A/R Administrative Forms

A/R General Parameters	The General Parameters form is used for defining the A/R settings that are used throughout Govern. These include deposit management, subsystem priorities for A/R data, ACH parameters, and billing options.	103-ar-parm-General
A/R Class Codes	A/R Class Codes are used for classifying Accounts Receivable information. They are set up by subsystem.	103-ar-parm-Class

Overview

This section provides an overview of the A/R data entry forms available for Accounts Receivable in Govern OpenForms. For details, see Govern Accounts Receivable.

Accounts Receivable Inquiry

The Accounts Receivable Inquiry form displays transaction details on the selected account, including historical data, where applicable. This form is linked to the master file of each subsystem so that you can access all the accounts receivable information available on a given property or taxpayer name and address record. See AR Inquiry

A/R User Forms Accessible From A/R Inquiry

Payment Data Entry	The Payment Data Entry form is used for accepting and processing payments at the counter, by cash, check, credit card, debit card, or by any other user-defined method. The current owner of the account is automatically defined as the payer.	AR Payment Data Entry
A/R Transaction	The A/R Transaction form is used for a number of Accounts/Receivable transaction types, including abatements, charges, fees, and duplicate payments. It is used for viewing existing transactions, creating new ones, and for applying modifications to an account or bill.	AR Data Entry – AR Transactions
Abatements and Exemption	Abatements are applied to reduce the amount owed on an account or to exempt an amount from payment. Typically, they are used to decrease property taxes and are applied after the real property tax assessment and levies are calculated.	AR Data Entry – Abatements and Exemptions
Adjustments	The A/R Adjustment form is used to apply modifications to an account or bill and can be used to either increase or decrease the balance due on an account.	AR Data Entry – Adjustments
Charge, Demand, Fee, Interest, and Penalty Transactions	The transaction types in this section follow the same form as the A/R Adjustments. Select the applicable form for the transaction type. Then follow the procedures described under A/R Adjustments.	AR Data Entry – Interest, Penalties, Fees and Charges
Refunds	The section describes the Refund transaction data entry form. Typically, refunds are used for overpayments and duplicate payments.	AR Data Entry – Refunds
Refund Reversal	The Refund Reversal transaction process is available for posted refunds only. It can be run if a refund or payment reversal was created in error.	https://kb.harrisgovern.com/101-ar-frm-028
Payment Reversal:	The section describes the Payment Reversal transaction data entry form. Typically, payment reversals are used for Non-Sufficient Funds (NSF) checks.	R Data Entry – Payment Reversals
Payment Transfer	The section describes the Payment Transfer transaction data entry form. Payment transfers are used to transfer posted payments from one account to another. They can be used to correct payments that were posted to the wrong account. They can be made on posted payments only.	AR Data Entry – Payment Transfer

Deposit Management

NOTE: Deposit Managment is required in Govern OpenForms version 6.0 and above.

 

Deposit Management

Deposit Management is required for all A/R transactions including delinquency collection and bankruptcy in Govern OpenForms. A deposit number is assigned to all transactions and this is used for posting payments through batch processes. Deposit numbers can be automatically-assigned or created manually. In both cases, they are managed through the Deposit Management user form in Govern. Automatically-assigned deposit numbers are made up of the current date, the initials of the currently logged-in user, and a sequence number. They cannot be overwritten. Manually created deposit numbers are system generated, based on a combination of user-defined criteria. These can be overwritten.

AR Deposit Management

A/R Batch Processes

Overview

For general information on batch processes, see Standard Batch Processing Feature in Govern, Setting up Batch Process in Govern Administrator or OpenForms Batch Processing

The Accounts Receivable batch processes are grouped under the following headings on this page:

• Daily Batch Processes
• Periodically
• Yearly
• Batch Deletion

All batch processes are displayed in the Batch Process Explorer by short description.

Daily Batch Processes

The batch processes in the Daily section are run regularly or on a daily basis. They include:

Cash Collection Posting	Transfers payment records to the payment summary in A/R. See Cash Collection (Payments) Posting.	https://product.govern.harrisgovern.com/101-ar-bp-020
Payment Reversal Posting	Transfers payment reversal entries to the A/R payment summary records. Payment reversals are used for Not Sufficient Funds (NSF) checks or for incorrect payment posting.	https://product.govern.harrisgovern.com/101-ar-bp-041
Payment Transfer Posting	Transfers payment transfer records to the A/R payment summary records. Payment transfers are created to transfer amounts from one account to another. They can be used to correct payments that were posted to the wrong account. Payments can be transferred only after a payment is posted.	AR Posting – Payment Transfers
A/R Adjustments Posting	Transfers A/R Adjustment entries to A/R payment summary.
Generate Refund Check Numbers	Generates check numbers for refund transactions. This batch process can be used instead of the default setup. By default, a check number is automatically generated when you create a refund transaction. A setup is required in GNA before running this batch process in order to change the default	Generate Refund Check Numbers
Refunds Posting	Transfers the refund entries to the A/R payment summary records and finalizes the records..	https://kb.harrisgovern.com/101-ar-bp-025
Postdated Payments Posting	Transfers postdated payments to A/R payment summary records.	https://kb.harrisgovern.com/101-ar-bp-027
Deposit Posting	Deposit Posting is used for transferring the deposit transaction to Accounts / Receivable summary and finalizing the transactions.	https://kb.harrisgovern.com/101-ar-bp-031

Periodically

The batch processes in the Periodically section are run frequently, but only when required. These batch processes perform calculations and apply outstanding amounts as required.

