AR General Parameters

Accounts Receivable (AR) General Parameters

Overview

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.

To access the A/R General Parameters form:

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

Documentation

To see this information in pdf format, click on the following link:

103-ar-parm-General.pdf

 

Read More...

 

Action Buttons

Saving the General Parameters
Click Save (Ctrl + S) to save the Accounts / Receivable General Parameters settings to the SY_REGISTRY.
Cancel
If there are unsaved modifications, the Exit button changes to Cancel. When you click Cancel, the unsaved data are removed from the form.
Exit
Click Exit to close the form. A confirmation message is displayed if there are any unsaved modifications. Click Yes to save or No to close without saving.

Accounts Receivable General Parameters for All Subsystems

Minimum Balance to Compute Charges, or %
Enter the minimum balance, as an amount or percentage, on which late charges, including interest and penalties, can be applied.
Department Used from the Web
If you are using the Govern eGovernment application, this parameter is required. Select a default department for managing the A/R data from the web.
Bill Number Prefix
Select this option to use a two-digit prefix for A /R billing. If this option is selected, the Bill Prefix field is displayed on the Govern Tax Posting to A/R batch process.
Use Exact Installment
Select this option to prevent collection of the second installment of a bill before the first is collected. Otherwise, if the second installment is collected while the first remains outstanding, it is saved as the total payment in the database.
Security by Area
This option is not applicable to Govern v6.
The Security by Area parameter is valid for Govern for Windows only. For complete details on setting up security in Govern OpenForms, see Security for Govern OpenForms.
Bypass Funds Reapplication
The Bypass Funds Application is available for the following subsystems:

  • Land Management (LM)
  • Miscellaneous Billing (MB)
  • Special Assessment (SA)
  • Self-Reported Tax (ST)

You can select one or more options. Each is independent.
Select the option to save overpayments as Open Credit Transactions (OCT), on the applicable subsystem. Deselect the option to apply overpayments to another LM permit, MB invoice, SA project, or ST period, as applicable.
Use Proportional Distribution
Select this option to enable Proportional Distribution for cash collection. With Proportional Distribution, payments are distributed according to the amount owed on each account.
For example, in the following scenario, a taxpayer owes $150.00 for electricity and $50.00 for water, but pays a total of $100.00; i.e., 50% of the amount due. With proportional distribution 50% of each bill is paid; i.e., $75.00 is paid on the electric bill and $25.00 on the water bill.
Activate G/L Validation
Select Activate G/L Validation if you are using the Govern General Ledger (G/L) interface. G/L Validation ensures that the
G/L account types entered for the A/R Class Code are valid for the selected transaction type. When this option is selected, the valid G/L account type fields are enabled on the G/L Distribution Parameters form. See GL Distribution Parameters.
If you are not connected to a G/L interface database, the Account Type drop-down lists on the G/L Distribution Parameters form are populated from the AR_PARM_GL_ACCNT table.

NOTE: If this setting is enabled, you must set up a G/L distribution for all A/R Class Codes.
The following error message is displayed if you try to save an A/R Class Code without setting up G/L distribution.
A/R Class Codes without G/L distribution.
This error message is generated if you try to save A/R Class Codes from a previous year when this setting was deselected. The A/R Class Codes are saved by year. The General Parameters are not.

ACH (PAP) Supported via Payment Plan
Select this option if you want to accept ACH Pre-authorized Payment (PAP) for payments made through a payment plan. When this option is selected, the Payment Option is added to the Payment Plan Information section of the Payment Plan user form. When you set up a payment plan, you can select Manual, Payments by ACH (PAP), or postdated check.
If this option is not selected, the Payment Option is not added to the Payment Plan. For details, see Payment Plan.

Override G/L Entry Date by Posting Date
Select this option to override the entry date saved with the G/L transaction with the posting date.
Typically, the entry date is maintained in the General Ledger. However, for some clients, the posting date is more useful for files that are exported to another system or organization.
No SRT Discount if Not Full Payment
If you are using the self-reported tax module, select this option to apply the discount only when the full payment is received. Refer to the SRT documentation for further details.

