The following is a feature of the Cash Collection Form.

Receipt Journal

The receipt journal records all transactions and transaction details made.

Overview

The following is a feature of the Cash Collection Form.

Configuration

Overview

The following is a feature of the Cash Collection Form.

Configuring Check Endorsement

In order to add Check Endorsement functionality your deployment, you need to set up the following parameters on the GNA Cash Collection form.

Cash Collection parameters can be defined by user or by computer.
To define Cash Collection parameters:

1. Log in to the computer.
2. Launch GNA.
3. Select Application Configurations > Accounts Receivable > Cash Collection Defaults.
4. Select Computer or User ID, according to how you want to set up the parameters.
5. Complete the parameters described in this section.
6. Select Check Endorsement to add Check Endorsement functionality. The Check Endorsement printer can be any network printer with endorsement functionality, meaning that it can print on both sides of the check at the same time. When the check is endorsed, the deposit information is printed on the back.
7. Select Slip Printer and enter the name of the printer you are using for check endorsement in the Slip Printer parameter.
8. Click Save after completing the setup.

 

Configuring the Report

Follow the procedures in this section to add receipt printing functionality to the Cash Collection Wizard. The receipt is printed at the end of the process. Any network printer can be used.

Prerequisites

Note that SAP Crystal Reports 1.3.0.12 or higher is required.

General Settings Parameters for Reports

The standard Cash Collection Receipt is available in Crystal Reports. For information on customizing this report, see Customizing a Report on page 4. Otherwise, the following setup is required.
To define the General Settings:

1. Launch GNA.
2. Select Parameters > General Settings Editor.
3. Select Report from the Registry Filter.
4. Select the Use Crystal Report option.
5. Enter the path to the Reports folder for your deployment in the Standard Reports Path parameter.
6. Enter the path to the Custom Reports folder if you have created one..
7. Enter the path to the log file in the Standard Log Path folder.
8. Click Save.

For further details, refer to the GNA documentation.

Configuring the Cash Collection Check Endorsement Report

The following report must be available in your deployment, before you can print receipts from the Cash Collection Wizard:
CC_RPT_060.rpt – Check Endorsement
This report is included with the FormReference.xml file and imported by the GNA > Import/Export Tool. The changes that you apply to the report in GNA, such adding an alternative connection key or adding prompts are not overwritten during the import process. If you want to create a new custom report in Crystal Report or SSRS, follow the procedure under Customizing a Report on page 4.
You can perform the following configuration to add a second datasoure connection key, prompts and criteria to the report. However, this is not a required step.
To configure the report:

1. Launch GNA.
2. Select Parameters > Report Parameters Editor.
3. Select CC_RPT_060.rpt – Check Endorsement in the tree view.
4. This Report Editor reads the report and lists all the datasources referenced.
5. Add any required prompts and criteria to the report, as described in the Report Parameters Editor in GNA.
6. Click Save.

Refer to the documentation on the Report Parameters Editor for further details.

Check Endorsing

Check Endorsing is a feature of the A/R Cash Collection Wizard.
It requires the configuration described at the top of this page. When the payment by check is complete, the user enters the check in the Check Endorsement printer and clicks Print The deposit information is printed on the back of the check.

The Cash Collection Wizard can be used to process payments and other cash collection types, at the counter. It is automatically launched after all information, regarding the payment is entered and saved on the Cash Collection form.
The Cash Collection transaction types are:

• Payment
• Postdated Payment
• Deposit
• Voluntary Payment

Before the Cash Collection can be launched, the cashier must enter the following:

• Transaction Type
• Deposit Number
• Transaction Details
• Payer Details

This is described under A/R Class Distribution.
When the A/R Cash Collection Wizard is launched, the following steps are performed:

1. The Cash Collection payment or transaction is validated.
2. Amounts paid by check and cash are processed.
3. Amounts paid by credit or debit card are processed.
4. The payment is saved in the database.
5. The Receipt page is presented.
6. The Receipt is printed.
7. If any errors occur, the error page is presented.

Completing the Cash Collection Transaction

This section describes the Money section of the Cash Collection form. The total amount of the payment, deposit, or voluntary payment is displayed in the Amount field under Money, once you have completed the Cash Collection form.
In order to complete the Cash Collection transaction:
Select one of the following payment types under Type:

• Cash
• Check
• Certified Check
• Credit or Debit
• Money Order

If the payment is composed of several different payments, such as a check and cash or a credit card and a check, modify the amount in the Amount field and select another payment type.
Repeat step 2 if required.
Click the Save on the Cash Collection form.
If any required fields, on the Cash Collection form, are missing a message appears. Otherwise, the Cash Collection wizard is launched.