Apply Pending Credits	Reapplies credits generated from transactions posted after a balance record was processed.	AR Apply Pending Credits
Set Warning Flag on Delinquent A/R	Run this process to add a warning message to an account or to a group of accounts with outstanding charges. The message appears whenever the account is accessed. You need to enter the subsystem, and Minimum Balance Due.	AR Set Warning Flag on Delinquent
Apply Penalty on Delinquent Accounts	Calculates penalties based on amounts owed as of a specific date.	AR Apply Penalty on Delinquent
Generate Delinquent Charges	Posts the late charges on accounts with outstanding balances.	AR Generate Delinquent Charges
Compute Balance Due As Of Date	Calculates the interest due for a specific date.	AR Compute Balance As Of a Date
Extract an As Of Date A/R Detail Table	Creates a temporary table listing A/R information for a specified date. This process allows the User to view the information and to create reports.	AR Extract As Of Date A/R Detail Table
Automatic Generation of Refunds	Generates a refund or a group of refunds based on selection criteria.	AR Generate Refunds
Automatic Generation of Over and Short	Generates all over and under payments currently in the system.	AR Generate Over and Short

 

Yearly

The batch processes in this section are run once a year or when a period closes.

Transfer A/R to History	Transfers A/R records to the A/R_MASTER database table. Billing entries are summarized by date while cash flow entries are transferred as is.	AR Transfer to History
Reinitialize A/R Tables	Deletes all records from the Accounts Receivable database tables: AR_MASTER, AR_DETAIL, and AR_SUMMARY. This process is used by organizations that forward their records at year end and do not keep historical copies.	AR Re-Initialize A/R Tables
Period Closing	Sets a closing date for an accounting period. After the closing date, A/R data cannot be recorded or modified for the period.	AR Period Closing
Transfer Credits from One Year to Another:	Adjusts your accounts by removing credits from accounts in one year and applying them to another.	AR Transfer Credits from One Year to Another

Batch Deletion

The batch processes in this section delete non-posted transactions. They are used for maintaining A/R transaction records and files. Once transactions are posted, they cannot be modified or deleted.

Batch Deletion of Payments	Deletes non-posted payments.	https://kb.harrisgovern.com/101-ar-bp-080
Batch Deletion of Refunds	Deletes non-posted refunds.	https://kb.harrisgovern.com/101-ar-bp-081
Batch Deletion of A/R	Transactions: Deletes non-posted transactions.	https://kb.harrisgovern.com/101-ar-bp-082

Configuration

System Parameters & Validation Tables

• System Registry
• Editors
  • Validation and User Table (editors)

Application Parameters

• Accounts Receivable Parameters
  • General Module Cycle Billing setup
  • AR Class Codes
  • G/L Account Codes

Configuration Utilities

• Enterprise Migration Tool (under review)
  • Export: Select Govern Tax, then A/R parameters
  • Import: After import, added fields will need to be setup in the business entity designer (BED) and then added to the form (OFD)?

 

System Options

System Series (200-299)

Third Party

System Series (300-399)

• Contact R&D for details

API & Services

System Series (400-499)

• Contact R&D for details

Web Service

For information on the Accounts Receivable Web Service, see AR/CC Web service

Legend

Pink – Available not tested … | Red – Under review, Malfunctioning or Known Issue(s) … #e000000 | Gray – Not Available – Roadmap …

 

Documentation

To read this .PDF document, click on the following link:
DelinquencyCollection.pdf

Videos

Click the link, or the image to see the video of the Govern Delinquency Module Demo Presentation to Fort Collins by Darlene Franck on June 1, 2017.

Administration

The administrative process for the Delinquency and Collection subsystem includes setting General A/R parameters, defining Delinquency A/R Class Codes, and creating links to these codes from existing A/R Class Codes.

This section of the guide describes the following:

• Prerequisites
• Overview of the Procedures
• General Settings Parameters for Delinquency
• General A/R Settings for Delinquency
• Defining and Linking Delinquency A/R Class Codes
• Setting Up a Delinquency Collection Profile
• Configuring the Delinquency Collection Posting Batch Process
• Defining User Validation Tables for Delinquency

Prerequisites

• Govern Accounts Receivable: The Delinquency and Collection subsystem works with Govern Account Receivable. Records must be posted in A/R before they can be transferred to Delinquency.
• Deposit Management: Deposit Numbers are created for all A/R records.

NOTES: Name and Address: The Delinquency and Collection subsystem is linked to the account by Name ID (NA_ID). The Name field on the Delinquency Collection user form is automatically populated with the name and address information in the NA_NAMES table in the Govern database for the selected record..
Parcel Information: The Delinquency and Collection subsystem can also be linked to the account by Parcel ID (P_ID).

Overview of the Procedures

To complete the administrative setup, perform the following procedures:
In Govern New Administration (GNA):

• Set up system parameters for Delinquency
• Create A/R Class Codes for Delinquency Transfers.
• Create Links to the Delinquency A/R Class Codes from the original A/R Class Codes.
• Define the Accounts Receivable General Parameters for Delinquency.
• Set the Parameters for Deposit Management.
• Update the A/R Department used for Delinquency
• Update the Delinquency Profile.
• Define the Delinquency Posting Batch Process.
• Define User Validation Tables for:
  Delinquency Status
  Name Categories or Types for the companies and individuals linked to delinquency accounts.

General Settings Parameters for Delinquency

The first step is to configure the following general parameters for Delinquency:

• Delinquency Collection: Link A/R to Parcel
• Ignore A/R Class without Delinquency Configuration when Transferring to Delinquency
• Set Alert when Transferring to Delinquency
• Use Original Year When Transferring to Delinquency

 

Defining the OpenForms General Settings for Delinquency

To configure the general parameters:

1. Launch GNA.
2. Select Parameters > General Settings Editor.
3. Select Accounts Receivable in the Registry Filter drop-down list.
4. Select Section Name to sort the list by section.
5. Scroll down to Delinquency Parameters.
6. Set the following delinquency options.
7. Click Save on the OpenForms General Settings form if you have made any modifications.

 

Delinquency Collection: Link A/R to Parcel

Every Delinquency and Collection record is defined by name. You can add a parcel if the Delinquency Collection: Link A/R to Parcel option, users can add a parcel.
This setting can be defined on the GNA A/R General Parameters form.

