ST – Self Reported Business Tax Treeview

Self Reported Business Tax Treeview

Overview

The datasets that appear in the Dataset Treeview are populated with the results of searches made through the Search form.
The Treeview Explorer displays record information in a hierarchical arrangement. In the treeview panel, you are able to expand or contract a record with a click on the arrow beside the record icon.
For example, on a search that retrieves tax map records, when you double-click on the tax map, it lists name information at the next level. Each item can be expanded to show specific data on the property, such as owner and occupant names, parcel information and location, permits, utility billing and accounts receivable records.
The Self Reported Business Tax Treeview will display the ST requisite OpenForms, i.e. Self Reported Tax, Self Reported Tax Occasional, and the Self Reported Tax Zero Filer.

NOTE: The forms that are displayed in the treeview are dependent upon admin setup in the GNA Profile Editor and/or assigned access provided through the Govern Security Manager (GSM)

See also

 

 

 

101-st-fea-005

 

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ST Late Filing Penalty Method

Business Tax (ST) Late Filing Penalty Method

Overview

This is a new computation method for the Late Filing Levies and the Late Payment feature of Self-Reported Business Tax (ST). This new method was introduced for the current 6.0.1706 and 6.1.1706, 6.1.1707 and greater releases. See below for details about this new method.

Functionalities

The following system and UI changes can be associated with this feature implementation.

System Registry – OpenForms General Settings

There is a new entry under the Self-Reported Tax Registry Filter in the OpenForms General Settings (System registry Registry) form. There is a Force Late Filing Levies Method Date. While the default date of 1/1/0001 is present in the parameter, the Late Filing Levy Method will not be enforced. When any another date is entered, the late filing method will be enforced.

NOTE: Within Govern some settings that appear in the OpenForms General Settings form (SY_REGISTRY), may have other locations that can override the system registry settings form. This location is the only point in which the Force Late Filing Levies Method Date parameter can be overridden.

User Interface (UI)

Category tab – General sub tab

Previously, the Late Filing Penalty and Late Payment Penalty group boxes were hidden conditionally. Entries were required in the A/R Class and Late Payment parameters in order to display the Late Filing group and Late Payment Penalty group boxes respectively. Both groups are now visible.

System Registry – OpenForms General Settings

There is a new entry under the Self-Reported Tax Registry Filter in the OpenForms General Settings (System registry Registry) form. There is a Force Late Filing Levies Method Date. While the default date of 1/1/0001 is present in parameter, the Late Filing Levy Method will not be enforced. When another date is entered, the late filing method will be enforced.

NOTE: Within Govern some settings that appear in the OpenForms General Settings form (SY_REGISTRY), may have other locations that can override the system registry settings form. This location is the only point in which the Force Late Filing Levies Method Date parameter can be overridden.

Late Payment Penalty group

For the Late Payment Penalty group, when there is no A/R Class selected in the combo, the penalty is broken down by A/R Class, i.e. associated with each levy’s A/R class, and the Minimum/Maximum Amount does not apply to the total return, rather, it is per A/R record. The amounts are applied to each penalty record created.

Category tab – Levies sub tab

At the bottom of the Levies sub tab form is the Late Filing Levy combo-box. This parameter is used to link a levy to a Late Filing Levy.

Levies sub tab

In the Computation Method group, the Late Filing Levy combo box is available for all radio button options, i.e. Base X Rate, Fixed Amount, etc. The Late Filing Levy can be linked with the currently selected levy code.

Category tab – Levies sub tab – Computation Method group

In the Computation Method group of the Levies sub tab form is a new Late Filing Levy radio button option. The new Computation Method, when selected, noticeably absent are the Rate Type, Computation Information groups, and the Late Filing Levy combo box.

New Computation Method

When the new computation method, Late Filing Levy is selected, A/R Class must be selected. For this option the only two (2) A/R Classes that can be selected in Invoice (INV) or the parameter field is blank; a blank will also default to invoice.

The new Computation Method called Late Filing Levy when selected, noticeably absent are the Rate Type, Computation Information groups, and the Late Filing Levy combo box.

Business Rules

When a Late Filing levy is being used within the system, should a modification be made to one of the parameters, e.g. Computation Method, and a save is attempted, a warning will be triggered. The warning message will read as, “The following Late Filing Levy cannot change its Computation Method: <methodName>”.

Setup

The setup of a Late Filing Levy follows the same methodology of other standard levies. To associate late filing charges with an existing levy…

  1. Select or create the levy that will be configured.
  2. In the Computation Method group, click to select Late Filing Levy
  3. You will note that the Rate Type and the Computation Information groups will be immediately hidden on the form.
  4. Select an A/R Class; click the ellipsis […] button beside the parameter to open the A/R Class form.
  5. In the A/R Class form, create or select an existing class code.
NOTE: There are only two (2) transaction types that can be selected in the Transaction Type parameter; invoice, i.e. Billed, or leave the parameter blank.

