The Payment Data Entry form is used for accepting payments at the counter, by cash, check, credit card, debit card, or by any other user-defined method. The current property owner associated with the account is automatically defined as the payer.
Documentation
For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.
Transaction Types
The following transaction types can be accepted and processed through the Payment Data Entry form.
Payment: Money given in exchange for goods or services.
Deposit An amount of money placed in a bank.
Postdated Payment: A payment dated later than the current date. Note: For a posted payment, you can create a payment transfer. A payment transfer is similar to a payment reversal.
Voluntary Payment / Advance Payment: An amount that is paid before the bill is received; for example, a taxpayer may forward a payment to cover bills during a predicted absence. Note: If you select Voluntary Payment, as the transaction type, for a Payment Data Entry, an AR_ID must already exist for the person or property associated with the payment.
For details on the A/R Transaction Types, see A/R Transaction Rules.
User Form
The Payment Data Entry form is divided into four sections:
- General Information displaying the subsystem, year, bar code, and cashier ID
- Summary for the transaction type, deposit information, and notes
- Detail: for the transaction information including the effective date, A/R balance, interest, penalties, fees, etc.
- Payer Information: for the name and address of the taxpayer
General Information
Subsystem: This field displays the subsystem for the record selected on the A/R Inquiry form.
Year: This field displays the fiscal year of the transaction.
Bar Code: This field displays the bar code or A/R ID in the Bar Code field.
Cashier ID: This field displays the Cashier ID defined on the Cash Collection Parameters form in GNA.
Summary
Select one of the following transaction types from the Transaction Type drop-down list:
- Payment: Money given in exchange for goods or services.
- Deposit: An amount of money placed in a bank.
- Postdated Payment: For this transaction type, an AR_ID must be set up previously for the NA_ID or P_ID associated with the payment.
- Voluntary Payment / Advance Payment: An amount that is paid before the bill is received; for example, a taxpayer may forward a payment to cover bills during a predicted absence.
Deposit Information: These fields display the current Deposit Number and the total amount of the deposit.
Notes: Enter any notes or comments that are applicable to the payment.
The data entry field for the Deposit transaction type are different from the fields for the Payment transaction Type.
Detail for Payment Transaction Types
This section describes the data entry fields for the Payment, Postdated Payment and Voluntary or Advance Payment Transaction Types.
The fields at the top of the Detail section are automatically populated. You can modify them only if you have full access rights to the function. The Reference, Type, Amount, and Money fields are available for user input.
Effective Date: This field displays the date of the payment. By default, this is the current date. To change the date, click the calendar beside the field and select a new date.
Installment: For payments by installment, this field displays the installment number: 1st, 2nd, 3rd, 4th, or Total.
A/R Balance: This field displays the amount to apply to the bill. By default, this is the balance due and the field is read-only.
Interest: This field displays the current Interest owing on the account.
Penalty: This field displays the current Penalty owing on the record.
Fee: This field displays the current fee.
Discount: This field displays the current discount if applicable.
Charge: This field displays the current charge.
Demand: This field displays the current value of the Demand to apply on the A/R Balance amount.
Note: Changes to values are displayed when the record is saved.
Total to Pay: This field displays the total amount due on the bill. This total includes the amounts from all fields in this section.
For example, interest charges, penalties, fees, and discounts are added to the value in the Total to Pay field.
You can modify the value in the Total to Pay field. Your modification is applied to the A/R Balance.
Detail for the Deposit Transaction Type
This section describes the parameters for the Deposit Transaction Type.
Effective Date: This field displays the date of the payment. By default, this is the current date. To change the date, click the calendar beside the field and select a new date.
Installment: For payments by installment, this field displays the installment number: 1st, 2nd, 3rd, 4th, or Total.
Total to Pay: This field displays the total amount due on the bill. This total includes the amounts from all fields in this section.
Payer Information
By default, the Payer information fields display the name of the taxpayer and a code that identifies the type of letter to be issued with the bill.
To modify the payer information:
1. Click C beside the Payer information field to change the name. This displays the Search screen with the following options:
- By Name ID: By Tax Payer Account Number
- By Name: By Phone Number
- From NA_External
2. Enter the required information on the search screen. Then, select the applicable record.
3. Select a code from the Letter Code field to identify the type of letter the payer receives, such as, duplicate payment, over payment or payment reversal (Table: VT_USR_LETER_C).
4. Click Save.
Payment Transfer
For a posted payment, you can create a payment transfer. A payment transfer is similar to a payment reversal.
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