Transferring A/R to Delinquency

If you want to transfer any A/R record with any A/R Class Code to the Delinquency Collection module, deselect the Ignore A/R Class without Delinquency Configuration when Transferring to Delinquency.

Otherwise, select this option to transfer only the invoices that contain A/R Classes that are linked to a Delinquency A/R Class.

Note that you can link any A/R Class Code to a Delinquency A/R Class Code. For further details, see Creating A/R Class Codes for Transactions Transferred to Delinquency Collection on page 10.

Setting Alert When Transferring to Delinquency

Select the Set Alert when Transferring to Delinquency option to add an alert when you transfer an amount to the Delinquency module. This is visible in the Summary section of the A/R Inquiry form.
DelinquencyColl is automatically displayed in the Alert Code column under Summary. on the A/R Inquiry form as shown in the following screen shot:

Use Original Year When Transferring to Delinquency

Select the Use Original Year When Transferring to Delinquency option to use the original year of the record, as posted in A/R when you transfer the Delinquency.

General A/R Parameters for Delinquency

Next, define the A/R General Parameters for Delinquency:

To set the General Accounts Receivable Parameters for the Delinquency subsystem:

1. Launch GNA.
2. Select Application Configurations >Accounts Receivable > A/R General Parameters.

Link A/R to Names
This option is selected by default and cannot be modified. Delinquency Collection is set up by name.

Link A/R to Parcel
Select this option if you want to add the Link to Parcel combo box to the Delinquency and Collection form in Govern.
Delinquency and Collection records are always defined by Name. The Parcel Link is additional.

A/R Master by Fiscal Year
The Delinquency Collection by Year option is deselected by default. Select this option if you want to save the delinquency records by fiscal year. Otherwise, deselect this option.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the late charges due.

For further information about this Accounts Receivable settings, refer to the Govern Accounts Receivable (A/R) documentation.

Defining and Linking Delinquency A/R Class Codes

To complete the A/R Class Code setup for the Delinquency and Collection subsystem:

• Define one or more Delinquency A/R Class Codes.
• Create links from the A/R Class Codes, used for the original transactions, to the Delinquency A/R Class Codes

The Delinquency A/R Class Codes are used to receive the transactions that are transferred from other billing subsystems.

Depending on how the General Settings > Ignore A/R Class without Delinquency Configuration option is configured, you can transfer any A/R records to Delinquency Collection or only those with A/R Classes that are linked to a Delinquency A/R Class.

The Delinquency Collection Process

The procedure for transferring an account from another subsystem, such as Utility Billing, to Delinquency Collection is as follows:

1. Create one or more A/R Class Code for Delinquency and Collection.
2. Create links to the Delinquency A/R Class Codes from the A/R Class Codes used for the outstanding bills
3. Open the Delinquency Collection form in Govern. Create a record and transfer the amount to Delinquency.
4. Run the Delinquency Posting batch process to complete the transfer and post the record.
5. View the Delinquency Collection record in the Govern A/R Inquiry form.

 

Setting Up A/R Class Codes for Transactions Transferred to Delinquency Collection

When creating A/R Class Codes for Delinquency Collection transfers:

• Create A/R Class Codes for Delinquency Collection. These are used for receiving the outstanding amounts transferred to delinquency.
• Ensure that both the A/R Class Code, used for the original transaction, and the Delinquency Collection A/R Class Code are defined for the same fiscal year.
• The Year is displayed at the top of the A/R Class Code form in GNA. To change the year, select the Year menu at the top of the form and enter the required year in the Current Year text box.
• You have the option to create separate A/R Class Codes for the principal and interest, transferred to Delinquency and Collection, or use the same A/R Class Code for both.
  The transaction types are:
  Transferred Principal (TTO) for the principal that is transferred.
  Transferred Interest/Penalty (TTI) for the interest that is transferred.
• You can create separate A/R Class Codes for each subsystem or use the same A/R class for all transferred amounts. You can also set up one or multiple G/L accounts for delinquency collection transactions.

Creating Delinquency Collection A/R Class Codes

To create an A/R Class Code for receiving the records transferred to the Delinquency Collection subsystem:

1. Launch GNA.
2. Select Application Configurations > Accounts Receivable > A/R Class.
3. Click New to create a new A/R Class Code.
4. Enter a name in the A/R Class field.
5. Select Delinquency Collection from the Subsystem drop-down list.
6. Enter descriptions in the Short and Long Description fields to describe the A/R Class.
7. Do one of the following:
   Select Transferred Principal (TTO) from the Transaction Type drop-down list to transfer the principal.
   Select Transferred Interest/Penalty (TTI) from the Transaction Type drop-down list to transfer the principal.
   Leave the field blank.
   If you leave the Transaction Type field blank, delinquency transfers are saved as Transferred Principal (TTO) transactions. Refer to the Accounts Receivable guide for details on transaction types and rules.
8. Complete the other parameters on the A/R Class Parameters form, as required.
9. Click Save.
10. Repeat this procedure if you are creating multiple A/R Class Codes for Delinquency & Collection.
11. Refer to the Accounts Receivable documentation for further details on creating A/R Class Codes.

Linking an A/R Class Code to a Delinquency A/R Class Codes

In order to use the A/R Class Codes for Delinquency Collection transactions, you need to create links to these codes from the A/R Class Codes used for the original transactions.
To create a link to a Delinquency Collection A/R Class Code:

1. Launch GNA.
2. Select Application Configurations > Accounts Receivable > A/R Class.
3. Select the original class code.
4. Select the Delinquency Collection A/R Class Code from the Delinquency Collection A/R Class parameter.
5. Click Save.