ACH City and Bank Parameters

The ACH City and Bank Parameters are required for setting up ACH Processing. This is available for Utility Billing and all Tax Assessment and Billing subsystems. See ACH Payment Processing for details.

Related Subsystem Parameters

This section provides the A/R options for the subsystems. Is the subsystem linked by name or property? Is it set up by fiscal year? What is the minimum collection amount or percentage? For some subsystems, there is no option. For example, Bankruptcy is always linked by name. In these cases, the setting is disabled.

General Information for Related Subsystem Parameters

This section describes the parameters that are listed for most subsystems:
Link A/R to Names
Select this option to associate the A/R for the selected subsystem with he NA_ID. Other the A/R is associated with the P_ID.
If the A/R is linked by property, the user can perform a search by property or account number when accepting payments or performing an account inquiry. If the A/R is linked by name, the user can also search by name.
For some subsystems, this option is disabled. For example, it is disabled and always selected for Bankruptcy, Delinquency Collection, Personal Property, and the excise tax subsystems because the A/R for these subsystems is always linked by name. It is disabled and selected for Special Assessment because the A/R for this subsystem is always linked by property.
A/R Master by Fiscal Year
Select this option to save the A/R records for the selected subsystem by fiscal year.
For some subsystems, this option is disabled. It is always selected for the Tax and Assessment subsystems because they are saved by fiscal year. It is always deselected for Utility Billing because this subsystem is not saved by fiscal year.
Allow Payments < Late Charges Due
Select this option to accept payments that are less than the interest and penalties on the Payment Data Entry form in Govern.
Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection, if applicable.

For example: If you enter 50%, the minimum payment amount is 50% of the installment due. The user cannot enter less than the calculated amount on the Payment Data Entry form in Govern.

These parameters can be used instead of the Allow Payments < Late Charges Due option.

 

If the previous installment is not completely paid, the remaining amount is added to the current installment. This must be paid before any amount on the current installment can be collected.

For example, a $3,000. tax bill is divided into three installments of $1,000. each; the minimum collection amount is 50% ($500., in this example).

The client pays $800.00 on the first installment, leaving $200.00 remaining. This is added to the second installment.

The minimum amount that can be paid on the second installment is:
$200.00 (unpaid amount from first installment)
+500.00 (minimum collection amount for second installment).
$700.00

Aircraft Excise TaxSee Excise Tax Subsystems.

Bankruptcy

Link A/R to Names
This option is disabled and selected. The A/R for Bankruptcy is always linked by name.

A/R Master by Fiscal Year
Select this option if you want to save the A/R records for Bankruptcy by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern.

Boat Excise Tax

See Excise Tax Subsystems.

Business License Subsystem

Select Business License under Related Subsystem Parameters to view or update the parameters for this subsystem.

Link A/R to Names
Business License records are always created by name. This option is selected and disabled for this subsystem.

A/R Master by Fiscal Year
This option is disabled and deselected.

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

Deed Information Subsystem

Select Deed under Related Subsystem Parameters to view or update the parameters for this subsystem.

Link A/R to Names
By default, Accounts Receivable records are created by property for the Deed Information subsystem. Select this option to create records by name.

A/R Master by Fiscal Year
Select this option to save Deed Information AR records by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern. Refer to the Mass Appraisal Sales and Comparable Sales documentation for more information.

Delinquency Collection

Link A/R to Names
This option is disabled and selected. The A/R for Delinquency Collection is always linked by name.

A/R Master by Fiscal Year
Select this option if you want to save the A/R records for Bankruptcy by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern.

Land Management Subsystem

Select Land Management under Related Subsystem Parameters to view or update the parameters for this subsystem.

Link A/R to Names
By default, Accounts Receivable records are created by property for the Land Management subsystem. Select this option to create records by name. Records are defined, according to the type of name, selected on the Default Link Name parameter defined on the Land Management Parameters form; for example, the applicant for a permit record. Refer to the Permit & Inspections guide for details.
For the Permit to Name and License to Name functions, the Accounts Receivable records are automatically created by name.