Verify Database Process

As is often the case with a new feature, it is always recommended that administrators run the Verify Database process in the Govern New Administration (GNA). During the process the Verify Database health check will check to see if the SY_REGISTRY default date is being used. When this check has confirmed that the old Late Filing Levies Method is still in use, you will be presented with a warning screen. The screen will link you to the OpenForms General Settings form to change the date in the Force Late Filings Levies Method Date parameter and enable the Late Filing Levy Method.

 

 

101-st-fea-010

 

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Self Reported Business Tax Audit Trail

Self Reported Business Tax Audit Trail

Overview

The purpose of the Self Reported Business Tax Audit Trail feature is to view access and modification information related to the ST account.
information for this feature is obtained from (Table: USR_AUDIT_OPENFORMS)
When the Audit Trail is enabled by an administrator through the GSM, the information that is presented in the columns includes the following:

  • Date – The date of the modification. (Table: USR_AUDIT_OPENFORMS.AUDIT_DATE)
  • User – Name of the user that accessed the account. (Table: USR_AUDIT_OPENFORMS.USER_ID)
  • Action – What action was performed on the account, i.e. Viewed, Created, Deleted, and so on. (Table: USR_AUDIT_OPENFORMS.AUDIT_ACTION)
  • Form – The name of the form that was accessed. (Table: USR_AUDIT_OPENFORMS.FORM_CODE)
  • IP Address – The IP address of the computer that accessed the form. (Table: USR_AUDIT_OPENFORMS.IP_ADDRESS)
  • Computer – The Name, Asset or Service tag of the computer that accessed the form. (Table: USR_AUDIT_OPENFORMS.SOURCE_COMPUTER_NAME)
  • Remote Computer – If the access was remote, the name of the Remote Computer. (Table: USR_AUDIT_OPENFORMS.REMOTE_COMPUTER_NAME)

When viewing a form, the Entity Audit feature can be accessed from the Govern ribbon, View (tab) > Entity Audit
Alternatively the keyboard short-cut (Ctrl + H) may also be used.

NOTE: The audit feature is available for the Tax Account, Tax Filing Master, and the Mailing Index OpenForms in the Business Tax module. In addition the feature should only be accessed by users with Administrator level access as sensitive information is readily visible.

 

See Also

101-std-fea-017

 

 

101-st-fea-017

 

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101-cc-frm-001-ofr

Cash Collection OpenForms Setup

Version 6.0 | Version 6.1

Overview

This reviews the standard setup for the cash collection form.

  • Business Entities
  • OpenForms Designer Setup
  • Profile Setup

The form distributed uses the following controls that may need to be setup:

Business Entities

The following business entities are used in the form:

  • OpenForms Designer
  • Profile Setup

 

 

101-cc-frm-001-ofr

 

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101-cc-frm-002

Centralized Cash Collection Form – Payment Data Entry Feature

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

Note: Ensure that the Use Proportional Distribution option is deselected

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.

 

 

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101-cc-frm-002

CC – Voluntary Payments in Cash Collection

Voluntary Payments in Cash Collection

Version 6.0 | Version 6.1 Scheduled for 6.0.1611

Overview

Use the Govern OpenForms Cash Collection user form to accept advance or voluntary payments on Real Property and Personal Property tax accounts.

An Advance Payment or Voluntary Payment (VP) is an amount that is paid before a bill is received. This type of transaction can be useful for taxpayers who would like to cover bills during a predicted absence.

When a voluntary payment is saved, an Open Cash Credit (OCH) is automatically generated. When you post the Voluntary Payment (VP) using the Cash Collecting Posting batch process, the Open Cash Credit (OCH) is also posted. It is applied on the next bill generated for the account. The VP and OCH transactions can be viewed in the Detail section of the A/R Inquiry form, both before and after they are posted.

This wiki page describes the following:

  • Administrative Setup
  • Configuration
  • Setting Security on Cash Collection Parameters
  • Processing a Voluntary Payment
  • Viewing the Voluntary Payment Transaction in A/R Inquiry
  • Posting the Voluntary Payment

 

Documentation

To view the information on this page in pdf format, click on the following link.

CashCollectionVoluntary.pdf

Related Information

For further information, see the Cash Collection Form

Business Rules

Accounts

In Govern OpenForms, a Voluntary Payment can be applied on an account from any year, regardless of whether there is a balance or not.
An AR_ID must already exist for the person or property associated with the payment.

In Govern OpenForms, a Voluntary Payment can be applied on a transaction from any year, regardless of whether there is a balance or not.

Subsystems

The voluntary payment option is available to Real Property and Personal Property tax.

