AR – Deposit Management

Accounts Receivable (A/R) Deposit Management

Overview

Deposit Management is mandatory for all A/R transactions in Govern OpenForms. You can use either auto-assigned deposit numbers or create them manually on the Deposit Management form.

Documentation

For the complete reference guide, see 101-all-001-GovernAccountsReceivable-(man)-(6.0).
For the A/R Transaction Rules, see 101-ar-001-AR-TransRulesGL.

Deposit Numbers

Deposit numbers are organized under the following transaction types:

Payment
Payment Reversal
Refund
Adjustment. You can select a subsystem for the Adjustment type.

For each transaction type, you can create as many deposit numbers as required. For example, you may want to create a new deposit number for each deposit, for each day, or for each user.
There are two levels of security for Deposit Management forms. The first is typically assigned to users, such as administrators and supervisors, who need to see the deposit number of all users. The second is assigned to users who need to see their own deposit numbers only.

Accessing the Deposit Management Form

To access this form:

Open a Profile that contains A/R Inquiry and Deposit Management.
Open the Form Explorer and select Deposit Management.

Deposit Management Icons

The following icons are displayed at the top of the Deposit Management form.

New: Click New to reset the form so that you can enter new data. When you click the New icon, the Delete icon switches to Cancel so that you can clear unsaved data.
Save: Click Save to save a new or updated Deposit Management record. Records are saved to VT_USR_BATCH_NO.
Delete: Click Delete to remove a deposit management number.
Browse In Govern OpenForms v6, there are several ways of Browsing multiple records.
Navigational arrows: Use the naviagational arrows at the top of the form to scroll to the next and previous records.
Record Selector: Click the drop-down arrow at the top of the form in order to view a list of all Deposit Numbers. By adding a description that contains one or more fields, administrators can facilitate record selection. Refer to the OpenForms Designer documentation for details.
Browsing screen: Administrators can add a customized Browsing screen that contains one or more fields. This can be positioned on the left or on top of the form.

Deposit Management Data Entry Fields

Deposit Number Depending on the setup in GNA, the Deposit Number field is populated automatically or it can be entered manually. If it is automatic, it is populated when you click New. If it is manual, enter the deposit number. This is a required field.
Description Enter a description. This is a required field.
Linked Deposit Number This field is populated with the deposit number of the linked record if separate deposit numbers are used for credit card payments.
- The option to create separate deposit numbers for credit card payments needs to be selected on the A/R General Parameters form in GNA. A new record is automatically created for the credit card payment and that deposit number is displayed in this field. See Scenario: Deposit Numbers for Credit Card Payments on page 197.
For Credit Card Payment Only
- This field is automatically selected if the payment was made by credit card. It cannot be modified from this form.
Creation Date: This field displays the current date and cannot be modified from this form.
Created By: This field displays the user name of the logged-in user and cannot be modified from this form.
Transaction Type: Select one of the following transaction types for the deposit number: Payment, Payment Reversal, Refund, or Adjustment.
Subsystem: Select the subsystem for adjustment transaction types.

Scenario: Deposit Numbers for Credit Card Payments

This scenario describes how to create separate deposit numbers for credit card payments. Administrative Setup
A new deposit number is automatically created for credit card payments if the Separate Credit Card for Deposit Numbers option is selected in Govern Admin.
To select this option:

Launch Govern Admin.
Select Accounts Receivable > General Parameters.
Select the Activate Deposit Management and Separate Deposit for Credit Card Payments options.
Click Save.

Administrative Setup

A new deposit number is automatically created for credit card payments if the Separate Credit Card for Deposit Numbers option is selected on the General Settings Editor in GNA.
To select this option:

Launch GNA.
Select Application Configurations > Accounts Receivable.
Select Separate Deposit Number for Credit Card Payments.
Click Save.

User Form Setup

For the credit card setup, you need to create a deposit number for the type of payments you are processing. Typically, this is Payment.
To create a deposit number for payments:

Launch Govern.
Open a Profile that includes A/R Inquiry and Deposit Management.
Open the Form Explorer and select Deposit Management.
Click the New icon to create a new deposit number.
Enter a deposit number if one is not automatically generated.
Enter a description.
Select Payment from the Transaction Type drop-down list.
Click Save

NOTE: The For Credit Card Payment Only option is automatically selected if the payment was made by credit card. It cannot be modified from this form.