A/R Master by Fiscal Year
Select this option to save Land Management A/R records by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern.

Switch to Voluntary Payment when Payment without A/R
This option is applicable to the Payment Data Entry form in Govern. When a payment is on an account that has no active A/R, Voluntary Payment has to be selected as the transaction type.
When this option is deselected, an error message is displayed if another transaction type is selected.
When this option is selected, the transaction type for any payment on an account without Active A/R is automatically changed to the Voluntary Payment transaction type.

Miscellaneous Billing Subsystem

Select Miscellaneous Billing under Related Subsystem Parameters to view or update the A/R parameters for this subsystem.

Link A/R to Names
This option is disabled and always selected for the Miscellaneous Billing subsystem. Although you can link a property to a Miscellaneous Billing record, accounts are initially set up by name.

A/R Master by Fiscal Year
Select this option to save the miscellaneous billing records by fiscal year.

Web Default Class

Select a default AR Class for miscellaneous billing payments made over the Web. A miscellaneous billing is created for subscriptions to the eProfile that are paid over the Web. Refer to the eProfile guide for complete details.
Refer to the Miscellaneous Billing documentation for more information.

Motor Vehicle Excise Tax

See Excise Tax Subsystems.

Personal Property Taxation Subsystem

Link A/R to Names
Select this option to link the A/R to the Business or Occupant Name entered on the Personal Property Assessment Maintenance function.

A/R Master by Fiscal Year
This option is always selected for the Personal Property Tax module. A/R records for this module are saved by fiscal year.

A/R Master by Cycle Code
You are able to set up the Personal Property Tax subsystem by Cycles, similar to the Real Property Taxation. Select this option to use A/R Cycle Codes with the Personal Property Tax subsystem; such as, county, district and school (Table: VT_USR_ARCYCLE). Personal Property cycles are defined in the same table as Real Property Tax cycles.

When this option is selected, the Cycle field is enabled, for Personal Property on the following GNA forms:
A/R Class Parameters. See A/R Class.

Accounts Receivable Security. See A/R Security

Penalty / Int. Breakdown (Batch)
See Penalty / Int. Breakdown (Batch).

Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern. This option can be used instead of the Minimum Collection % or Amount parameters.

Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection. These parameters can be used instead of the Allow Payments < Late Charges due option. Refer to the Personal Property Tax Assessment & Billing documentation for more information.

Real Property Sub-System

Link A/R to Names
Select this option to link the A/R to the Primary Name in the Real Property Mailing Index.

A/R Master by Fiscal Year
This option is always selected for the Real Property Tax module. A/R records for this module are saved by fiscal year.

A/R Master by Cycle Code
Cycle Codes are required for all Tax and Assessment subsystem in Govern OpenForms. Select this option to use A/R Cycle Codes with the Real Property Tax subsystem; such as, county, district and school (Table: VT_USR_ARCYCLE).

Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern. This option can be used instead of the Minimum Collection % or Amount parameters.

Over, Short, and Duplicate Method
If this option is selected, duplicate and over-payments are automatically handled as follows:
The real property tax is paid, leaving a zero balance.
A negative or positive credit is generated for the difference.

Max Amount Over / Short $
Enter the maximums for applying this method to over and short payments. Typically, the method is used for small amounts and the maximums are for a few cents.

Penalty / Int. Breakdown (Batch)
This option is available for Real Property Tax, Personal Property Tax, and Utility Billing.
Select Penalty / Interest Breakdown (Batch) to use the Penalty / Interest Breakdown (Batch) process.
When this option is selected, the same A/R Class Code is used for the transaction, the penalty, and the interest. These are entered with interest (int) and/or penalty (pen) transaction types. For details, see A/R Class Code Process Map.
For example, the customer owes $50.00 for water billing and $50.00 for sewer billing. The penalty is 1% per month; normally, $1.00 is charged through the Penalty Type class code. However, using the Penalty / Interest Breakdown option, $0.50 is charged through a water class code and $.50 through a sewer class code.

