AR – Module Map

Accounts Receivable (A/R) Module Product Map

Overview

General Forms & Features

General Business Rules, Processes, Forms and Features

Section	Product Code/ Wiki Page	Description	Supporting Information	Developer
General	101-ar	Accounts Receivable Module Overview
	101-ar-brules	System Integrity and Business Rules	System Registry
	100-ach	Centralized page for Automated Clearing House (ACH)		100-ach (dev)
	100-pos	Centralized page for Point-of-Sale Processing (POS)		100-pos (dev)

A/R Forms	101-ar-frm-001	AR Inquiry		101-ar-frm-001
	101-ar-frm-003	AR Inquiry Notes with ACH Information
	101-ar-frm-004	AR Inquiry ACH Information	General ACH Processing
	101-ar-frm-008 101-ar-fea-038	AR Inquiry Payment Plan AR Allow Payment Less Than Payment Plan Feature
	101-ar-frm-006	AR Deposit Management
	101-ar-frm-020	AR Payment Data Entry
	101-ar-frm-021	AR Data Entry – AR Transactions
	101-ar-frm-022	AR Data Entry – Abatements and Exemptions
	101-ar-frm-023	AR Data Entry – Adjustments
	101-ar-frm-024	AR Data Entry – Interest, Penalties, Fees and Charges
	101-ar-frm-025	AR Data Entry – Refunds
	101-ar-frm-026	AR Data Entry – Payment Reversals
	101-ar-frm-027	AR Data Entry – Payment Transfer
	101-ar-frm-028	AR Data Entry – Refund Reversals


A/R Features	101-ar-fea-002	Using Protest Flags
	101-ar-fea-003	Receipting
	101-ar-fea-004 101-std-fea-004	Dynamic e-search – Standards A/R Dynamic e-search – Standards
	101-ar-fea-010	Accounts Receivable Interest & Penalty Methods	A/R Parameters
	101-ar-fea-005	Overpayments (OCR & OCH processing)
	101-ar-fea-006	ACH Processing General ACH Processing
	101-ar-fea-010	A/R Credited Interest on Refund
	101-ar-fea-011	A/R Class Code Included in Balance Forward	101-ar-fea-011
	101-ar-fea-020	Group Adjustments
	101-ar-fea-025	BT – Period Validation for AR Deposit in CC Payment Data Entry
	101-ar-fea-026	A/R Search to Load Feature
	101-ar-fea-027	Change Payer Name in A/R Inquiry
	101-ar-fea-028	AR Inquiry – Payment Transfer


ACH	201-ar-fea-006	ACH Processing eGovern
	101-ar-fea-016	ACH Processing Govern Payment Plan (option)	Roadmap	101-ar-fea-016
	101-ar-fea-017	ACH Processing Credit Filing
ACH egov	201-ar-fea-017	ACH Processing eGovern Credit Filing (ST Remittance)
	101-ar-fea-007	Allow Interest and Fees as of date
	101-ar-fea-008	Allow Payment Plan Processing
	101-ar-fea-009	Security by Property Area Fields	Roadmap	(DEV) 101-ar-fea-009
Custom Control Payer name	101-ar-fea-021	Payer name Custom Control (New)	101-ar-fea-021-ofr	(DEV) 101-ar-fea-021 (QC) 101-ar-fea-021
Action Button Control	101-ar-fea-022	Create A/R for MB, ST, RE, PP, etc.	101-ar-fea-022-ofr
	101-ar-fea-023	A/R Method Waiver for Min/Max SRT Filings
	101-ar-fea-024	AR Payment Action Button	101-ar-fea-024-ofr

Cash Collection	101-cc-frm-001	Cash Collection Data Entry	CC wiki Map	(DEV) 101-cc-frm-001

Batch Process (bp)