Viewing a Cash Collection Transaction in A / R Inquiry

You can view any cash collection transaction on the A/R Inquiry form. This is useful if you need to view further details about the transaction.
To view a Cash Collection on the A/R Inquiry form:

1. Open the Cash Collection transaction on the Cash Collection Payment Data Entry form.
2. Double-click on the transaction in the Distribution section of the form.
   It opens automatically in the A/R Inquiry form.

Validating the Cash Collection Transaction

When the user clicks the Save button on the Cash Collection form, the Cash Collection Wizard opens and the validation of the transaction begins.
The first screen that appears lists the payments collected by check, certified check, money order, and cash. Credit and Debit card payments appear on a following screen.

The checks are listed at the top of the screen.
The total amount of cash entered is displayed under Cash to Collect in the Collect this Amount field.

• If the client gives an amount other than the total required, modify the amount in the Cash Received field.
• If the amount received is greater than the amount to collect, the change due to the client is displayed in the Change field in black.
• If the amount received is less than the amount to collect, the missing amount is displayed in the Change field in red with a minus sign.

In this case, you must cancel the transaction.
You can return the cash and checks collected and begin again if the client prefers to pay by credit card.
When the Next button is enabled, click Next to continue.
If you are accepted payment by credit card or debit card, give the payment terminal to the client.
At this stage, while the client is entering information on the terminal device, messages are displayed on the terminal. On the Cash Collection Wizard:
The Retry button is not visible.
The Cancel button is disabled.
Click Finish on the Cash Collection Wizard.
When the payment is complete and successful, the payment information is saved in the database.

Canceling a Cash Collection Transaction

If an error occurs during the Cash Collection Wizard process, such as the following, the Canceled Payment screen is displayed:

• Time out
• Credit or Debit card declined
• Invalid Personal Identification Number (PIN)

When you are canceling a payment, the checks and cash that you collected are displayed on Payment Canceled screen
Return the checks and cash to the client.
Click Finish.
The Cash Collection form is presented again. It is now in an unsaved state.
You can do one of the following:

• Re-enter the payments.
• Cancel the record.

Version 6.1 (Under Development)

Overview

The purpose of the document queue is to serve as a placeholder for Multimedia documents that are to be added to a record at a later time. For example, a lineup of applicants are waiting to apply for permits or licenses, as the forms are filled out there may not be sufficient time to go through the process of scanning their required support documents for the application. As their record is completed, the scanning or importing attachment process for their multimedia documents are sent to the scanning queue. The will be attached at a later time. When the attachment process is ready to be completed, the Multimedia Scanning Queue presents the list of documents. Each document is selected on the list, and the scanning/import is performed. As each item on the list is processed, it is removed from the queue.

NOTE: The driver for the scanner being used must be Windows Image Acquisition (WIA compliant)

Functionalities

The Multimedia Scanning Queue is a custom control that allows users to “build up”, or “Queue up” a list of required documents for any Govern module. Although the title reads as Workflow Multimedia Scanning Queue, in actuality the feature is not dependent on the Multimedia function and can be used without the Multimedia control.
The Multimedia Scanning Queue action generates a multimedia document for the scanning queue that is related to a workflow. This action is performed according to the parameters defined in the Govern New Administration (GNA).

NOTE: This is not a generic action, and can only be invoked in the context of a workflow. This action is only functional when the category’s entry key type is a P_ID, or an NA_ID. USER_ID or DEPT_ID are not used.

The Multimedia function may be configured to work in together with the Multimedia Scanning Queue in Govern. This function can be used to control individual scans, or to control scanners that perform bulk scanning duties; the condition is that the installed driver for the scanner is WIA compliant.
The Multimedia scanning queue is a grid that displays a list that will require documents to be attached to them.

Example

As an example in a Workflow that results in the generation of a license, users can create a principal form workflow permit type. In addition to the principal form, the form will consist of two custom entities, the Multimedia entity, and the Multimedia Scanning Queue entity.

NOTE: Placing the Multimedia and Multimedia Scanning Queue custom entities together on the same form is not a requirement for functioning. As mentioned earlier, the Multimedia Scanning Queue entity can function independently of the Multimedia custom entity.

Configuration

OpenForms Designer (OFD)

As stated, Multimedia, and Multimedia Scanning Queue are both custom entities. When configuring the Multimedia entity, you would need to choose a parent entity, and set the selected multimedia type, e.g. in OFD configuration, the value of SelectedMultimediaType = Workflow, in the case of the Multimedia Scanning Queue, the configuration of a Parent Entity, or Property is not required.