When a transaction is made, it is automatically divided between the class codes. The penalties and interest are calculated according to the A/R Method selected. You do not need to create separate A/R Class Codes for this transaction type.
Deselect the Penalty and Interest Breakdown Batch option to send penalty and interest amounts to separate A/R Class Codes.

When this option is deselected, the Link to Interest A/R Class and Link to Penalty A/R Class fields are enabled on the A/R Class Parameters form, under the following conditions:
A/R Class Codes for Penalty or Interest Transaction Types exist for the sub-system.
An A/R Method is selected for the A/R Class Code.
You can link an A/R Class Code for penalty and a code for interest to the selected A/R Class Code. When a payment is received the penalty and interest amounts are automatically sent to the linked A/R Class Codes.
If an interest or penalty A/R Class Code is not specified, the first class code found for penalty or interest is used. See A/R Class Code Process Map

Minimum Collection % or $
Enter the percentage or amount that is acceptable for minimum collection. See Related Subsystem Parameters for conditions.

Collection Year
Enter the last year for which you are collecting bills. For example, if you enter 2014, users cannot accept payments on bills dated 2013 and before. Typically, this option is used by municipalities that transfer bills to the county, or to another level of government, after a set time has passed.

Self Reported Tax Subsystem

Link A/R to Names
All Self-Reported Tax records are created by name. This option is selected and disabled for this subsystem.
A/R Master by Fiscal Year
Select this option to save the AR records for the Self-Reported Tax subsystem, by fiscal year.
Refer to the Self Reported Tax guide for more information.

Special Assessment

Link A/R to Names
This option is disabled and deselected. The A/R for Special Assessment projects is always linked by property.

A/R Master by Fiscal Year
This option is disabled and deselected. Special Assessment projects are created for longer periods of time.

Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern.

Transfer Principal Amount
Select this option in order to enable users to transfer the principal for Special Assessment projects.

Get A/R Class Interest by Project
Select this option if users need to separate interest according to betterment projects.

Default A/R Class Principal
An A/R Class Code for the principal generated from betterment projects is required. Select an A/R Class Code from the drop-down list.

Default A/R Class Interest
An A/R Class Code for the interest generated from betterment projects is required. Select an A/R Class Code for the drop-down list. You can select the same A/R Class for both principal and interest.

Utility Billing Subsystem

Link A/R to Names
Select this option to link the A/R for the Utility Billing subsystem to the Primary Name in the Utility Billing Mailing Index. Otherwise, the A/R is linked by property for this subsystem.
If you are using the Move In Move Out function, select this option to ensure that the moving in services are billed to the correct occupant.

A/R Master by Fiscal Year
This option is disabled and deselected. Utility Billing records are not saved by year.
Penalty / Int. Breakdown (Batch)
See Penalty / Int. Breakdown (Batch).
No Penalty on Penalty
Select this option to prevent charging a penalty on top of an existing penalty. This option is enabled only if the Penalty / Interest Breakdown option is selected. Refer to the Utility Billing guide for more information.
Excise Tax Subsystems
Select Aircraft or Boat Excise Tax under Related Subsystem Parameters to view or update the parameters for this subsystem.

For these subsystems, the Link A/R to Names and A/R Master by Fiscal Year options are disabled and selected. A/R records for these subsystems are always defined by name and saved by fiscal year.
Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern. This option can be used instead of the Minimum Collection % or Amount parameters.
Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection.

Tax Title Parameters

There are three subsystems for tax title data:

  • Real Property Tax
  • Personal Property Tax
  • Land Management Tax

Link A/R to Names
The Link A/R to Names option for each tax title subsystem matches the Link A/R to Names setting for the corresponding subsystem. For example, if Link A/R to Names is selected for the Real Property subsystem, it is automatically selected for the Tax Title (Real Property) subsystem. If it is deselected for the Real Property subsystem it is automatically deselected for the Tax Title (Real Property) subsystem.
If these options are selected, the A/R is linked to the following:
Real Property Tax Title: links the A/R to the Primary Index in the Real Property Mailing Index
Personal Property Tax Title: links the A/R to the Business or Occupant Name entered on the Personal Property Assessment Maintenance function.
Land Management Tax Title: links the A/R to the default Link Name Type entered on the Land Management Parameters form.
A/R Master by Fiscal Year
This option is always selected for the Tax Title subsystems. A/R records are saved by fiscal year for tax title.
Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection for the tax title subsystems, if applicable. See Related Subsystem Parameters for conditions.
Refer to the Tax Title documentation for more information on these subsystems.