Accounts Receivable Batch Processing

Status	Wiki Page / Code	Batch Process Name	Batch Process	Supporting Information	GFW Batch Process
Batch Processes	101-ar-bp-001	AR Apply Pending Credits	ar_applypencr		mnu_apply_cr
	101-ar-bp-002	AR Set Warning Flag on Delinquent	ar_setwarning		mnu_set_w_flag
	101-ar-bp-003	AR Apply Penalty on Delinquent	ar_apppendelinq		mnu_ar_interest
	101-ar-bp-004	AR Generate Delinquent Charges	ar_gendelinqchg		mnu_ar_charge
	101-ar-bp-005	AR Apply Deposits	ar_appdeposits
	101-ar-bp-006	AR Compute Balance As Of a Date	ar_compbaldue		mnu_late_charge
	101-ar-bp-007	AR Extract As Of Date A/R Detail Table	ar_extrasofdate		mnu_extract_ar
	101-ar-bp-008	AR Generate Refunds	ar_genrefunds	Missing batch process	mnu_gen_rf
	101-ar-bp-009	AR Generate Over and Short	ar_genovershort		mnu_bal_adj
	101-ar-bp-010	AR Transfer to History	ar_tranartohist		mnu_ar_hist
	101-ar-bp-011	AR Re-Initialize A/R Tables	ar_reinittables		mnu_ar_init_tab
	101-ar-bp-012	AR Period Closing	ar_perclosing		mnu_ar_p_close
	101-ar-bp-013	AR Transfer Credits from One Year to Another	ar_transcrd		mnu_ar_credit
	101-ar-bp-100	AR Posting – Combined Posting of all type		Roadmap (14487)
	101-ar-bp-020	AR Posting – Payments AR Posting – Cash Collection (CC or)	ar_postcashcol		mnu_ar_cc
	101-ar-bp-021	AR Posting – AR Transaction		Not available
	101-ar-bp-022	AR Posting – Abatements and Exemptions		Not available
	101-ar-bp-023	AR Posting – Adjustments	ar_postadjust		mnu_ar_adj
	101-ar-bp-024	AR Posting – Interest, Penalties, Fees and Charges		Not available
	101-ar-bp-025	AR Posting – Refunds	ar_postrefunds		mnu_ar_refund
	101-ar-bp-026	AR Posting – Payment Reversals	ar_postpayrev		mnu_ar_rev
	101-ar-bp-027	AR Posting – Payment Transfers	ar_postpaytrf
	101-ar-bp-030	AR Posting – Postdated Payments	ar_postdatedpmt		mnu_ar_pdt
	101-ar-bp-031	AR Posting – Deposits	ar_postdeposit		mnu_ar_deposit
eGov	201-ar-bp-033	AR eReipting (e-Gov System)	ar_ereceipting
eGov	201-ar-bp-034	AR eBilling (eGov System)	ar_ebilling
	101-ar-bp-035	AR Create AR Levy Close File?	ar_levyclose
	101-ar-bp-036 101-ar-frm-036	AR Lock Box Batch Process Posting AR Lock Box Maintenance Form	ar_lockbox	101-frm-036-config Lockbox Layout to distribute 6.0/61 Change Assessment
	101-ar-bp-038	AR Generate Check Refund Numbers	ar_gencheck
DC	101-ar-bp-039	AR Transfer Delinquency		GA 1609	Batch process to transfer delinquant accounts to Delinquency

Other	101-ar-bp-040	AR Generate GL Account	gl_tranacc_updt		General Ledger Account Update
	101-ar-bp-041	AR Generate Payment Reversals for a Batch	ar_gen_reversal	GA 1609	Batch process to create payment reversals for a posted batch of payments

ACH	101-ar-bp-060	AR ACH Pre-notification File	ar_ach_prenote	GA1609
	101-ar-bp-061	AR ACH Prepare Data for ACH File Balance Due	ar_ach_bal	GA1609
	101-ar-bp-062	AR ACH Generate ACH File	ar_ach_file	GA1609	Changed from 037 to 060 AR ACH File Process
	101-ar-bp-063	AR ACH Post Dated Payment Plan		Roadmap	Changed from 039 to 063
	101-ar-bp-064	AR ACH Update Payment Plan Status		version 6.0 only
eGov	201-ar-bp-065	AR ACH Process for Web Payments		Validate if any changes
Tax billing	101-tx-bp-040	Tax TSO Registration	tx_tso_registr
	101-tx-bp-041	Tax TSO Bill Request	tx_tso_billreq
	101-tx-bp-042	Tax TSO Generate Tax Amount	tx_tso_amount
	101-tx-bp-043	Tax TSO Batch Payment Generation	tx_tso_pmtgen