Deposit Management

Deposit numbers are used for all A/R transactions in Govern OpenForms. Therefore, for the Delinquency Collection subsystem, the Activate Deposit Management option must be selected on the OpenForms General Settings form.
You can use automatically assigned deposit numbers or create them manually in the Deposit Management form.
If you are using automatically assigned numbers, ensure that the Automatically Assign Deposit Number option is selected.
If you prefer to define your own deposit numbers, ensure that this option is deselected.
To define these settings:

1. Launch GNA.
2. Select Application Configurations > Accounts Receivable > A/R General Parameters.
3. Ensure that Activate Deposit Management is selected.
4. Do one of the following:
   Select Auto Assign Deposit Number to use system-generated deposit numbers.
   Deselect this option if you prefer to create your own deposit numbers in the Deposit Management form.
5. Click Save.

Setting Up a Delinquency Collection Profile

The Delinquency Collection user form must be added to a Profile that uses the Name ID (NA_ID) as the Dataset Type Code.
It is recommended to the add the Name and Address form to the Profile in addition to the Delinquency and Collections form.

To view or configure a Profile that includes Delinquency Collection:

1. Launch Govern New Administration (GNA).
2. Select Editors > Profile Editor.
   The Profile form has separate tabs for Properties, Links, and Queries.

The Properties tab is used for setting the general information, such as the default fiscal year, the department, and the Dataset Type Code.
The Links tab is used for linking the batch processes, user forms, and reports to the Profile.
The Queries tab is used for adding Profile Queries. These are used for displaying visual information about the selected property in the Govern Ribbon. Examples include a building drawing, a label, or the results of a query in the form of a pie chart of bar graph. The same queries can be added to the user form in the OFD. For more information, refer to the GNA and OpenForms Designer documentation.

Name Restrictions

Privacy and Restrictions for Names is defined on the Department Maintenance form. All Profiles are linked to a department. Ensure that the name and address restrictions are set up as required for Delinquency & Collection for the department that to which the Profile is linked. Refer to the Govern New Administration (GNA) > Department Parameter documentation for further details about name restrictions: 103-sy-003

Configuring the Delinquency Collection Posting Batch Process

The Delinquency Collection Posting batch process is used for posting bankruptcy management data. Once data are posted, they cannot be modified, updated, or deleted.
As with all Govern OpenForms batch processes, the Delinquency Collection Posting batch process can be accessed and executed from Govern or scheduled to be run at a later time and viewed in the Govern Scheduler. The following setup is required for the Delinquency Collection Posting batch process, as with all batch processes in Govern OpenForms:
Define the batch process in GNA.
Add the batch process to all Profiles where it is required.
Set the security for the batch process in the GSM.

Defining the Batch Process in GNA

Defining the batch process includes the following mandatory and optional steps:

• Naming it.
• Giving it a code in order to save it in the database.
• Adding an automatic e-mail.
• Adding a report.
• Defining ftp and file path parameters for associated report or attachment
• Defining a schedule for running the batch process. You can also schedule a batch process in Govern. in GNA in order for it to appear on the Batch Processing menu in Govern. The Delinquency Collection Posting batch process is used for posting delinquency transaction data. Once data are posted, they cannot be modified, updated, or deleted.

To define the batch process paramters:

1. Launch GNA.
2. Select Editors > Batch Definition Editor.
3. Click New to define the batch process.
4. Select Delinquency Posting from the Process drop-down list.
5. Enter a Code, Name, and a Short and Long Description to define the process.
6. Click Save.
7. Perform any of the following optional steps:
8. Add an automatic e-mail.
9. Add a report.
10. Define ftp and file path parameters for any associated report or attachment.
11. Define a schedule for running the batch process.

Refer to the Govern Scheduler guide for full details about creating, running, and monitoring batch processes.

Defining User Validation Tables for Delinquency

The following user validation tables are required for the Delinquency & Collection subsystem:
Delinquency Collection Status: The Status parameter appears on the General tab of the Delinquency Collection form. It is used for informational purposes.
Link Type for Names: Names can be linked to the Delinquency Collection record at any stage, even after the record is finalized. You can create Types for these names, such as, Creditor or Collection Agency.

Defining Delinquency Collection Status Codes

You can define as many delinquency collection status codes as required for the Delinquency and Collection subsystem. These are used for informational purposes; for example, you may want to indicate the stage that the Delinquency and Collection record has reached in the process, such as Initialized, Letter Sent to the Client, Account Sent to Collection Agency, etc.
To create a Name Type for the delinquency subsystem:

1. Launch GNA.
2. Select Editors > User Validation Table Editor.
3. Select Regular Table from the Table Type drop-down list.
4. Select the Delinquency Collection Status table.
5. Select the Securable option if you want to define security permissions so that only authorized users can create codes. Otherwise, leave this option blank so that any user with permission to use GNA can create view and create the validation user codes.
6. Click Codes to create the Status codes.
7. Click New.
8. Enter a code name for the name type.
9. Enter the short, long, and full descriptions as required.
10. Click Save.

Refer to the Govern New Administration (GNA) guide for further details.

Defining Types for Linked Names

The Linked Names tab on the Govern Delinquency Collection form is used for informational purposes. You can add any of the individuals and companies are associated with the delinquency transaction for future reference. In order to facilitate the management and data entry, the names are associated with types.
Types can include Trustee, Creditor, Accountant, Judge, Lawyer, and / or any other type that is required by your organization.

1. To create a Name Type for the delinquency subsystem:
2. Launch GNA.
3. Select Editors > Editors > User Validation Table Editor.
4. Select Regular Table from the Table Type drop-down list.
5. Select the Name Linking Link Type table.
6. Click Codes to create the Name Types.
7. Click New.
8. Enter a code name for the name type.
9. Enter the short, long, and full descriptions as required.
10. Click Save.

Refer to the Govern New Administration (GNA) > User Validation Tables documentation for further details: 103-ed-010

Configuration

The configuration for the Delinquency Collection module comprises the following:
• Configuration in the Business Entity Designer (BED)
• Configuration in the OpenForms Designer (OFD).
• Required Queries

Configuration in the Business Entity Designer

The configuration in the Business Entity Designer comprises the following:
The Parcel ID is defined as a lookup and linked to the Note, there are three fields defined as Lookup and linked to the A/R Parcel List Query naArParcelList Query. The calculated field, Name_Desc that uses the query naNameAdr. These queries are described under Required Queries.