NOTE: A/R General Parameters are saved to (Table: SY_REGISTRY).

 

 

See Also

Accounts Receivable Module

 

 

103-ar-parm-General

 

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AR General Parameters – Miscellaneous Billing

Accounts Receivable General Parameters – Miscellaneous Billing

Overview

There are administrative options that will control how the Govern System handles charges that are related to Misc. Billing (MB).
The following parameters need to be setup for Miscellaneous Billing:

Bypass MB/LM/SA/ST funds reapplication

There are administrative options that will control how the Govern System handles charges that are related to Misc. Billing (MB), Land Management (LM), Special Assessment (SA), and Self Reported Tax (ST). The Accounts Receivable General Parameters form is used to define settings for all the subsystems that are linked to Govern’s Accounts / Receivable (A/R) subsystem. Open Credit Transactions (OCT) are generated in the system when an amount that is applied to a payment exceeds the payment due. In the Govern system an OCT is in the form of an Open Cash on Hand (OCH), or an Overpayment (OVR). The Bypass MB/LM/SA/ST funds reapplication in the A/R General Parameters form is an option that changes how the system treats the reapplication of OCT’s.

When the Bypass XX funds reapplication option in GovAdmin is selected, the system will now apply the OCT to the account even if an invoice is NOT referenced.
As before, if the invoice is referenced, the OCT amount will be applied to the selected invoice.
When Reapply in the A/R Inquiry form is selected, the No option will apply the OCT to the outstanding balance of an invoice and creates the applicable G/L entries.
Only select the Yes option with the understanding that the OCT will be applied to account, but the OCT reference will be lost; this is consistent with the previous system behavior.

Default Rules of applying OCH

By default, in the A/R Inquiry form, when a payment is made in the system and no invoice number is specified, the Govern system will apply the payment to all outstanding invoices. When an overpayment amount exists as a result of that overpayment, it is recorded in the system as an open credit OCH. When users select the Bypass XX funds reapplication option in GovAdmin, where XX is a related subsystem. When Reapply is selected in the Govern A/R Inquiry form, unless an invoice number is specified, payments will be recorded as an OCH record, and will remain in the system.

NOTE: Invoices must be referenced by their number otherwise the system will not apply the payment.

During Reapply, if the Yes option is selected for Bypass MB funds reapplication, the OCH will be cleared. Any reference to the OCH will be lost and no adjustment will be made to the GL transactions.

A/R Master by Fiscal Year

This can be selected to create a new AR_ID each year for each MB_ID when an Invoice posting occurs. Otherwise, all invoices for each MB_ID will post to the same AR_ID.

Allow payments < Late Charges Due

 

 

103-ar-parm-MB

 

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AR – General Ledger (GL) Parameters

Accounts Receivable (A/R) – General Ledger (G/L) Parameters

Overview

103-ar-parmGLtransaction.png
Accounts Receivable General Ledger Accounts and Transaction

When accounts receivable or cash collection transactions are posted, General Ledger Transactions accounting transactions are generated (debits and credit
An unlimited number of G/L ACCOUNTS can be created and linked to different AR CLASS CODES.s).
You can specify by sub-system or account if the transaction should be generated at the detail or summary level.
For instance, 1 transaction generated for each tax bill posted OR 1 transaction for the total tax bill posting process.

G/L Transaction Parameters

Fiscal Starting Date
The Fiscal Starting Date is required ONLY for the Cayenta G/L Interface. Enter the month, day and year that the new fiscal year begins.