	101-ar-bp-080	AR Batch Deletion of Payments	ar_delpayments		mnu_ar_pmt_del
	101-ar-bp-081	AR Batch Deletion of Refunds	ar_delrefunds		mnu_ar_rf_del
	101-ar-bp-082	AR Batch Deletion of A/R Transactions	ar_deltrans		mnu_ar_tran_del

Bankruptcy		Bankruptcy
	101-br-bp-050	AR Bankruptcy Posting	bk_postbkruptcy
	101-br-bp-051	AR Bankruptcy Delinquent Posting	bk_postdelinq

General Ledger	101-ar-bp-040	AR GL Account	gl_tranacc_updt

Parameters	103-ar-bp-105	Copy AR CLass Code Batch Process	ar_copy_to_year

Reports (rpt)

Accounts Receivable Standard Reports

Status	Wiki Page	Batch Process Name	Report Process Name	Supporting Information	Description
Edits & Balancing	101-ar-rpt-001	A/R report
	101-ar-rpt-002
	101-ar-rpt-003
	101-ar-rpt-004	Cash Balancing Report	cashbal.rpt	under construction	Version 6.0 and 6.1
ACH Processing	101-ar-rpt-060	ACH Edit List (Encryption Method Backward Compatible)	ach_list	Roadmap	This reports displays ACH information.
	101-ar-rpt-061
	101-gl-rpt-001	AR Distribution General Ledger	auxialgl.rpt

Business Rules

Wiki Page	Name	Document Type	Notes
101-ar-ref-TransactionRules	AR Transaction Rules	(table)	The Golden rules of AR Transactions
101-ar-ref-TransactionType	AR Transaction Type System Table	(table)
101-ar-ref-GLAccountingRules	AR to GL Account Business Rules	(rules)(schema)
101-ar-brules-validation	AR Object Error Reporting
101-ar-brules-payment	Payment Application Priorities
101-ar-ref-ErrorCodes	AR Posting Error Table

Application Parameters

See GNA map for more information

Status	Wiki Page	Name	Notes
	103-ar-parm-General	General AR Parameters
	103-ar-parm-Deposit	Deposit Management Parameters
	103-ar-parm-Priorities	Sub-System Payment Application Priorities
	103-ar-parm-ARClasscode	A/R Class Codes
	103-ar-parm-GLAccounts	A/R GL Account
	103-ar-parm-CC	Cash Collection Parameters
	103-ar-parm-ACH	ACH Parameters
	103-ar-parm-Tables	System and Validation Tables
	103-ar-parm-Escrow	Escrow Paramters
	103-ar-parm-CopyYear	Copy AR Class Code to Year
	103-ar-parm-Calendar	A/R Parameters Calendar

101-ar-map

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AR Inquiry – Change Payer Name (101-ar-fea-027)

Accounts Receivable (AR) – Change Payer Name in AR Inquiry

Overview

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

The Accounts Receivable Inquiry form includes a Summary and a Detail section. The Summary section lists the Accounts Receivable transactions for the selected record. The Detail section displays transaction details on each entry selected in the Summary section.

There are two (2) ways to change the payer name in AR Inquiry:

Payment Data Entry
Double click on Payer Name row and column in Cash Flow

Functionalities

Payment Data Entry:

The Payment Data Entry is using the CC Payor Name control

Double click on Payer Name row and column in Cash Flow

Double clicking on row and column of Payer Name will open a window to change the payer name

Configuration

To be able to open the window to change the payer name in Cash Flow, the following setting must be set in the security of OFD in Accounts Receivable form:

The option “Disable Editing Payer Name in Cash Flow” must be disable to able to use the feature.

Accounts Receivable (A/R) – Escrow Parameters

Version 6.1.1702.0557

Overview

NOTE: A/R Escrow is not a standard function. The individual Escrow process can vary, and as such, with arrangements with Govern development, the module may be customized to meet individual business requirements. It is through the A/R Escrow Parameter form that Escrow Information is created and maintained. For more information on the ESCROW feature please contact Govern R&D.

Escrow is a legal concept in which a financial instrument or asset is held by a third party on behalf of two other parties that are in the process of completing a transaction. The funds or assets are held by the escrow agent until it receives instructions or until predetermined contractual obligations have been fulfilled. Money, securities, and funds can all be held in escrow.