Configuration in the OpenForms Designer (OFD)

The configuration in the Business Entity Designer comprises the following:
Name Control: The Name and Address Control is used for adding the name and address information for the record selected in Govern.
The query used for this is naNamAddr
The query is added as a link.
The properties for the link are:

• Action: OpenForm
• Form: Name and Address (NA01)
• Query: naNameAddr

Deposit Number View Control

The database view control is used for displaying the Deposit Number associated with the A/R record on the form.
The properties for the database view are:

• Action: MsGovern.Openforms.CustomControls.dll DepositNumberView
• Name: Deposit Number by default. This can be modified.
• Subsystem: Delinquency Control

Configuration

To set the required IDs for Delinquency:
1. Launch the OFD.
2. Open the Delinquency and Collections form.
3. Select the Delinquency tab at the top of the entity.
4. Click the ellipsis button in the Configuration parameter.
5. Select Name ID under System IDs.
6. Select DC ID under ID Setters.
7. Click OK on the Configuration window.
8. Click Save on the OFD form.

Required Queries

The following queries are required for the Delinquency module:

NOTE: The queries vary according to the Govern OpenForms release.

Govern OpenForms 6.0

naArParcelList (A/R Parcels List by Name)
naArParcelList
SELECT DISTINCT AR_MASTER.P_ID CODE,
(CASE WHEN PC_PARCEL.TAX_MAP IS NOT NULL THEN ‘Tax Map # ‘ ||
PC_PARCEL.TAX_MAP WHEN PC_PARCEL.SUBD IS NOT NULL OR
PC_PARCEL.LOT IS NOT NULL THEN ‘Subdivision & Lot: ‘ ||
ISNULL(PC_PARCEL.SUBD,”) || ‘ ‘ || ISNULL(PC_PARCEL.LOT,”) WHEN
PC_PARCEL.LEGAL IS NOT NULL THEN ‘Alternate Id: ‘ || PC_PARCEL.LEGAL
WHEN PC_PARCEL.LEGAL_INDEX IS NOT NULL THEN ‘Legal Index: ‘ ||
PC_PARCEL.LEGAL_INDEX WHEN PC_PARCEL.NON_PARCEL_FLAG=-1 THEN
((SELECT ISNULL(VT_USER.SHORT_DESC_EN,’Non-Parcel’) FROM VT_USER
WHERE VT_USER.TABLE_NAME=’PARCEL’ AND
VT_USER.CODE=PC_PARCEL.NON_PARCEL_TYPE) || ‘: ‘
||CAST(PC_PARCEL.NON_PARCEL_ID AS VARCHAR(15))) END)
SHORT_DESC_EN
FROM AR_MASTER
JOIN PC_PARCEL ON PC_PARCEL.P_ID = AR_MASTER.P_ID
WHERE AR_MASTER.NA_ID=name id
ORDER BY SHORT_DESC_EN

Govern OpenForms 6.1

naArParcelList
SELECT DISTINCT AR_MASTER.P_ID CODE,
(CASE WHEN PC_PARCEL.TAX_MAP IS NOT NULL THEN ‘Tax Map # ‘ ||
PC_PARCEL.TAX_MAP WHEN PC_PARCEL.SUBD IS NOT NULL OR
PC_PARCEL.LOT IS NOT NULL THEN ‘Subdivision & Lot: ‘ ||
ISNULL(PC_PARCEL.SUBD,”) || ‘ ‘ || ISNULL(PC_PARCEL.LOT,”)
WHEN PC_PARCEL.LEGAL IS NOT NULL THEN ‘Alternate Id: ‘ ||
PC_PARCEL.LEGAL WHEN PC_PARCEL.LEGAL_INDEX IS NOT NULL THEN
‘Legal Index: ‘ || PC_PARCEL.LEGAL_INDEX WHEN
PC_PARCEL.NON_PARCEL_FLAG=-1 THEN ((SELECT
ISNULL(VT_USER.SHORT_DESC_EN,’Non-Parcel’) FROM VT_USER WHERE
VT_USER.TABLE_NAME=’PARCEL’ AND
VT_USER.CODE=PC_PARCEL.NON_PARCEL_TYPE) || ‘: ‘
||CAST(PC_PARCEL.NON_PARCEL_ID AS VARCHAR(15))) END)
SHORT_DESC_EN
FROM AR_MASTER
JOIN PC_PARCEL ON PC_PARCEL.P_ID = AR_MASTER.P_ID
WHERE AR_MASTER.NA_ID=@idna_id
ORDER BY SHORT_DESC_EN

User Data Entry

The Delinquency and Collection subsystem has a single user data entry form:
Delinquency Collection. This form has five tabs for managing the details of the delinquency record and the information associated with it.
The General tab includes the name and address, information about the claim, and dates and time of filing. It also includes a Finalized flag. You can modify
the record at any time before it is Finalized. At that point, you can run the Delinquency Posting batch process, which posts the delinquent record to A/R.
It can then be viewed in the A/R Inquiry form.
You can add any Accounts Receivable record through the Transfer Detail tab. When you are ready to transfer the record to delinquency, you can click the
Transfer icon. The records are removed from Transfer Detail and displayed in Transfer History. The Linked Names and Multimedia tabs are included
for informational purposes and are used for adding name records and multimedia files to the Delinquency Collection record.
Delinquency Collection records are saved to the following tables:

• DC_MASTER
• NA_LK_TO_NAMES

Prerequisites

• Govern Accounts Receivable: Records must be posted in A/R before they can be transferred to Delinquency.
• Name and Address: The Delinquency and Collection subsystem is linked to the account by Name ID (NA_ID). Ensure that name and address records are up-to-date. Before completing the record, you can run the Name Merge batch process to ensure that no duplicate records exist.
• Parcel Information: The Delinquency and Collection subsystem can also be linked to the account by Parcel ID (P_ID).