Setup Guidelines

Accountants like to have at least one side (DEBIT or CREDIT) of the transaction at the detail level.
Dictated by the Auditors, Finance Officers or Processes (ex: Summarize G/L transaction when posting the Tax Billing to AR, then reset to Detail for the subsequent partial billings).
In the example below, a separate set of G/L Accounts is setup by:

  • Taxing Authority (county, cities, town’s special districts…)
  • A/R & Collection Type (real property, business tax, delinquency, bankruptcy…)
  • Transaction Type (billing, interest, open cash, open credit, fees, discount ….)

See Hands-on to upload this configuration.

G/L Ledger Distribution

Selecting the Activate G/L Validation option on the A/R General Parameters form in order to use the automatic G/L validation. This determines the G/L accounts for the selected A/R Class, based on the transaction type. Refer to the following document for details.
101-ar-001-AR-GLDistSetup

 

103-ar-parm-GL

 

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103-ar-parm-GLDistr

Accounts Receivable (A/R) General Ledger (G/L) Distribution Parameters

[In Development]

Overview

T/C

 

103-ar-parm-GLDistr

 

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AR – Refund Reversal Form

Accounts Receivable (A/R) Refund Reversal

Overview

The section describes the Refund Reversal transaction process. This is available for posted refunds only. It can be run if a payment reversal was created in error.

The Refund Reversal form is accessed from a Posted Refund in the Govern A/R Inquiry form. Therefore, before a refund reversal can be created, the following processes must take place:

  • An invoice must be created for the A/R record.
  • The invoice must be Billed and posted.
  • The bill must be paid and the payment must be posted.
  • The payment must be refunded and the refund must be posted.

NOTE: Security options are pending development.

Documentation

101-ar-frm-028 Refund Reversal

Accessing the Refund Reversal Form

Read More...

To access the Refund Reversal form:

  1. Launch Govern.
  2. Open a Profile that includes the A/R Inquiry.
  3. Select the A/R Inquiry form.
  4. Perform a search and select the required name or property record.
  5. Select the required record in the Summary section.
    Details of the record are displayed in the Details section.
  6. Right click on the required Refund in the Details section.
    A context-sensitive menu appears.
  7. Select Refund Reversal.
    The Refund Reversal form appears.
    The following fields are populated with data from the selected refund.

General Information

  • Subsystem
  • Year
  • Bill Number
  • Cycle Code

Detail

  • Date
  • Effective On
  • Amount
  • Interest
  • Total to Refund
  • Class Code: This field can be modified

The following fields can be modified:

  • Invoice No.
  • Check No.
  • Justification Code
  • Deposit Number
  • Notes
  • Payer Information

General Information

Receipt Number

The Receipt Number is automatically generated according to the setup in the Cash Collection Parameters. It comprises a three-digit code that is based on either the Receipt Group or the user ID of the logged-in user. The code is followed by the receipt sequence. This is an eight-digit number that starts with one for each user or receipt group. The number increases by one for each new receipt.

Subsystem
The subsystem for the record or entry selected on the A/R Inquiry form is displayed.

Year
This field displays the fiscal year of the transaction.

Bill Number
This field displays the bill number for the selected record.

Invoice No.
Enter an invoice number for the transaction.

Check No.
Enter a check number in this field, if applicable.

The Check Number is displayed with the record in the A/R Inquiry form under Balance Forward Details.

If the check number is created by the Refunds form in Govern, it is displayed when the transaction is saved.

Cycle Code
This field displays the Cycle Code associated with the record (Table: VT_USR_ ARCYCLE).

It is now mandatory to create A/R Cycle Codes for Real Property and Personal Property tax billing. This is used for tax billing cycles and is linked to the A/R Class Code in GNA. You need to set up at least one Cycle Code, but you can create multiple codes. For example, you could have one cycle for municipal tax and a second for school tax.

Frozen IDs are now created for cycle billing. A new Frozen ID is assigned when you run the Posting to A/R batch process. This is called a Certified Record. It is displayed in the Govern History Panel with the Cycle Code. The first Certified Record is assigned Frozen ID -1, the second -2, the third is assigned -3, and so on if there are multiple cycle codes.