In the current context of Govern, Escrow payments allow taxpayers to sign up to send in coupons or ACH transactions out of their savings or checking accounts. The escrow module allows counties to manage escrow accounts, calculate/override amounts to be withdrawn, send out coupons, import payments, and enter payments to satisfy the requirements of the escrow process. In addition, the escrow module will calculate interest earned on certain types of escrow accounts. At the end, the system will apply the escrow payments to the qualifying accounts.

User Interface (UI)

A/R Escrow Parameters Form

The A/R Escrow Parameter editor is a standard Govern parameter creation UI. For UI details, refer to the Govern New Administration (GNA) Editors section of the GNA user guide.

A/R Escrow Parameters Form – parameters

In order to set up the Escrow, users must create the required account types in the A/R Escrow Parameters form. When the A/R menu item is selected, you will need to complete the required parameters.

Code – Enter a unique period detail code. This field is auto populated with the period code and a formatted period number in the following format: PeriodCode_PeriodNo. This is a required field.

EXAMPLE: When the period code selected is “MONTHLY”, then the generated codes will be MONTHLY_01, MONTHLY_02, MONTHLY_03, … , MONTHLY_12.

English Short Description – This is the English description that will be used for fast data entry and lookups where space is limited on forms.

English Long Description – Enter the English description that will be displayed for lookups on forms, and normally used for reporting

Sub System – Select the Sub System of the account type; select Real Property (RE) for Escrow to function. Please note that this is a Required field.

Cycle Code – Select the Escrow cycle code from the combo-box; this required field will contain the Escrow cycle code.

Number of Periods – Select the number of periods required for the escrow. These periods will correspond to an annual, semi-annual, or monthly setup.

Annual – When the requirement of the escrow is annual, the number of Periods is set to 1; when selected, the system will create one (1) escrow detail parameter.
Semi-Annual – An escrow that is semi-annual will require two periods; when selected, the system will create two (2) escrow detail parameters.
Monthly – When monthly is selected, the number of periods is twelve; when selected, the system will automatically create twelve (12) escrow detail parameters.

When a period has been selected in Number of Periods, the grid below the parameter will be populated accordingly.

After selecting a period number, each escrow installment detail will display its required parameters. Click on each line item in the grid to display its corresponding parameters.

Period Code: This is a unique account type code; this parameter is auto filled from the master escrow.

Installment: The installment of the escrow detail.

For the 1st half, the installment = ’01’
For the 2nd half, the installment = ’02’

For example,

Monthly – First 6 periods: the installment = ’01’
Monthly – Last 6 periods: the installment = ’02’
Annual: the installment = ’01’
Semi-Annual – the first period: the installment = ’01’
Semi-Annual – the last period: the installment = ’02’

ACH Date: This is the date for the Automated Clearing House (ACH) transaction; this is a Required field.

NOTE: The current ACH date must be greater than the previous ACH date.

Coupon Due Date: This parameter must contain the due date for the coupon; this is a Required field.

NOTE: The current coupon due date must be greater than the previous coupon due date.

Once configuration is complete, the escrow record can be created and accessed in Govern.

Configuration

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Pre-Configuration Steps

Escrow allows a county or municipality to collect money that will be kept in a temporary account in advance. The user must create all account types (A/R Escrow parameters) in the Govern New Administration (GNA) before creating the escrow in Govern.

Govern New Administration (GNA)

In order to ensure that the A/R Escrow Parameters menu is visible in GNA, you will need to run the GNA Verify Database process.

Security Manager (SM)

After running the Verify Database process, open the Govern Security Manager. In the SM, you will need to select Synchronize All in the Govern Security Manager (SM).

Govern New Administration (GNA)

The A/R Escrow Parameters Editor is located in the GNA.

To locate the A/R Escrow Parameters menu in the GNA ribbon:

Select Application Configurations (tab) > Accounts Receivable (Govern Tax Group) > A/R Escrow Parameters.

NOTE: If the menu is not visible in GNA, refer back to the Pre-Configuration Steps section above.

Configuration of Escrow Periods

The following steps should be used as a guide to configure the required escrow periods:

Configuration – Annual (December)

Configuration – Semi-Annual (December)

Configuration – Monthly

NOTE: Periods 6 and 12 will not be used for a Coupon, they will be used for ACH only.

Documentation

When available, a link to documentation will be located here!