Entering a Credit Card Payment with Deposit

The procedure for entering a deposit on credit card payments is the same as for any other type of payment. However, you need to ensure that you select the deposit number for credit cards that you created in the previous step.
To process a payment with a deposit for credit cards:

Launch Govern.
Open a Profile that includes Accounts Receivable.
The A/R Inquiry form opens.
Perform a search and select the required record.
Right-click on the record for the payment you are processing.
Select Payment Data Entry.
Select Payment. from the Transaction Type drop-down list, if it is not already selected.
Select the Deposit Number you created for credit card payments.
Select Credit Card from the Type drop-down list under Detail.
Enter and verify the other details as described for Payment Data Entry.
Click Save.

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AR – Payment Data Entry

Payment Data Entry

Overview

The Payment Data Entry form is used for accepting payments at the counter, by cash, check, credit card, debit card, or by any other user-defined method. The current property owner associated with the account is automatically defined as the payer.

Documentation

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

Transaction Types

The following transaction types can be accepted and processed through the Payment Data Entry form.
Payment: Money given in exchange for goods or services.
Deposit An amount of money placed in a bank.
Postdated Payment: A payment dated later than the current date. Note: For a posted payment, you can create a payment transfer. A payment transfer is similar to a payment reversal.
Voluntary Payment / Advance Payment: An amount that is paid before the bill is received; for example, a taxpayer may forward a payment to cover bills during a predicted absence. Note: If you select Voluntary Payment, as the transaction type, for a Payment Data Entry, an AR_ID must already exist for the person or property associated with the payment.

For details on the A/R Transaction Types, see A/R Transaction Rules.

User Form

The Payment Data Entry form is divided into four sections:

General Information displaying the subsystem, year, bar code, and cashier ID
Summary for the transaction type, deposit information, and notes
Detail: for the transaction information including the effective date, A/R balance, interest, penalties, fees, etc.
Payer Information: for the name and address of the taxpayer

General Information

Subsystem: This field displays the subsystem for the record selected on the A/R Inquiry form.
Year: This field displays the fiscal year of the transaction.
Bar Code: This field displays the bar code or A/R ID in the Bar Code field.
Cashier ID: This field displays the Cashier ID defined on the Cash Collection Parameters form in GNA.

Summary

Select one of the following transaction types from the Transaction Type drop-down list:

Payment: Money given in exchange for goods or services.
Deposit: An amount of money placed in a bank.
Postdated Payment: For this transaction type, an AR_ID must be set up previously for the NA_ID or P_ID associated with the payment.
Voluntary Payment / Advance Payment: An amount that is paid before the bill is received; for example, a taxpayer may forward a payment to cover bills during a predicted absence.

Deposit Information: These fields display the current Deposit Number and the total amount of the deposit.
Notes: Enter any notes or comments that are applicable to the payment.
The data entry field for the Deposit transaction type are different from the fields for the Payment transaction Type.

Detail for Payment Transaction Types

This section describes the data entry fields for the Payment, Postdated Payment and Voluntary or Advance Payment Transaction Types.
The fields at the top of the Detail section are automatically populated. You can modify them only if you have full access rights to the function. The Reference, Type, Amount, and Money fields are available for user input.
Effective Date: This field displays the date of the payment. By default, this is the current date. To change the date, click the calendar beside the field and select a new date.
Installment: For payments by installment, this field displays the installment number: 1st, 2nd, 3rd, 4th, or Total.
A/R Balance: This field displays the amount to apply to the bill. By default, this is the balance due and the field is read-only.
Interest: This field displays the current Interest owing on the account.
Penalty: This field displays the current Penalty owing on the record.
Fee: This field displays the current fee.
Discount: This field displays the current discount if applicable.
Charge: This field displays the current charge.
Demand: This field displays the current value of the Demand to apply on the A/R Balance amount.
Note: Changes to values are displayed when the record is saved.

Total to Pay: This field displays the total amount due on the bill. This total includes the amounts from all fields in this section.
For example, interest charges, penalties, fees, and discounts are added to the value in the Total to Pay field.
You can modify the value in the Total to Pay field. Your modification is applied to the A/R Balance.

Detail for the Deposit Transaction Type

This section describes the parameters for the Deposit Transaction Type.
Effective Date: This field displays the date of the payment. By default, this is the current date. To change the date, click the calendar beside the field and select a new date.
Installment: For payments by installment, this field displays the installment number: 1st, 2nd, 3rd, 4th, or Total.
Total to Pay: This field displays the total amount due on the bill. This total includes the amounts from all fields in this section.

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.

