AR – Using Protest Flags

Accounts Receivable (AR) – Using Protest Flags

Version 6.0 [In Development]

Overview

You can add a protest flag to a record listed in A/R Inquiry Detail in order to indicate that the bill has been contested by the recipient.

NOTE: When the recipient makes a payment, only the non-protested amount is paid. Any amount over this creates an open cash credit and interest continues to accrue on the unpaid entries.

This is illustrated in the following scenario:

Real Estate Tax Levies Under Protest

In this scenario, a taxpayer is billed for two levies, but protests the amount billed on the first.

Real Estate Levy 1 (RE1): 1,000. (Protested Entry)

Real Estate Levy 2 (RE2): 500.

The taxpayer protests RE1 but makes a payment of $800.00. This amount is used to pay RE2 and to create an open cash credit for $300.00. Interest continues to accrue on the $1,000. owed on RE1.

Adding a Protest Flag to a Record

To add a protest flag to a record:

  1. Open the A/R Inquiry form in Govern.
  2. Perform a search to retrieve the required record.
  3. Open the record in A/R Inquiry.
  4. Display the record in the Details grid.
  5. Select the Applied Records option.
  6. Right click on the transaction that is under protest. The following confirmation message is displayed:
    Set the protest flag for the select rows with the following Protest?
  7. Click OK
    The protested record is displayed in red and the Protest Code column is added to the A/R Inquiry Detail tab.
  8. Select the reason for the protest from the Protest Code drop-down list.

Removing a Protest Flag

To remove a protest flag from a record:

  1. Open the A/R Inquiry form in Govern.
  2. Perform a search to retrieve the required record and load it to tree view.
  3. Open the record in A/R Inquiry.
  4. Select a transaction in the Summary section to display it in the Details grid.
  5. Select the Applied Records option.
  6. Right click on the transaction that is under protest. Protested records are displayed in red.
    The following message appears if there is a due date in the database for the selected record.
    Do you want to remove the protest flag for the selected row?
  7. Click the calendar to select the new due date for the transaction.
    NOTE: The new date affects the interest calculation.
  8. Click OK to confirm.

 

 

101-ar-fea-002

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

AR – CC – Receipting Feature

Accounts Receivable (AR) & Cash Collection (CC) Receipting Feature

Version 6.0 | Version 6.1 (In Development)

Overview

See A/R General Parameters

 

 

101-ar-fea-003

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

AR – Search feature

Accounts Receivable (A/R) Search feature

Overview

T/C

 

 

101-ar-fea-004

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

AR – Lockbox Batch Processes

Accounts Receivable (A/R) Lockbox Batch Processes

Overview

The A/R Lockbox batch processes are used for processing multiple payments. These payments can be received in a file from a Lockbox service or can be entered manually or through a scan in the A/R Lockbox form in Govern.

For more information about lockbox user data entry, see the A/R Lockbox user form.

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

Documentation

To see this information as a pdf, click on the following link:
LockboxBatch.pdf

The A/R Lockbox Batch Process form provides options for the following:

Read More...

  • Validating a File
  • Loading a File
  • Processing Payments Directly from a File
  • Processing Payments from a Preloaded File

To access A/R Lockbox Batch Process form:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox batch process.
  3. Select the Batch Processes Explorer.
  4. Select the A/R Lockbox Batch Process.
  5. Select one of the following options:
  • Preload
  • Process from File
  • Process Preload File
  • File Validation Only

Running the Preload Batch Process

Run the Preload batch process in order to load a lockbox file to the Govern A/R_Lockbox_Header and Lockbox_Detail tables. Once the process is complete and the file is loaded to the database, it can be viewed on the A/R Lockbox form in Govern.

NOTE: This is the only one of the four Lockbox batch processing options that provides this functionality, viewing a file in the A/R Lockbox form.

The file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

Running the Process from File Batch Process

Run the Process from File batch process in order to load the payment data directly to the Govern A/R from a Lockbox file.

Like the Preload File process, the file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
When you run this process, the file can no longer be viewed on the AR Lockbox form in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific locaction.
  4. Click the Duplicate Bill option to create copies of the bills for the name selected as the Primary Index in the Mailing Index.
  5. Click the Run button to run the process and load the file to the database tables.

Running the File Validation Only Batch Process

Run the File Validation Only batch process in order to ensure that the Lockbox file is valid. Payments are loaded to a log file but are not stored in the database. The file cannot be viewed in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

 

 

101-ar-bp-036

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

 

AR – ACH File Batch Process

Accounts Receivable (A/R) Automated Clearing House (ACH) File Batch Process

Overview

Transferred to 101-ar-bp-060, 101-ar-bp-61, and 101-ar-bp-062.