Accounts Receivable (A/R) Justification Combo box

Available in Release 6.0.1903

Overview

This is a combo box for specifying a Justification code or Reason code on the AR Inquiry form. This combo-box can be configured to show a Code and/or Description. This is the same as an Entity or GfW. If no entry is selected, the default entry will be the Short Description.

Configuration

NOTE: Before proceeding, ensure that you have updated to Govern Rel. 6.0.1903 and above.

This option is configured in the Govern OpenForms Designer (OFD).

To configure this feature…

1. As an administrator, open the OFD.

2. On the OFD ribbon click Open Form.

3. From the list, select the Accounts Receivable form (default AR008 – Accounts Receivable).

4. Click to select the A/R Inquiry tab.

5. On the left-hand side Properties pane, click to expand Properties.

6. Under the list of properties, click to select Justification Code Display Type.

7. Select the default preference for the combo-box.

8. Click Save to save your configuration.

Accounts Receivable (AR) Feature – Payment Transfer

Overview

Payment transfers are used to transfer posted payments from one account to another. Typically, they are used to correct an error such as a payment made and posted to the wrong account. For example, a client could make a payment intended for a utility bill that is somehow processed on a tax bill. To correct this error, you can create a Payment Transfer.

Functionalities

Creating a Payment Transfer

To create a payment transfer:

Open a record.
In the A/R Inquiry screen right click on a Posted payment line item
On the floating menu select Account Receivable – Payment Transfer

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4. The Accounts Receivable – Payment Transfer form is displayed.

5. On the form click to select a transfer destination; Out Of System, Different Account for Selected Name/Tax Map Number, or Selected Accounts.

Full payment transferred

If the Full payment transferred option is checked…

In the Original Payment Information, the Amount listed is for the selected AR_ID, which is not necessarily the full payment. If Full payment transferred checkbox is checked, in the Transfer Information section, the Transfer Amount is updated to reflect the full payment amount, including all AR_ID’s attached to the payment. The same is done to the Remaining Balance in the Transfer Destination area.

Changing a Payment transfer

Example: When a Payment only deletion is permitted.

Do not transfer late charges (Just transfer credit amount)

When the Do not transfer late charges option is not selected, i.e. the default, both the principal and interest are transferred.

When the Do not transfer late charges option is selected, only the principal is transferred. This option is useful if the penalty and interest are calculated separately. There was a client that had that need.

NOTE: This applies to full payments, only. In instances of partial payments, the interest is not transferred, only the principal.

DEV NOTE: As stated above, a functionality of this feature when modified will only transfer the OCH part of the payment. Since partial payments do not transfer late charges by default a partial payment = OCH amount will do just that. If required by users, this change to functionality can be requested through Govern Customer Support.

Scenarios

Over-payment with Interests and penalties

Preparation

In this scenario, we have a balance of 400$. We add 100$ interests, 100$ penalties and add an extra 100$ to the now 600 balance which make the total amount 700$. Post the payment.

Test Do not Transfer late charges for a full Payment transfer

Result on Source Account. The result seems wrong since only 400$ should have been transferred.

Result on Target Account.

Transfer Full Payment Option

Target Account Results

Source Accounts Result

Do not transfer late charges for a partial payment

Source Account Result

Target Account Result

Accounts Receivable (A/R) Inquiry

Overview

The Detail section has three tabs:

A/R Detail providing details about the transaction selected in the Summary tab
Notes For entering notes or comments and additional information about the selected transaction
Payment Plan for entering payment plan information.

See Also Paid Under Protest in the Govern A/R User Guide.

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Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

The following forms are opened in secondary windows from the A/R Inquiry form:

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. A currently existing function, in the Payment Data Entry or in Cash Collection, is the ability for users to create a deposit on one or multiple A/R Accounts.
The feature also allows users to, Create a Deposit, Apply the Deposit, and Delete the Applied Deposit as needed. This feature is securable through the OpenForms Designer (OFD). See Securing Apply or Delete Applied Deposit in the Security section below.

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. See A/R Transactions.

Abatements and Exemptions

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.

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.

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.

Refunds

The section describes the Refund transaction data entry form. Typically, refunds are used for over-payments and duplicate payments.

Payment Reversal

The section describes the Payment Reversal transaction data entry form. Typically, payment reversals are used for Non-Sufficient Funds (NSF) checks.

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.