Payment Transfer

For a posted payment, you can create a payment transfer. A payment transfer is similar to a payment reversal.

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AR – Transactions Data Entry

Accounts Receivable (A/R) Transactions Data Entry

Overview

The Transaction form can be used for the following Accounts Receivable transaction types, for the purpose of viewing existing transactions, creating new ones, and for applying modifications to an account or bill:

Abatement/Exemption (ab): A reduction of a payment or release from a payment.
Adjustment (adj): A modification made on an account or bill.
Charge (chg): An amount applied on an account or bill.
Discount (dct): A reduction on the total value or gross amount.
Demand (dmd): A special charge applied to delinquent bills. This is used in the Motor Vehicle Excise Tax subsystem.
Duplicate Payment (dup): A second payment made to cover an amount already paid.
Fee (fee): An amount charged for a service or product.
Interest (int): A charge, usually a percentage, applied on delinquent bills or borrowed money.
Miscellaneous Cash Receipt (mcr): An amount charged for an item not covered by other categories.
Overpayment (ovr): An adjustment generated from an overpayment on an installment. This is used in the Real Estate Tax Assessment and Billing module only. If you are using this transaction type, the Over, Short & Duplicate Method option must be selected on the Accounts Receivable General Parameters form in GNA.
Penalty (pen): A charge applied on delinquent accounts.
Over & Short (sht): An amount generated from the Automatic Generation of Over & Short batch process.
Tax Deferral (td): A postponed tax payment.
Transferred to Tax (I/P): An amount transferred to tax.
Tax Title / Lien (tt) A charge applied on property for the fulfillment of a debt or duty.
Transferred Principal (tto): The amount of principal transferred to tax.
Sales Tax 1 (tx1): A Sales Tax calculation method in which the first and second taxes are added together; then, applied to the bill.
Sales Tax 2 (tx2): A Sales Tax calculation method in which the first tax is added to the bill; then, the second tax is calculated on this amount.

Documentation

For details on completing the form, see A/R Transactions.
For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

These Transaction Types are contained in the System Validation Table: VT_SY_ ART1TYPE. They populate the Transaction Type field on multiple forms.

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AR – Security by Area Form

Accounts Receivable (A/R) Security by Area Form

Version 6.0 | Version 6.1

Overview

In Govern for Windows, the A/R Security by Area form in Govern Admin is used for defining security permissions by property area. This form does not exist in Govern OpenForms. For Govern for OpenForms, all security is managed through the Govern Security Manager (GSM) and the OpenForms Designer (OFD).

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AR – Payment Data Entry Rules

Accounts Receivable Payment Data Entry Rules

Overview

In addition to the security setup in OFD, different business rules apply when a payment is entered in Govern and the behavior of the form may vary.
The following rules apply whether the payment is entered from the A/R Inquiry Payment or from the Cash Collection form unless identified as such.
Furthermore, other Cash Collection business rules and validation can apply.

Parameters

The following parameters impact payment data entry.

Parameters – Accounts Receivable General Parameters

Use Proportional Distribution (Deprecated in 6.0)

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, if the client pays $100.00 but owes $150.00 for electricity and $50.00 for water, $75.00 is paid towards the electric bill and the remaining $25.00 towards the water bill.

Minimum Percent or Amount to Collect

The user cannot enter less than the calculated amount on the Payment Data Entry forms in Govern, unless:

The Allow Payments < Late Charges Due option is selected
The User has the Security access to the Payment Amount define in OpenForms Designer (OFD) – to be validated in cc
- 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 in the Payment Amount
If the previous installment is not completely paid, the remaining amount is added to the current installment. This amount needs to be paid before the minimum amount on the current installment can be collected.
- For example, a $3,000. Tax bill is divided into three installments of $1,000.
  - 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 $700.
  - $200.00 (unpaid amount from first installment) +500.00 (minimum collection amount for second installment).
The Minimum Percent or Amount to Collect can be the same for ALL sub-systems (General) or vary by module (Sub-System)

Allow Payments < Late Charges Due
Used with the Minimum to Collect option

Collection Year

For Real Property and …..

The last year for which you are collecting bills.
- For example, if you enter 2015, payments cannot be made on bills dated 2014 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.

Use Exact Installment

Select this option to prevent collection of the second installment through the Payment Data Entry form before the first has been collected. Otherwise, if the second installment is collected while the first remains outstanding, the second installment payment is registered as the total payment in the database.