Prepare Data for ACH

You need to run the Prepare Data for ACH batch process for all subsystems, except Utility Billing.
This loads the ACH information to the AR_MASTER table and displays it on the Notes tab of the A/R Inquiry function for the applicable records.

The Prepare Data for ACH File process does the following:

  • Loads the ACH information to the following fields in the AR_MASTER table:
    • ACH_AMOUNT
    • ACH_ACTIVE_FLAG
    • ACH_FIXED_FLAG
    • ACH_INSTALLMENT
    • ACH_DATE
    • ACH_CYCLE (new)
  • Displays this information on the Notes tab of the A/R Inquiry function in Govern
  • Sets the Active Flag to Pending in the name form ACH information

In the Pending state, you can:

  • Modify the displayed amount
  • Change the Active Flag to Manually Deactivated.
    • Records set to Manually Deactivated are not included in the ACH File. Use this state for accounts that cannot be prenoted; for example, invalid accounts.

A/R Master ACH Fields

The fields updated include:

  • ACH Amount
    • This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount To override this value, for example, for partial payments, modify the field directly and click
  • Installment
    • If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).
  • Fixed Amount
    • This option is selected if the displayed amount is a fixed amount.
  • ACH Date
    • For the Prepare Data for ACH File process, this field displays the date the process was run.

 

 

101-ar-bp-037

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

AR – Generate Refund Check Number Batch Process

Accounts Receivable (A/R) Generate Refund Check Number Process

Overview

You can choose any of the following methods for creating check numbers for refunds. The best depends on the requirements and preferences of the organization:

  • Automatic generation by the Generate Refund Check Numbers batch process
  • Automatic generation when a new refund transaction is saved in Govern
  • Manual entry when a new refund transaction is created in Govern

For details on the Refunds user form, see Refunds.

For details on the batch process, see Generate Refund Check Numbers batch process.
For general information on batch processes in Govern OpenForms, see Batch Processes

Run the Generate Refund Check Numbers batch process in order to generate check numbers for refund transactions separately from the transactions. This can be useful if you are creating multiple refunds for a single taxpayer or business.

NOTE: This batch process must be run before the refund transactions are posted; i.e, before running the Refund Posting batch process. See Refunds Posting.

This process generates check numbers for non-posted refunds only.

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.
If the check number is generated by the Generate Refund Check Numbers batch process, it is displayed when the batch process is completed.
If the Check Number is automatically created it is composed of the previous check number and the A/R cycle. To create a new check number, one is added to the previous number.
If you prefer to generate the check numbers for refunds separately, you can use the Generate Refund Check Numbers batch process. A setup is required in order to change the default.

Prerequisite

For the Generate Refund Check Number batch process, you need to deselect the Automatic Generation of Refund Check Numbers option in the General Settings Registry in GNA. The following setup is required:

  1. Launch GNA.
  2. Select General Settings Editor.
  3. The OpenForms General Setting Editor opens.
  4. Select Accounts Receivable from the Registry Filter text box.
  5. Deselect the Key Value option beside Accounts Receivable > Automatic Generation of Refund Check Numbers.
  6. Click Save.

When the Automatic Generation of Refund Check Numbers is deselected:

  • The Check Number field is not displayed on the Refund transaction form in Govern.
  • The Generate Refund Check Numbers batch process must be used in order to create check numbers.

Otherwise, if this option is selected, the Check Number field is displayed on the Refund transaction form in Govern.
If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Accessing the Generate Refund Check Numbers Batch Process

To access this batch process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Refund Check Numbers batch process.
  3. Open the Batch Processes Explorer.
  4. Select A/R Generate Refund Check Numbers*.
    The path varies according to the administrative setup.
  5. Select the applicable subsystem from the Subsystem drop-down list.
  6. Select the Deposit Number or Deposit Numbers to process.

When the Automatic Generation of Refund Check Numbers is deselected, the Check Number field is displayed on the Refund transaction form in Govern.
Otherwise, if this option is selected, the Check Number field is not displayed.

If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Scheduling a Generate Refund Check Numbers Batch Process

You can schedule this batch process to run at a later date or on a regular basis, such as daily, weekly, or monthly. Refer to the Govern Scheduler documentation for details.

Running a Generate Refund Check Numbers Batch Process

Click Execute to run the process immediately.

Notes on Govern for Windows Deployments

In Govern for Windows, a batch process for generating check numbers is available on demand, but has limited use.
For Savanah, the Check Number field is disabled
There is no automatic generation of check numbers if GEMS is selected as the G/L interface. Users enter a value in the GEMS_DEMAND_CHECK field.

 

 

101-ar-bp-038

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...