A new Tax Audit record is created for all the parcels included in the batch process. The Entry Code for these records is set to Original. The Frozen ID is updated and a new entry is listed in the History Panel. For further details, refer to the Govern Real Property Tax documentation.

Date
This field displays the entry date for the refund. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.

Effective On
This field displays the date that the transaction becomes effective. To enter a date, click the calendar beside the field and select a new date.

Amount
This field displays the amount of the refund. It cannot be modified.

Interest
This field displays interest accumulated on the amount. It cannot be modified.

Total to Refund
this field displays the total amount to refund. It cannot be modified.

Class Code
This field is automatically populated with the A/R Class Code for the selected refund. The drop-down list contains all the A/R Class Codes that are defined with the Refund Transaction Type or with no specific transaction type. Select a different A/R Class Code from the drop-down list (Table: VT_ USR_AR_CLASS).

From Installment Number
Select the installment period for the refund: first, second, third, fourth installment or total (Table: VT_SY_ INSTALL).

Due Date
Click the calendar icon beside the Due Date field and select the date the refund is due, if applicable.

Discount Date
Click the calendar icon beside the Discount Date field and select the final date for a discount on the refund.

Comment

Justification Code
Select a Justification Code to explain the reason for the refund (Table: VT_USR_ARREASON).

Deposit Number
Depending on the options selected in GNA, deposit numbers can be automatically generated or user-defined.

Automatically generated deposit numbers are composed of one or two of the following fields: date, last deposit, and user ID. This number can be modified if you have the required security permissions.

If Deposit Management is activated, a drop-down list is added to the Deposit Information parameter. This is populated by the deposit numbers created in the Deposit Management form. See Deposit Management on page 203.

Do one of the following:

  • Enter a new deposit number required.
  • Select a deposit number from the drop-down list.

Notes
Enter any notes or comments applicable to the refund.

Payer Information

By default, the Payer information fields display the name of the taxpayer and a code that identifies the type of letter to be issued with the bill.

To modify the payer information:

  1. Click C beside the Payer information field to change the name. This displays the Search screen with the following options:
    By Name ID
    By Tax Payer Account Number
    By Name
    By Phone Number
    From NA_External
  2. Enter the required information on the search screen. Then select the applicable record.
  3. Select a code from the Letter Code field to identify the type of letter the payer receives, such as, duplicate payment, over payment or payment reversal (Table: VT_USR_LETER_C).
  4. Click Save.

 

A/R Inquiry for Refund

The record is displayed on the A/R Inquiry form when the transaction is complete.

The Amount and Payer Name fields under Cash Flow display further details when you hover the mouse over a specific transaction:

 

Related Topics

Accounts Receivable (A/R) Inquiry

Accounts Receivable (AR) – What’s New

 

 

101-ar-frm-028

 

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AR – Lockbox Form

Accounts Receivable (AR) – Lockbox Form

Overview

The Govern OpenForms Lockbox is used to facilitate the data entry of multiple payments:

  • Payments can be processed from a Lockbox file received from a Lockbox service or bank.
  • Entered manually.
  • Scanned and processed from an image file.

Documentation

To view this information as a pdf, click on the following link:
ARLockbox.pdf

For information on processing A/R Lockbox files, see A/R Lockbox Batch Processes

For information about configuring the A/R Lockbox, see Setting Up the A/R Lockbox

The A/R Lockbox is useful because payments received through a government office are cyclical. It

  • Speeds up data entry time.
  • Speeds up time to deposit payments in the organization’s account.
  • Reduces data entry stress during heavy payment periods.

The Govern OpenForms A/R Lockbox solution includes:

  • The A/R Lockbox User Form

Integrates Deposit Management A/R Lockbox Header and A/R Lockbox Details information

  • The A/R Lockbox Batch Process

Provides options for Validating a File, Loading a File, Processing Payments Directly from a File, Processing Payments from a Preloaded File.

 

Read More...