Deposit Management

Deposit Management is required in Govern OpenForms(TM). You can use either auto-assigned deposit numbers or create them manually on the Deposit Management form. Note that there are two Deposit Management forms, one for users with Full Access Rights who need to see the deposit number of all users. When creating the Profile, select the applicable form.

Functionality

Note that the function to apply a Deposit existed in Govern for Windows, but was not implemented in Govern for .NET. The Batch Process to apply a deposit was implemented in Govern for .NET, but the functionality was not added to the A/R Inquiry.

Creating a Deposit

In the A/R Inquiry form, right click in the lower grid and select Accounts Receivable – Payment Data Entry.
In the Accounts Receivable – Payment Data Entry form, select a Deposit Number and Transaction Type. (Set both to deposits)
In the Detail group in the lower part of the form, set the type of deposit, e.g. Check.
Click Save

When saving, both a Deposit, and a Payment will be saved in the account; this is to avoid changing the balance of the account because the deposit has not been applied yet; this is an old functionality.

Apply the deposit on the account, this is done by posting the deposit. This is done through the Cash Collection Posting form. (Don’t forget to hit the refresh)
Run the batch process to post the payment.
Return to the A/R Inquiry form and Refresh.

The entry should be recorded as posted; look under the Posted column in the bottom grid.

In the lower grid, right click on the entry and select the new Accounts Receivable – Apply Deposit function from the menu.

Selecting the Accounts Receivable – Apply Deposit will apply the deposit, if there are any interests or penalties, they will be also be applied, e.g. Late Charges.

NOTE: When selecting the Accounts Receivable – Apply Deposit function, posting does not occur immediately.

After applying the deposit, another deposit is created that pays the balance. Any Interests or Penalties are also applied.
At this point, an adjustment posting batch process can be run to post the entries, or a right click on the deposit displays the Accounts Receivable – Delete Deposit option. When selected, the deposit that was created will be deleted. The same behavior is observed in the Cash Collection form.

Self Reported Tax Subsystem Users
For the Self Reported Tax subsystem, the Govern system will only create a deposit on a Period, i.e. ST_ID, not on the account otherwise the system is not able to Apply it.

Security

Securing Apply or Delete an Applied Deposit

This feature in the Accounts Receivable form can be secured through the OpenForm Designer (OFD).
To secure the feature in the OFD…

Open the Accounts Receivable form.
Click to select the A/R Inquiry tab.
Locate and click on the Padlock icon to to change to the Security Mode.
Under the security pane, select the security By User radio button.

On the A/R Inquiry tab, click the black downwards pointing arrowhead to select the options for Apply Deposit and Delete Deposit.
For full details about using the Security Mode in the OFD, refer to the OFD user guide.

In the A/R Inquiry form, the system will display the Penalty and the Interest by installment for each A/R record. In (Table: AR_SUMMARY), 2 fields have been added.
· LATE_PENALTY
· LATE_INTEREST
These fields are updated based upon the Penalty or the Interest; note that this is the same process as the one that currently exists with a difference, the system now calculates late charges up to the installment, and then updates the LATE_CHARGE field. In addition, the system will also update the 2 new LATE_PENALTY and LATE_INTEREST fields.

What’s New!

Change Payer Name in AR Inquiry

NEW! There are two ways to change the payer name in AR Inquiry; Payment Data Entry, a double click on the Payer Name row and column in Cash Flow. See Change Payer Name in AR Inquiry for details.

A/R Class Codes Included in Balance Forward

After using the Govern Data Extraction Tool (DET), a situation can result with the imports when there are multiple Class Codes. Imports into the same A/R Class can result in the same descriptions being used for different codes. As a result, the same A/R Class code would be added for different descriptions; currently there is no way to differentiate between records with the same description, but with multiple A/R Classes. See AR Class Code Included in Balance Forward for details.

For new features and functionalities in the Accounts Receivable module, see the A/R What’s New page.

A/R Group Adjustments (All Years)

Version 6.0 | Version 6.1 Scheduled Release GA 1706

Overview

Transaction reversals, can be made to a parcel as required in the Govern system. When multiple reversals are required, there is a functionality in the Govern A/R Inquiry form that allows the user to reverse for a parcel, multiple transactions for multiple years with a single process. As an example, this feature may be used to zero out, i.e. set all special assessments for a parcel to zero.

