

• Year: Enter the year of the transaction – deprecated
• Effective Date: Enter the date that the interest charges will take effect. The current date is displayed by default.
• A/R Balance: This field is used to enter the amount to apply to the bill. By default, the balance due is displayed.
• Total to Pay: This field is enabled only if a value is entered in any of the following:
  • Class Amount Billed, Discount, Fee, Interest and Penalty,Charge and Demand.
  • It displays the total amount due on the bill, including any entries made in the previously mentioned fields.

Fields in the Grid vary by Transaction Type

• The fields in the header section of the Payment Grid vary according to the selection made in Transaction Type drop-down list
  • Payment
  • Deposit (only …. )
  • Post-Dated Payment
  • Voluntary Payment

Fields in the grid may include:

• Discount: The current Discount value to apply on the A/R Balance. It is possible to change this amount only if you have the proper permission rights
• Fee: The current Fee to apply on the A/R Balance. It is possible to increase or decrease this amount only if you have the proper permission rights
• Interest: The current Interest value to apply on the A/R Balance. It is possible to change the amount if the user has the proper permission rights
• Penalty: The current Penalty value to apply on the A/R Balance amount. It is possible to change the amount if the user has the proper permission rights
• Charge: The current Charge value to apply on the A/R Balance amount. It is possible to change the amount if the user has the proper permission rights
• Demand: The current Demand value to apply on the A/R Balance amount. It is possible to change the amount if the user has the proper permission rights

Receipt Information – roadmap

• This section displays information regarding the transactions associated with the current bill. This is not the layout of the printed bill but the log of the current transactions.

OpenForms Action Buttons

• New Payment: Click on the ADD button to create a new payment or transaction and clear the screen of previous values entered. – outstanding defect
• Save a Payment: Click on Save to save the modifications made after a payment was accepted; for example, changing the payer’s name or distributing the paid amount into different payment types from the Money section. – to be validated that once save no more change possible
• Deleting a Payment: Click Delete to remove the current payment.
• Cancelling a Payment: Click Cancel to cancel the payment process and reset the form with the default values.- behavior to be validated
• Browsing Payments:
  • Click the Browse button to display all the non-posted payments accepted by the current cashier or userid for the current deposit. – to validate
  • Click the Record Descriptor to list and select a payment record. Fields listed can be customized
• Accepting a Payment: Click Accept to confirm the data on the screen, finalize the payment and to display all the other information required to process a payment. – deprecated? on save it is finalized?
• Completed Transactions: Click Completed to complete the transaction using the default payment type and set the screen with the default values to start another transaction. To split the payment into different types, select the Money section. – No longer works this way

Payment Distribution

The following payment distributions are available UNDER CONSTRUCTION

• Proportional Distribution
• Non-Proportional Distribution (Pay this amount)
• Payment Distribution by Detail Transaction (Class Code) – See roadmap

Once you have made a selection in the Access by field and your record(s) have been located, one of the following happens: – no longer works this way –

• if only one record is found, a new series of fields appear on the Payment tab
• if more than one record is found, the Receivable tab is automatically Selected

Redistributing the payment total

• If the displayed total is different from the A/R total:
  • 1. Click New to add a new distribution.
  • 2. Select the record you want to modify. The information for this payment type is displayed at the bottom of the screen.

More Payment Entries

• Use the Search to select More payments to process in the current transaction. This may be from another account, permit, license etc. or applied to a different bill.

Delete

• Click Delete [X] to remove payment data entries from the list.

Payment Distribution by Detail Transaction

The Distribution tab of the Payment Data Entry function is used for processing payments by transaction type. – to change

Payment Data Entry With Proportional Distribution

To distribute payments using proportional distribution:
Note: Ensure that the Use Proportional Distribution option is selected

• 1. Select the Receivable tab on the Payment Data Entry function.
• 2. Select the applicable account.
• 3. Enter the amount you are paying in the Pay this amount field.
• 4. Click the Pay this amount button. This amount appears in the Total to Pay field. The amounts displayed in the Penalty and Interest text boxes are subtracted from the total. The balance appears in the A/R Balance text box.
• 5. Double-click on the account in the upper part of the tab. The Distribution tab is displayed. Select the applicable account. All the transactions for the account are displayed by Transaction Type, A/R Class Code, Balance and Due Date. The A/R Balance is displayed as the Total Undistributed amount, along the bottom of the form.
• 6. Select the transactions for which you are accepting payment or click Select All to select all transactions.
• 7. Click Distribute Amount. The A/R Balance is divided according to the percentage of the total owed on each transaction.
• 8. To accept the displayed distribution, click Save. Alternately, you can modify amounts by entering new data directly in the Amount Paid field.
• Then, click Save.

Payment Data Entry Without Proportional Distribution

For this type of distribution, enter the amounts to pay for each transaction directly in the Amount Paid column. By default, the balance for the transaction is displayed when you click in the column.

• 1. Follow steps under 1 to 6 under Payment Data Entry With Proportional Distribution
• 2. Click Save to return to the Receivable tab where you can process other payments under a different subsystem.
• 3. Open the Payment tab to process the payment. The total of all amounts entered on the Distribution tab is displayed in the Money Received field, as well as on the receipt.