Administrative Setup

General Parameters

The following User Registry parameters are specific to Cash Collection:

  • Show Only Accounts with Balance
  • Year to Collect

These parameters are available on the User Registry Manager in Govern and in GNA > Application Configurations > Accounts Receivable > Cash Collection Parameters.

Showing Transactions for a Specific Year Only

In Govern OpenForms, Voluntary Payments can be accepted for any year. If you want to display existing transactions for a specific year only, perform the following set in the Cash Collection Parameters available in Govern.
To create a filter by year:

  1. Launch Govern.
  2. Open a Profile that contains the Cash Collection form.
  3. Select the Payment Data Entry tab.
  4. Click the Cash Collection Cashier icon.
    The Cash Collection Options form opens.
  5. Enter the year that corresponding to the transactions that you want to display in the Year to Collect parameter.
  6. Click Save.

Print Receipt

Follow the instructions for setting up the Print Receipt report as described in the Cash Collection documentation. See Print Receipt.

Configuration

The Cash Collection form contains custom search parameters for Real Property and Personal Property voluntary payments.
To view or modify the configuration for these custom searches:

  1. Launch the Govern OpenForms Designer (OFD).
  2. Open the Cash Collection form (CC01).
  3. Select the Payment Data Entry entity.
  4. Select the CCPaymnetDataEntry_Control.
  5. Expand Properties > Misc in the Properties explorer.
  6. Select AR008 – Accounts Receivable in the A/RInquiryForm parameter.
  7. Select arPayment – A/R Payment Data Entry in the SearchGroup parameter.
  8. Select ppPersonalP – Personal Property Search in the VpSearchGroupForPP property.
  9. Select pcProperty – Property Search in the VpSearchGroupForPP property.
  10. Click Save if you have made any changes.

Setting Security on Cash Collection Parameters

The security settings for Voluntary Payments are the same as for any Cash Collection transaction. This section describes those settings:
To view the security settings for Cash Collection:

  1. Launch the Govern OpenForms Designer.
  2. Open the Cash Collection form (CC01).
  3. Select the Payment Data Entry entity.
  4. Select the Security icon.
  5. The Payment Data Entry form includes the Cash Collection Payment Data Entry custom control, CCPaymentData_Control.
    As with all security permissions in the OFD, the majority of these settings are enabled by default. The option to Apply Late Charges is the exception.
    The settings are as follows:
    Can Edit Payment
    Can Edit Principal
    Can Edit Interest
    Can Edit Penalty
    Can Edit Fee
    Can Edit Discount
    Can Edit Change
    Can Edit Demand
    Allow Misc. Cash Receipts
    Allow A/R Cash Distribution
    Allow Apply Late Charges: This setting is disabled by default.
  6. Modify these permissions as described in the OpenForms Designer documentation.
    Note: Permissions must be defined separately for every combination of Security Type, Profile, and Role or user.
  7. Click Save if you have made any modifications.

Creating a Voluntary Payment

Voluntary Payments are created on the Cash Collection > Payment Data Entry form. The steps to creating a voluntary payment transaction are similar as those for a standard payment. The following difference applies.

When you create a Voluntary Payment, you need to enter the subsystem (either Real Property Tax or Personal Property Tax), the year, and the cycle code for the payments that you want to create.

For example, the following parameters could be entered for an advance or Voluntary Payment for Real Property taxes.

  • Subsystem: Real Property Tax
  • Year: 2018
  • Cycle Code: Municipal Tax

If a record matching the search criteria exists, it is displayed under Distribution. If no record exists for the year, one is created. A Voluntary Payment can be created for any year.

The record is displayed under Distribution.

Overview of the Voluntary Payment Transaction Process

The steps for creating a Voluntary Payment transaction are:

  • Selecting the Deposit Number for the Voluntary Payment
  • Performing the Search
  • Completing the Payment Parameters
  • Running the Cash Collection Wizard
  • Viewing the Payment in A/R Inquiry
  • Posting the Payment
  • Viewing the Posted Payment in A/R Inquiry

Selecting the Deposit Number for the Voluntary Payment

The following procedure is mandatory. All A/R transactions in Govern OpenForms must be associated with a deposit number.

  1. Launch Govern.
  2. Open a Profile that contains Cash Collection.
  3. Open the Cash Collection form.
  4. Select the Deposit Management tab.
  5. Create a new deposit number or select an existing one.

The Transaction Type must be Payments.

Creating the Voluntary Payment

To create the Voluntary Payment transaction on the Cash Collection form:

  1. Select the Payment Data Entry tab on the Cash Collection form.
  2. Click New.
    The deposit number you selected on the Deposit Management tab is entered automatically in the Deposit Number field.
  3. Select Voluntary Payment from the Transaction Type field.
  4. Select the subsystem from the Subsystem drop-down list.
  5. Only Real Property Tax and Personal Property Tax are available.
    Enter a year in the Year parameter.
    This is the year of fiscal year during which the transaction is applied.
    For example, if you are creating an advance or Voluntary Payment for a 2018 tax bill, enter 2018.
  6. Enter the cycle code in the Cycle Code parameter.