Functionality

To perform actions on line items in the Details grid, a right-click on the selected item will display a context specific sub-menu. In the Details grid of the A/R Inquiry Summary group, there is a sub-menu item called Group Adjustments (All Years). The sub-menu is accessible when you right-click on a parcel based account in the details grid.
When the Group Adjustments (All Years) menu option is selected, a form containing the transactions from all years for the parcel and subsystem of the selected account will be displayed. It is through this form that you will be allowed to select multiple transactions. Once selected, an adjustment can be performed on the transactions as a group. The result will be an automatic reversal of their original transactions.

NOTE: Prior to opening the form, you will be required to create an Adjustment Deposit Number for the selected subsystem.

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The Group Adjustments (All Years) form will display all Posted transactions, with the exception of the following transaction types:

Code	Transaction Type	Description
dep	Deposit	An amount of money placed in a bank.
dup	Duplicate Payment	A second payment made to cover an amount already paid.
och	Open Cash Credit	A credit generated from a cash payment.
ocr	Open Credit	A credit generated from an adjustment.
ovr	Overpayment	An adjustment generated from an overpayment on installment. This is specific to the Real Property Tax Assessment & Billing module. It is only used in that module only. Note: The Over, Short, and Duplicate Method option must be selected on the A/R General Parameters form in GNA.
pdt	Postdated Payment	A payment dated later than the current date.
pmt	Payment	An amount of money given in exchange for goods or services.
rev	Payment Reversal	A transaction made to correct a payment made in error that is posted or a Not Sufficient Funds (NSF) check hat is processed.
rf	Refund	An amount of money returned when an overpayment is made.
trp	Payment Transfer	When you create a Payment Transfer in Govern OpenForms, a Payment Transfer (trp) transaction is automatically created in the account to which the payment is transferred; i.e., the payment is added to this account. At the same time, a Payment Transfer Reversal is created in the account from which the payment is transferred.
trr	Payment Transfer Reversal	When you create a Payment Transfer in Govern OpenForms, a Payment Transfer Reversal (trr) transaction is automatically created in the account from which the payment is transferred; i.e., the original payment is removed from this account. At the same time, a Payment Transfer is created in the account to which the payment is transferred.
vp	Voluntary Payment (Advance Payment)	An amount that is paid before a bill is received. For example, a taxpayer may forward a payment to cover bills during a planned absence. Note: If you select Voluntary Payment, as the transaction type, on the Payment Data Entry form, an AR_ID must already exist for the person or property associated with the payment.

Refer to the Accounts Receivable guide for a List of All A/R Transaction Types
The user must select the following:

Deposit Number
Entry Date
Effective Date
Justification Code (optional)

There is also a possibility of grouping or filtering on any column heading in the grid. In addition, the form will display the Total Amount Selected.
Upon selecting the transactions to be reversed; click OK.

A pop-up will be displayed to confirm whether you would like to proceed with the transaction reversal. There is a possibility of one of two (2) messages being displayed. The first message is the standard default. The second message is conditional upon the presence of a CC_ID; this will indicate whether there are charges resulting from Payment transactions.

Message 1:
All selected transactions will be reversed. Do you want to proceed?OR… (CC_ID present)Message 2:
All selected transactions will be reversed. Selected transactions include charges resulting from Payment transactions. After this process those payments will not be reversible. Do you want to proceed?

Govern will automatically create transaction reversals for each of the selected items:

The same Transaction Type, Class Code and Amount is used in the reversal entry. Selected Entry Dates and Effective Dates are used along with the Justification code.

When there is more than one transaction type with the same class code in the same AR_ID, they will be summed up with only one transaction being created. An audit trail is created for each reversed transaction created, i.e. one record will be recorded in (Table USR_AUDIT_TRAIL). The Transaction Reversals created will be flagged with a status of UNPOSTED. Users will need to use the A/R Posting – A/R Transaction Batch Process to post the transactions.

Enhanced Functionality

Availability: Release 6.1.1707.0308 and greater.

NEW! The A/R Group Adjustments (All Years) feature has been enhanced. The functionality in AR Inquiry now allows users to reverse multiple transactions for a parcel, for multiple years all at once.

Modifications to User Interface (UI)

To accommodate this enhancement, a new sub-menu titled Group Adjustments, can be accessed through the AR Inquiry form. This sub-menu is displayed by performing a right-click in the Summary on an AR account based on a parcel. Note that prior to opening the form, the users will need to create an Adjustment Deposit Number for the selected subsystem.