Security

T/C

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AR – Payment Application Priorities Business Rules

Accounts Receivable (A/R) Payment Application Priorities Business Rules

Version 6.1

Overview

The following explains the payment application and priority business rules.
[under construction]

Parameters

Mainly, the following parameters impact the payment priority order:

A/R Sub-System Priorities
Enter a number in the Priority field next to each subsystem to define the order in which bills are paid.
The higher the number, the higher the priority and the sooner the bill is paid.
Note: If a collection year is entered on the Accounts Receivable General Parameters form, no payments will be made on bills dated prior to this year.

Ignore Year:

Select Ignore Year to use only the subsystem priority when making payments.
Bills from the subsystem with the highest priority are paid first.
Otherwise, if this option is deselected, payments are made on all outstanding bills according to year; i.e., all bills from 2012 are paid before the bills from 2013.

Application Order

Payments application order:

Sub-System

Payments are made first to the subsystems with the Ignore Year option selected, according to Priority Number. The subsystem with the highest priority number is paid first.
Payments are then made to subsystems with the Ignore Year option deselected, according to Priority Number. The subsystem with the highest priority number is paid first.
- Note: If a collection year is entered on the Accounts Receivable General Parameters form, no payments will be made on bills dated prior to this year.
If two subsystems have the same priority number, payments are made in alphabetical order.

A/R Class Code

Priority can be setup by Class code
Priority (Highest Number = Highest Priority)
The Class Code with the highest number is processed first; i.e., the class code assigned priority number 2 is processed before that with priority number 1.

Apply Before Installment/Apply Before Date
If two class codes have the same priority number, they are processed according to these 2 fields.
The following table defines the four possible combinations that can be set for these options:

Process Order	Priority Number	Apply Before Installment	Apply Before Date
1	x	x	x
2	x	x
3	x		x
4	x

History / Inactive Account

(To be validated if used for Cash Collection)
An account can be inactivated. This option is set in the Accounts Receivable A/R Inquiry Notes tab.
When turned on, no further Accounts Receivable transactions can be performed on the account.

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Accounts Receivable (A/R) Object – ERROR Messages

Error Messages System Resources

To search the resource file, use key SY, ERROR MESSAGES and Error number -9999

ERROR MESSAGES RETURNED BY A/R OBJECT (ex: Search SY,ERRORMESSAGES, -0015)

Key	Resources	Message
SY	ERRORMESSAGES
	-1 Invalid ArID property
	-2 Save without Append
	-3 Invalid ArClassCode Property	Case: A/R Class Code has been deleted while unposted entries use it
	-4 Invalid Sub-System code in A/R Parameters
	-5 Missing required PID property
	-6 Missing required NAID property
	-7 Missing required Cycle Code
	-8 Missing required KeyId or Keytype
	-9 Missing required UBID
	-10 MoveNext after EOF
	-11 Invalid Transaction Type	Invalid A/R Transaction Type Sub-system LM A/R Class is Empty Transaction Type = Int
	-12 Detail Object contains existing transactions
	-13 Missing required CCID property
	-14 Missign required ArId property
	-15 Missing SubSystem Property	Invalid or missing Sub-System Code
	-16 Missing Installment
	-22 Class code And Transaction type incompatible	See Transaction Type Business Rules
	-25 Invalid fiscal year
	-26 Invalid Amount
	-27 Can’t get a system key index
	-28 Invalid G/L Distr. amount
	-29 Transaction already posted
	-30 Cannot delete because of Subsequent transaction not posted
	-32 Invalid or Missing PP_ID
	-33 Invalid or Missing MV_ID
	-34 Invalid or Missing BT_ID
	-35 This A/R record is inactive and unavailable
	-36 No Right to Access
	-37 Invalid or Missing AC_ID
	-38 Invalid or Missing MB_ID
	-39 Invalid Date – Period Closed
	-40 Invalid PRJ_ID
	-41 Invalid Invoice #
	-42 Invalid SALE_ID(Deed)
	-43 There are subsequent transaction(s) (err = 3146 duplicate key in ar_detail_applied table)
	-44 Invalid ST_ID
	-45 Amount must be lower than
	-47 Missing deposit number
	-48 Invalid BR_ID (Bankruptcy)
	-49 Invalid ST_ACCT_ID (Self Reported Tax Account)
	-50 Shortage is >= Max Shortage allowed ‘added by Ovu, 2012/03/14, Version 10.7
	-51 A department is required in order to create the payment. Verify that a department is configured for the Web or that one is selected.
	-52 Invalid DC_ID (Delinquency Collection)
	-999 Unhandled exception

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