 

Delinquency Collection

To access the Delinquency Collection form:
1. Launch Govern.
2. Open a Profile that includes Delinquency Collection.
3. Open the Delinquency Collection form.
4. Perform a search using the predefined search style or a saved dataset. By default, the Name and Search is used for Delinquency and Collections.
5. Load the results to the tree view.
When you select a record in the tree view, the name and address are automatically added to the form.
NOTE: The Name and Address information cannot be modified from this user form. However, if it is changed in the Name and Address subsystem, it is automatically updated on the Delinquency Collection form.
The Delinquency Collection form includes the following tabs:

• General: Provides the general information about the delinquency record, such as filing date and transfer information. See General.
• Transfer Detail: Lists information about the A/R records that are added to the Delinquency and Collection form. See Transfer Detail.
• Transfer History: Lists the records that are transferred from Transfer Detail in the Delinquency Collection form. See Transfer History.
• Link To Names: Lists the names and name types of the people and companies who are associated with the delinquency record. Name types are user-defined. They could include Creditor, Collection Agency, and Trustee. See Linked Names.
• Multimedia: The Multimedia tab is used in the Delinquency and Collection form, as the multimedia tab in other subsystems, for linking multimedia documents or files to the delinquency record. For example, you may want to link letters sent to the client and reports received from the Collection Agency. See Multimedia.

General

Icons

New: Click the New icon to create a new delinquency record.
Save: Click the Save icon to save a new record or modifications to an existing one.
Delete: Click the Delete icon to delete the current delinquency record. A confirmation dialog box is displayed; click OK, to confirm.
Browse: If a Browse screen is configured for the form, the Browse icon is enabled. Click this icon to view a listing of all records or to select a different one.
You can also use navigational arrows or Record Selector to move from record to record. An expression can be added to the Record Selector in order to display a description. Refer to the OpenForms Designer documentation for details.

Delinquency Text Fields

Name: When you click the New icon, the Name field is automatically populated with the name and address associated with the selected name record. This information cannot be modified from this form.
If, however, changes are made to the name and address record, before the record is complete, the change is updated in this field. Before completing the record, you can run the Name Merge batch process to ensure that all information is up-to-date and that no duplicate records exist.
Claim Number: Enter the number associated with the Delinquency claim. This could be supplied by the court or the organization. This is a required field.
Filing Date: Click on the calendar icon beside this field to select the filing date for the record. This is a required field.
Deposit Number: Deposit Numbers are required for all A/R transactions in Govern OpenForms. Depending on your setup, this field is automatically populated or a deposit number can be selected.
Finalized: When the Delinquency and Collection record is complete and you are ready to post it to A/R, select the Finalized option and click the Save icon.
A confirmation message is displayed. Click Yes to continue.
NOTE: Once the Delinquency Collection record is Finalized, you cannot delete the record or make any other modifications to it, with the exception of linking other name accounts and multimedia files. Furthermore, you cannot reverse or remove the Finalized status.

Once the record is finalized, you can run the Delinquency Posting batch process. This posts the record to the Govern Accounts Receivable subsystem.
Status: The Status codes are defined by the organization and used for informational purposes. You may have different status codes for the various stages of the Delinquency Collection process, such as Process Started, Ready to Send to Agency, and Under Collection.
Linked Parcel: This option is displayed if the Delinquency and Collections module is configured for Parcel Linking. The parcels associated with the A/R record are displayed in the drop-down list. Select the required parcel.

Transferred A/R

When the A/R record is transferred from the Delinquency Transfer Detail tab to the Transfer History tab, the Transferred User ID, Transferred Stamp, and Transferred Flag are updated. The status of these can be modified at any point before the record is Finalized.
Transferred User ID: This parameter displays the ID of the user who transferred the A/R record from Transfer Detail to Transfer History. You can modify the User ID at any point until the record is Finalized.
Transferred Stamp: This parameter displays the date and time that the A/R record was transferred. You can modify the Transferred Stamp at any point until the record is Finalized.
Transferred Flag: This flag is selected when the A/R record is transferred from Transfer Detail to Transfer History. You can modify the Transferred Flag at any point until the record is Finalized.
Posted Flag: This option is selected when the record is posted to A/R through the Delinquency Posting batch process.

Transfer Detail

You can add any Govern Accounts Receivable record to the Delinquency and Collection form through the Transfer Detail tab. This tab displays basic A/R information about the A/R records in two sections: Summary and Detail. When you are ready, you can move the records that you want to transfer to delinquency to the Transfer History tab.
The records that you move to Transfer History are removed from the Transfer Detail tab. However, you can remove them from the transfer detail and continue to make modifications until the Delinquency record is Finalized.

Icons

New: The New icon is used to create a new Transfer Detail record.
Save: The Save icon is used to save the current Transfer Detail record.
Delete: The Delete icon is used to remove the current Transfer Detail information.
Browse: The Browse icon is visible if there are multiple Transfer Detail records for the selected Delinquency and Collection record.
Transfer: The Transfer icon is used to transfer the selected A/R record from Transfer Detail to Transfer History.
Add Unrelated A/R: The Add Unrelated A/R icon is used to select and add Govern Accounts Receivable records to the Delinquency and Collection record.
Navigational Arrows: The navigational arrows are enabled when there are multiple Transfer Detail records associated with the current Delinquency and Collection record. They are used to scroll to the first and previous and next and last records.