The Group Adjustments form will display all Posted transactions with the exception of the following transaction types:

Posted Transaction Types that will not display
pmt rev rf vp trr trp	dep och ocr ovr dup pdt

Users must select the Deposit Number, the Entry and Effective Date and select an optional Justification Code.

He will have the possibility to group or filter by any field into the grid. The form will also display the Total Amount Selected.

WARNING: If any charges generated by a Payment Transaction are reversed, those particular payments can no longer be reversed!

Upon selecting the transactions to be reversed, the user will click OK, then a pop-up will ask the user whether or not to proceed with reversing the transactions:

Otherwise, if one of the selected item in the grid have any charge generated by a payment transaction, the following message confirmation will show up:

Govern will automatically create reversing transactions for each of the selected items:

Using the same transaction type (except ‘inv’ and ‘ajb’), class code, installment and amount is used in the reversing entry. Selected Entry and Effective Dates are used along with the Justification code.
- ‘inv’ and ‘ajb’ transactions will be adjusted using ‘adj’ transaction type like the base rule does when adjusting single transactions.
If there are more than one of the same transaction type, same class code and same installment in the same AR_ID, they will be summed together and only one transaction created.
An audit trail is created for each reversed transaction created (one record into the table USR_AUDIT_TRAIL)
The reversing transactions created are in an Unposted status.
The user will then need to use the AR Posting – AR Transaction batch process to post the transactions.

If there are any errors in A/R, the details are displayed (as below) and all the reversed transactions are canceled.

To select the Group Adjustment

A/R Error Handling

Transaction errors that are generated in the A/R will be detailed in the A/R Transaction Error screen. All reversed transactions will be canceled.

Security

The security for this feature is configurable in the OpenForms Designer (OFD).

Open the Account Receivable form (AR008)
Switch to Security Mode.
In the Security pane on the Right Hand Side (RHS), select the required Type and Profile.
Select the By user option.
On the A/R Inquiry tab click the downward arrow [v]; select the node for Group Adjustment (All Years).

Refer to the OFD for full security adjustment details.

Documentation

See the user documentation below for details.

NOTE: New enhancement description is only described above under Enhanced Functionality on this page.

101-ar-fea-020-Group Adjustments All Years.pdf

Accounts Receivable (A/R) Module Product Map

Overview

General Forms & Features

Batch Process (bp)

Business Rules

Application Parameters

Accounts Receivable (AR) – Change Payer Name in AR Inquiry

Overview

Functionalities

Configuration

Related Topics

Accounts Receivable (A/R) – Escrow Parameters

Overview

User Interface (UI)

A/R Escrow Parameters Form

A/R Escrow Parameters Form – parameters

Configuration

Pre-Configuration Steps

Govern New Administration (GNA)

Security Manager (SM)

Govern New Administration (GNA)

Configuration of Escrow Periods

Configuration – Annual (December)

Configuration – Semi-Annual (December)

Configuration – Monthly

Documentation

Related Topics

Accounts Receivable (A/R) Justification Combo box

Overview

Configuration

Related Topics

Accounts Receivable (AR) Feature – Payment Transfer

Overview

Functionalities

Creating a Payment Transfer

Full payment transferred

Changing a Payment transfer

Do not transfer late charges (Just transfer credit amount)

Scenarios

Over-payment with Interests and penalties

Preparation

Test Do not Transfer late charges for a full Payment transfer

Transfer Full Payment Option

Target Account Results

Source Accounts Result

Do not transfer late charges for a partial payment

Source Account Result

Related Topics

Accounts Receivable (A/R) Inquiry

Overview

Documentation

Payment Data Entry

A/R Transaction

Abatements and Exemptions

Adjustments

Charge, Demand, Fee, Interest, and Penalty Transactions

Refunds

Payment Reversal

Payment Transfer

Deposit Management

Functionality

Creating a Deposit

Security

Securing Apply or Delete an Applied Deposit

What’s New!

Change Payer Name in AR Inquiry

A/R Class Codes Included in Balance Forward

Related Topics

A/R Group Adjustments (All Years)

Overview

Functionality

Enhanced Functionality

Modifications to User Interface (UI)

Posted Transaction Types that will not display

A/R Error Handling

Security

Documentation

Related Topics