Accessing the A/R Lockbox

To access the A/R Lockbox:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox form.
  3. Open the A/R Lockbox form.

Adding Lockbox Data Records

The Govern A/R Lockbox can be used for the following:

  • Creating new lockbox records.
  • Loading existing lockbox records.

Creating a New Lockbox Record

To create a new lockbox record:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox form.
  3. Open the A/R Lockbox form.
  4. Select the Deposit Management tab.
  5. Do one of the following:
  • Click New to create a new deposit number.
  • Select an existing deposit number on the left.

Creating a New Deposit Number for Lockbox Entries

Deposit Management is mandatory for all A/R systems in Govern OpenForms.This includes the Lockbox. The transactions and entries for this application are managed and accessed through Deposit Numbers. These deposit numbers can be created automatically or manually.
If they are created manually, the user can enter a number in the Depsoit Number field or override the number that is automatically generated.
To create a new Deposit Number:

  1. Open the Lockbox form in Govern and select the Deposit Management tab.
  2. Do one of the following:
  3. If your setup includes manual creation of Deposit Numbers, you can override the number that is automatically created and displayed in the Deposit Number field.
    Enter a new deposit number in this field.
  4. If your setup includes automatic creation of Deposit Numbers, a deposit number is automatically created based on the configuration in Accounts Receivable General Parameters form in GNA.
    Enter text to identify the deposit in the Description text box.
    The user name and creation date are automatically entered.
  5. The transaction type is always Payments.
  6. Click Save.

The Summary information is entered through the batch process. This is describe in the following section.

Entering New Lockbox Detail Information

The Lockbox Detail information is associated with a barcode. The first step is to provide the barcode for this form. This can be entered manually or through a search.
To create a new Lockbox Detail record:

  1. Click New.
  2. Select By Barcode (A/R) in the Search window.
  3. Enter a barcode in the Barcode (A/R) field.
  4. Click the ellipsis button beside the Payer Name field and select click one of the following:
    Search to search the database for an existing name or payer account.
    New Name to create a new Name Account for the current record. This is created when you click Save.
    New Payer Name to create a new payer account. This must be created after you click Save.
  5. Enter the amount of the transaction in the Amount field.
  6. Enter a date in the Effective Date field. This is the date that the transaction becomes effective.Tip: To enter the current date, position your cursor in the field and click [Ctrl+T] on your keyboard.
  7. Overwrite the date in the Entry Date field if required. By default, this field displays the current date.
  8. Make a selection from the Payment Type drop-down list. Payment Types are saved in the VTSYSTEM Table: CCTYPE.
  9. Select the Installment; such as, first, second, third, fourth installment or total (Table: VTSYSTEM_INSTALL).

The following are selected as applicable under Transaction Status when the batch process is complete.

  • Load: The transaction is loaded to the database and saved to the tables AR_Lockbox_Detail and AR_Lockbox_Header.
  • Modified: The transaction was modified on the Lockbox user form after it was loaded to the Govern Accounts Receivable A/R tables.Note: Once the batch process is run on the file or on the database tables, the transactions cannot be modified or deleted.
  • Processed: The batch process was run on the transaction and it was saved to Govern Accounts Receivable A/R.
  • Process Preload file(s): Apply payment from Lockbox tables loaded previously in Lockbox table with the selected Batch number not processed from the combo

 

Cash Collection Payment Types (VTSYSTEM_CCTYPE)

The Cash Collection Payment Type options include the following:

American Express, Cash, Credit or Debit Card, Certified check Change, Check, Discover Card, Electronic Fund Transfer,
Master Card, Money Order, Other 1, 2, 3, 4, 5; Payment in Lieu of taxes, Visa, Web ACH, Web Credit Card, Web Debit Card, Web eCheck, Web HPG, Web iCart

 

 

101-ar-frm-036

 

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AR – Installation

Accounts Receivable Installation

Overview

The Govern OpenForms applications required for Accounts Receivable are installed through Govern Deploy EZ, See Deploy EZ.

 

 

101-ar-install

 

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