Transferring an A/R Record From Transfer Detail to Transfer History

To transfer a record from Transfer Detail to Transfer History:
1. Select the Transfer Detail tab in the Delinquency and Collection form.
2. Click the New icon to create a new Transfer Detail record.
3. Click the Add Unrelated A/R icon to select and add Govern Accounts Receivable records to the Delinquency and Collection record. This opens the A/R Inquiry Search screen where you can perform a search for an A/R record, by Barcode, Bill Number, or Invoice Number.
4. Perform the search. Then, select the A/R record or records that you want to transfer to delinquency. and load them to the form. The A/R records are displayed in the Summary section of the Transfer Detail tab.
5. Select a record in the Summary section to view the details in the Detail section. The details include the A/R Class, Transaction Type, and Balance.
6. Select the checkbox beside the record or records you want to transfer to delinquency and click the Transfer icon. A confirmation message is displayed.
7. Click Yes to continue.
The record is transferred to the Transfer History tab and removed from Transfer Detail tab. The transfer can be modified up to the moment that the Delinquency and Collection record is finalized.

Conditions

Before you can transfer a record to Delinquency Transfer History, it must:

• Be posted in the Govern Accounts Receivable subsystem
• Have an A/R balance, as of the Filing Date entered on the General tab.

If these conditions are not met, a message is displayed and the record is not transferred.

Parameters

The Transfer Detail grids contain the following information:

Summary

• AR_ID: This is the Accounts Receivable ID, typically the barcode, for the A/R record.
• A/R Description: This is the description from the A/R module for the record, usually the subsystem and date.
• Balance. This is the balance due.
• Link To: This is the name and name ID associated with the account.
• Total Balance: This is sum of all records in the Transfer Detail grid.

Detail

When you select a record in the Summary section, the following details are
displayed:

• A/R Class: This is the A/R Class for the A/R record.
• Transaction Type: This is the transaction type for A/R record.
• Balance: This is the balance due for the individual record.
• Late Charges: These are the late charges for the select record.
• Interest: This is the interest for the record, up to the filing date.
• Total Balance: This is sum of all records in the Detail grid.

Transfer History

The Transfer History tab displays the records that are transferred from Transfer Detail to Transfer History. When the record is Finalized, those A/R records are transferred to the Delinquency subsystem (Table: DC_MASTER) Once the delinquency record is finalized, the Transfer History cannot be modified. Before then, you can use the Cancel Transfer of Selected A/R records to remove one or more A/R records from the Transfer History grid.

Icons

Cancel Transfer of Selected A/R: Select the record that you want to cancel and click this icon to remove it from the Transfer History tab.
You can do this at any point up until the time that the record is Finalized. Once it is Finalized it is moved to the delinquency subsystem (Table: DC_MASTER). It is not posted until the Delinquency Posting batch process is run.

Parameters

Like the Transfer Detail tab, the Transfer History tab has a Summary and Detail section. The information is similar.

Summary

• AR_ID: This is the Accounts Receivable ID, typically the barcode, for the A/R record.
• A/R Description: This is the description from the A/R module for the record, usually the subsystem and date.
• Balance. This is the balance due.
• Link To: This is the name and name ID associated with the account.
• Total Balance: This is sum of all records in the Transfer Detail grid.

Detail

When you select a record in the Summary section, the following details are displayed:

• A/R Class: This is the A/R Class for the A/R record.
• Balance: This is the balance due for the individual record.
• Late Charges: These are the late charges for the select record.
• Interest: This is the interest for the record, up to the filing date.
• Total Balance: This is sum of all records in the Detail grid.

Linked Names

The Linked Names tab is used to add the names of any individuals or companies that are associated with the delinquency claim. It lists the and name and address and link type for each linked name in a grid.

Icons

New: Click the New icon to add a new name.
Save: Click the Save icon to save the existing linked name records.
Delete: click the Delete icon to remove the selected name record. A confirmation message displayed. Click Yes to continue.

Parameters

The following columns appear under the Linked Names tab.
Name: The Name column displays the name and address of the linked name.
Link Type: Select a link type from the drop-down list. The link types are user defined in the Name Linking – Link Type table.
Reference Type: The Reference Type field automatically displays DC for the Delinquency model (Table: NA_LK_TO_Name.REF_TYPE).

Multimedia

The Multimedia tab is used to link one or more multimedia files of a predefined type to the delinquency record, such as, letters, legal documents, photographs, maps, and reports. You can add multiple types. Each file is saved as a separate record.

Icons

New: Click New to add a new multimedia document and to display the parameters on the form. Before the file is saved, you can click Cancel to delete modifications.
Save: Click Save to save the current multimedia record.
Delete: Click Delete to delete the current multimedia record. Data Entry Fields
Type: Select the type of multimedia document that you want to add. Multimedia types are defined by the department in GNA on the Multimedia Codes tab of the Department Maintenance form. They are saved to the Property Control user validation table DEPINF. For details, refer to the Department Maintenance documentation.
Click the Import bar to import a saved or scanned multimedia image.
Date: Click the drop-down arrow to the right of the Date field to select a date to associate with the multimedia file, such as the date that it is added to the claim.
Notes: Add any notes or comments that are relevant to the multimedia document for the Delinquency claim.

Batch Processing

The Delinquency & Collections modules includes the following batch processes.

• Transfer A/R to Delinquency
• Delinquency Posting

Prerequisites

Before running the batch processes for Delinquency & Cash Collection, verify the following:
All A/R records to be transferred to Delinquency must be associated with an A/R Class Code that is linked to Delinquency A/R Class Code. This is described in the administrative section of this document. See Defining and Linking Delinquency A/R Class Codes.

Defining Security Permissions for the Delinquency & Collections Batch Processes

Security for all batch processes in Govern OpenForms are defined in the Govern Security Manager (GSM) as follows:
To define security permissions for a batch process:
1. Launch the Govern Security Manager (GSM).
2. Expand Applications > Govern > Profiles > <name of the Profile> Batch Processes <name of the batch process>.
3. Right-click on the batch process.
4. Select Edit.
5. Assign permissions by role.
6. Select Exclusions.
7. Define the exceptions.
8. Click Save.

Transfer A/R to Delinquency

The Transfer A/R to Delinquency batch process is run in order to automate the process of transferring delinquent A/R records to the Delinquency and Collections module. It performs the same tasks as transferring individual records one by one on the Delinquency form.
Only records that are associated with an A/R Class Code that is linked to a Delinquency Collection A/R Class Code can be included in the process.
There are two procedures contained on this batch process.