The Cycle Code is mandatory for the Real Property Tax and Personal Property Tax subsystems.

Performing the Search

You need to perform a search using a Dynamic Search group and criteria.
To perform the search:

  1. Select a Search group in the Search section.
  2. Enter the required criteria in the Criteria section and click Enter on your keyboard.

If a record matching all the search criteria is found, it is displayed under Distribution. If no record is found, one is created and displayed under in the Distribution section.
An A/R barcode is created for the transaction.

Completing the Voluntary Payment Distribution Parameters

To complete the transaction, you need to enter the effective date and the amount. The effective date is the date that the payment is effective. By default, this is the current date.
A voluntary payment is effective before it is applied on a tax bill.

To complete the Payment Distribution parameters:

  1. Select the effective date of the transaction in the Effective Date parameter.
  2. Select a transaction and enter the amount of the voluntary payment in the Amount field.

Completing the Payment

Once you enter an Amount in the Amount field beside the record, it is automatically entered in the Money section. You can select the method of payment, such as cash, check, certified check, credit or debit.
You can enter multiple payment types. For example, a payment can be made partially by credit card and partially by check.
To complete the payment:

  1. Select a method of payment in the Type drop-down list.
  2. Enter an amount if it is different from the displayed amount.
  3. Enter a reference, such as the check number in the Reference field.
  4. Repeat steps 1 to 3 as required if there are multiple payment types.

Payer

All Cash Collection transactions must include payer information.
To add payer information to the transaction:

  1. Click the ellipsis button in the Payer Name section of the Cash Collection form.
  2. Do one of the following:
    Click Search to search for a name in the database.
    Click New Name to add a name that is not in the database.
    If you want to add the name and address account directly, the Name and Address form must be included in the Profile.
  3. Click New Payer Name to a new payer.

Launching the Cash Collection Wizard

The Cash Collection Wizard launches automatically when you click the Save button.
To launch the Cash Collection Wizard:

  1. Click the Save button on the Cash Collection form after completing the payment.
    The Cash Collection Wizard opens.
    The payment amount and type are displayed.
  2. Collect the payment and click Next.
    The full amount and payment type are displayed.
  3. Click the Print button to print the receipt.

Print Receipt

The Print Receipt can be customized. The default receipt is shown in the following screen shot.

Finishing the Payment

To finish the transaction:

  1. Click Finish. on the Cash Collection Wizard once you have printed the receipt and the transaction is complete.
    The completed transaction is displayed on the Cash Collection form.
  2. Hover your mouse over the transaction to view the barcode.

Viewing the Voluntary Payment Transaction in A/R Inquiry

You can view the Voluntary Payment transaction, once it is saved, directly in the A/R Inquiry form.
To view the Voluntary Payment transaction in A/R Inquiry:

  1. Do one of the following, according to your setup:
    Open the completed transaction in the Cash Collection form and double-click on the transaction.
    Launch the A/R Inquiry form and perform a search using the barcode of the transaction.

The Voluntary Payment and Open Cash Credit transactions are displayed in the A/R Inquiry Detail.

Posting the Voluntary Payment

A Voluntary Payment can be posted, as any other Cash Collection Payment, with the Cash Collection Posting batch process.

Prerequisites

Ensure that you have access to the Department responsible for the A/R transaction.

Running the Batch Process

To post a voluntary payment:

  1. Launch Govern.
  2. Open a Profile that contains the Cash Collection Posting batch process.
  3. and through which you can access the required A/R transaction.
  4. Select the Batch Process Explorer.
  5. Select the Cash Collection batch process.
  6. Select the Voluntary Payment.
  7. Click Run.
  8. Click the Processing tab to view the batch process logs.

For details, see Cash Collection Posting.

Viewing the Posted Payment

Once the payment is posted, you can view the Voluntary Payment and Open Cash Credit transaction on the A/R Inquiry form.
To view the Voluntary Payment transaction in A/R Inquiry:

  1. Do one of the following, according to your setup:
    Open the completed transaction in the Cash Collection form and double-click on the transaction.
    Launch the A/R Inquiry form and perform a search using the barcode of the transaction.

 

 

101-cc-frm-011

 

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CC – Cash Collection Receipt Report

Cash Collection (CC) Receipt Report

Version 6.0 | Version 6.1

Overview

This is the standard receipt printed when using Cash Collection module.

Available in GA 1606.

Purpose of Receipt

– Undefined –

Process Name

cc-rpt-058

Sample Report

A sample report will be provided when available.

 

 

101-cc-rpt-058-Receipt

 

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