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 …