OFD Properties

Properties			Value
Custom Entity
ID
	Element ID		Generated by system
Misc
	Action		MsGovern.OpenForms.CustomControls.dll MultimediaScanningQueue_Control
	Name
	Parent Entity		– Not Required –
	Properties
		Tab sequence number	– Not Required –
		Text	Multimedia Scanning Queue (User defined name)

Extension Selector

This is displayed when the ellipsis button [ … ] at the end of the Action parameter is selected

Assembly	Class
MsGovern.OpenForms.CustomControls.dll	MultimediaScanningQueue_Control

Govern New Administration (GNA)

In the Department Maintenance form when defining Multimedia codes, note that one of two data types can be used for scanned requests. The data types that can be scanned are as follows:

• I (Image) – Image files that are stored within the database.
• P (Picture Link in the database) – Links to files that are external to the database.

NOTE: Picture (P) data types are associated with the External Document (Permanent Path) option.

User Interface

When correctly configured, the Multimedia Scanning Queue form is presented with three (3) main groups. On the tab is a Refresh button

Queue group – parameters (center)

Queue grid Columns

Multimedia Type – Select one of two options Name, or Parcel. The initial default value is dependent upon whether the profile is based on a NA_ID, i.e. Name, or a P_ID, i.e. Parcel. This value can be changed to view the items in the queue.

Queue grid Columns

This grid is populated as a result of a query and will display a list of the multimedia documents that are to be scanned in the queue. There are two (2) queries that are used to populate the Queue grid. Which query used is determined by the value selected in the Multimedia Type parameter located above the grid. Consequently the columns displayed will be dependent on a selection of the Parcel (P_ID) or Name (NA_ID).

How to refresh the Queue grid

Users may refresh the grid containing queued items at any time. This can be done with a click on the refresh button that is displayed on the immediate right of the tab label.

Multimedia Type – Parcel
Entry Date – This column will display the entry date of the record
Document Type – The Document Type is the multimedia code that was assigned to the record when it is being queued. These codes are created in the Department Maintenance form under the Multimedia Codes tab.
Parcel Info – A certificate number is displayed in this column. If a certificate number is not present, then the application number is displayed.
Workflow # – When appropriate, this column will display the Workflow number associated with the record.

Multimedia Type – Name

Entry Date – This column will display the entry date specified for the queued record
Document Type – The Document Type is the multimedia code that was assigned to the record when it is being queued. These codes are created in the Department Maintenance form under the Multimedia Codes tab.
Name – This parameter displays the content of free_line_1 from the NA_NAMES table name (NA_ID) associated with the record.
Workflow # – When appropriate, this column will display the Workflow number associated with the record.

Details group

Info Type – This is the document type assigned to the requested file.
Details – Displays parcel or name information
Request Date – If available, this is the set date requested for the document
Document Type – The requested document type is indicated in this field. This is description of the document.
Image Type – This is the classification of the image.

Preview

Document Type – Description of the document.
File Type – This is the type of file, e.g. .jpg, .png, .bmp, .doc, .pdf, and so on.

Actions group

Import – Click to display the file selection window; navigate to and select the file that is to be imported.
Scan – To scan directly from Govern click this button. When the scan is complete the image will be displayed in the Preview group. No interim UI is displayed.
Save – A click on Save will save the file with the record. When the save is complete, the record will be removed from the scan queue.

Scan Settings subgroup

There is a combo-box that displays the WIA compliant scanner that is configured on the system.
Scan with the integrated UI – When this option is selected, the interface will default to the scanner manufacturers interface. When selected, all options in this form will be disabled.

Adding to the Queue

Items are added to the queue either directly through the Multimedia form, or as a result of actions that are associated with an activity. When the item has been added to the queue as a request, they can then be selected one at a time from the list. The required multimedia file is then acquired to be added to the request through a file import, or an import as a result of a scanner acquisition. When the imported document as been saved, i.e. associated with the queue request, the file is removed from the queue.

Documentation

101-std-frm-010 Workflow Multimedia Scanning Queue.pdf

See Also

Workflow Management ACTION – Generate Multimedia Image Queue
Multimedia
Workflow Management Product Map

Version 6.0 / 6.1 (In Development)

Overview

• Select this option to print a duplicate bill or flag the taxpayers record to receive a duplicate bill at a later time – deprecated or ? see Roadmap

Configuration

Configuration information is required before using the Paid Under Protest feature.

Overview