• Process Delinquent A/R: This is the first step. Run this procedure to transfer the delinquent A/R records to Delinquency and Collections.
• Finalize Delinquent A/R: This is the second step. Run this procedure to finalize the A/R records.

A separate batch process is required in order to post the delinquent records that were included in the two Transfer A/R to Delinquency batch process procedures.

• Posting to A/R: Once records are finalized, you can run the Posting to A/R batch process. This procedure is described in the following section.

Running the Process Delinquent A/R Batch Process

To run the Process Delinquent A/R batch process from Govern:
1. Launch Govern.
2. Open a Profile that contains the Transfer A/R to Delinquency and Collections process.
3. Select the Batch Processing Explorer.
4. Select the Transfer A/R to Delinquency and Collections* batch process.
*The name of the batch process can vary according to the administrative setup.
5. Select the subsystem under which the delinquent A/R records are saved from the Subsystem drop-down list.
6. Select Cycle Code from the A/R Cycle drop-down list.
The A/R Cycle parameter appears only for subsystems
7. Select the Process Delinquent A/R option.
8. Enter a range of years in the From Year and To Year parameters.
Only the records within the selected range are processed.
Entering a range of years prevents any current bills from being processed.
NOTE: The range of years appears for year-based subsystems only.

9. Select a department from the drop-down list.
The fiscal year from this department is displayed in the Fiscal Year parameter.
This year is used to create the Delinquency account in the table AR_MASTER. This year is used for all records in AR_DETAIL.
10. Select a date from the Filing Date drop-down list.
This is the date of the transfer (Table: DC_MASTER.FILING_DATE)
11. Enter a Claim Number.
The claim number is applied on all records included in the batch process. It is a required field on the Delinquency & Collections user form, as well as on the Transfer A/R to Delinquency & Collections batch process form.
This Claim Number is selected when you run the process to finalize the records.
12. Select a warning flag in the Exclude A/R Warning Flag list box if you want to exclude certain records from the batch process.
Records with the selected warning flag are excluded from the process. For example, you may want to exclude all records that are included in the Bankruptcy module from the process.
13. Enter the minimum balance due on the records that you are transferring to Delinquency in the Minimum Balance Due field.
Only the records that are greater than or equal to the Minimum Balance Due are transferred.
14. Select an A/R Reason Code from the drop-down list (Table:
VT_USER.TABLE_NAME = ‘ARREASON’)
The A/R Reason Code is displayed by long description.
This reason code is associated with the original record by AR_ID. For the delinquency record, it is used for informational purposes only.
15. Click Execute.
If you are running the batch process from Govern, the status of the process is displayed in the Processing tab. If errors or warnings occur, messages are
displayed.
You can run the batch process again in order to include records not included in the first claim. For example, if records are not associated with an A/R Class Code that is linked to a Delinquency A/R Class Code, they are not transferred to Delinquency.

Running the Finalize Delinquent A/R Batch Process

The Finalize Delinquent A/R Batch Process sets all records with the selected Claim Number to Finalized. Once records are finalized, you can run the Posting to A/R batch process.
To run the Process Delinquent A/R batch process from Govern:
1. Launch Govern.
2. Open a Profile that contains the Transfer A/R to Delinquency and Collections process.
3. Select the Batch Processing Explorer.
4. Select the Transfer A/R to Delinquency and Collections* batch process.
*The name of the batch process can vary according to the administrative setup.
5. Select the subsystem under which the delinquent A/R records are saved from the Subsystem drop-down list.
6. Select Cycle Code from the A/R Cycle drop-down list.
7. Select the Finalize Delinquent A/R option.
8. Select a claim number for the Claim Number drop-down list.
Only the claim numbers that contain records that are not finalized appear in the list.
9. Click Execute.

Transfer A/R to Delinquency Log Files

The log files for the Transfer A/R to Delinquency batch processes includes the following information:

• Start and End time of the process
• List AR_ID and balances being transferred
• Sum of each class code being transferred to DC
• Count of AR_ID being transferred to DC

Delinquency Posting

The Delinquency Posting batch process posts the delinquency records to the Govern Accounts/Receivable subsystem. You can run this process at any time from Govern or create a schedule and run it at a later time or on a regular basis. For details about scheduling batch processes, refer to the Govern Scheduler guide.
The Delinquency Posting form has two sections.
The top section lists all the delinquency records with deposit numbers, by
deposit number and A/R balance. The lower section provides the following
details about those records:
• Delinquency Claim Number
• Balance
• Finalized status: If the record is finalized, the check box is selected.
NOTE: Only the Delinquency and Collection records that are Finalized can be
posted to A/R.

To run the batch process from Govern:
1. Launch Govern.
2. Open a Profile that contains the Delinquency Posting batch process.
3. Select the Batch Processing Explorer.
4. Select the Delinquency Posting* batch process.
*The name of the batch process can vary according to the administrative setup.
5. Select the record or records that you want to post in the top section of the form.
6. Click Execute.
If you are running the batch process from Govern, the status of the process is displayed in the Processing tab. If errors or warnings occur, messages are displayed.

Viewing Posted Delinquency and Collection Records

The posted Delinquency and Collection records are displayed in the Balance Forward Detail grid on the A/R Inquiry form.
Refer to the Govern Accounts Receivable documentation for details about the A/R Inquiry form.

Troubleshooting

You can only run the Delinquency Posting process on records that are finalized. In the following screen shot, some of the records under the selected deposit number are not finalized. Therefore, you cannot run the batch process on this deposit number until you finalize the records.

Related Topics

Delinquency Collection Batch Processes
Tax Delinquency Module Wiki Map

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he Parcel ID is defined as a lookup and linked to the Note, there are three fields defined as Lookup and linked to the A/R Parcel List Query naArParcelList Query.
The calculated field, Name_Desc that uses the query naNameAdr. These queries are described under Required Queries