AR – Group Adjustments (101-ar-fea-020)

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

Delinquency Collection Batch Processes

Overview

The Delinquency & Collections modules includes the following batch processes.

Transfer A/R to Delinquency
Delinquency Posting

Prerequisites

Before running the batch processes for Delinquency & Cash Collection, verify the following:

All A/R records to be transferred to Delinquency must be associated with a Delinquency A/R Class Code.

Defining Security Permissions for the Delinquency & Collections Batch Processes

Security for all batch processes in Govern OpenForms are defined in the Govern Security Manager (GSM) as follows:
To define security permissions for a batch process:

Launch the Govern Security Manager (GSM).
Expand Applications > Govern > Profiles > <name of the Profile> Batch Processes <name of the batch process>.
Right-click on the batch process.
Select Edit.
Assign permissions by role.
Select Exclusions.
Define the exceptions.
Click Save.

Transfer A/R to Delinquency

The Transfer A/R to Delinquency batch process is run in order to automate the process of transferring delinquent A/R records to the Delinquency and Collections module. It performs the same tasks as transferring individual records one by one on the Delinquency form.

Only records that are associated with an A/R Class Code that is linked to a Delinquency Collection A/R Class Code can be included in the process.

There are two procedures contained on this batch process.

Process Delinquent A/R: This is the first step. Run this procedure to transfer the delinquent A/R records to Delinquency and Collections.
Finalize Delinquent A/R: This is the second step. Run this procedure to finalize the A/R records.

A separate batch process is required in order to post the delinquent records that were included in the two Transfer A/R to Delinquency batch process procedures.
Posting to A/R: Once records are finalized, you can run the Posting to A/R batch process. This procedure is described in the following section.

Running the Process Delinquent A/R Procedure

To run the Process Delinquent A/R batch process from Govern:

Launch Govern.
Open a Profile that contains the Transfer A/R to Delinquency and Collections process.
Select the Batch Processing Explorer.
Select the Transfer A/R to Delinquency and Collections* batch process.*
The name of the batch process can vary according to the administrative setup.
Select the subsystem under which the delinquent A/R records are saved from the Subsystem drop-down list.
Select a Cycle Code from the A/R Cycle drop-down list.
The A/R Cycle parameter appears only for the Real Property and Personal Property Tax subsystems.
Select the Process Delinquent A/R option.
Enter a range of years in the From Year and To Year parameters.
Only the records within the selected range are processed.
The range of years appears for year-based subsystems only.
It is used to ensure that the current bills are not accidentally transferred to Delinquency & Collections.
Select a department from the Department drop-down list.The fiscal year from this department is displayed in the Fiscal Year parameter.
This year is used to create the Delinquency account in the table AR_MASTER. It is also used for all records in AR_DETAIL.
Select a date from the Filing Date drop-down list.
This is the date of the transfer (Table: DC_MASTER.FILING_DATE)
Enter a unique number in the Claim Number parameter.
The claim number is applied on all records included in the batch process.
It is a required field on the Delinquency & Collections user form, as well as on the Transfer A/R to Delinquency & Collections batch process form.
This Claim Number is selected when you run the process to finalize the records.
Select a warning flag in the Exclude A/R Warning Flag list box if you want to exclude certain records from the batch process.
Records with the selected warning flag are excluded from the process.
For example, you may want to exclude all records that are included in the Bankruptcy module from the process.
Enter the minimum balance due on the records that you are transferring to Delinquency in the Minimum Balance Due field.
Only the records that are greater than or equal to the Minimum Balance Due are transferred.
Select an A/R Reason Code from the drop-down list (Table: VT_USER.TABLE_NAME = ‘ARREASON’)
The A/R Reason Code is displayed by long description.This reason code is associated with the original record by AR_ID.
For the delinquency record, it is used for informational purposes only.
Click Execute.

If you are running the batch process from Govern, the status of the process is displayed in the Processing tab. If errors or warnings occur, messages are displayed.
You can run the batch process again in order to include records not included in the first claim. For example, if records are not associated with an A/R Class Code that is linked to a Delinquency A/R Class Code, they are not transferred to Delinquency.

Running the Finalize Delinquent A/R Batch Process

The Finalize Delinquent A/R Batch Process sets all records with the selected Claim Number to Finalized.
Once records are finalized, you can run the Posting to A/R batch process.

To run the Process Delinquent A/R batch process from Govern:

Launch Govern.
Open a Profile that contains the Transfer A/R to Delinquency and Collections process.
Select the Batch Processing Explorer.
Select the Transfer A/R to Delinquency and Collections* batch process.*
The name of the batch process can vary according to the administrative setup.
Select the subsystem under which the delinquent A/R records are saved from the Subsystem drop-down list.
Select Cycle Code from the A/R Cycle drop-down list.
Select the Finalize Delinquent A/R option.
Select a claim number for the Claim Number drop-down list.
Only the claim numbers that contain records that are not finalized appear in the list.
Click Execute.

Transfer A/R to Delinquency Log Files

The log files for the Transfer A/R to Delinquency batch processes includes the following information:

Start and End time of the process
List AR_ID and balances being transferred
Sum of each class code being transferred to DC
Count of AR_ID being transferred to DC

Delinquency Posting

The Delinquency Posting batch process posts the delinquency records to the Govern Accounts/Receivable subsystem.
You can run this process at any time from Govern or create a schedule and run it at a later time or on a regular basis. For details about scheduling batch processes, refer to the Govern Scheduler guide.

The Delinquency Posting form has two sections.
The top section lists all the delinquency records with deposit numbers, by deposit number and A/R balance. The lower section provides the following details about those records:

Delinquency Claim Number
Balance
Finalized status: If the record is finalized, the check box is selected.

Only the Delinquency and Collection records that are Finalized can be posted to A/R.

To run the batch process from Govern:

Launch Govern.
Open a Profile that contains the Delinquency Posting batch process.
Select the Batch Processing Explorer.
Select the Delinquency Posting* batch process.*
The name of the batch process can vary according to the administrative setup.
Select the record or records that you want to post in the top section of the form.
Click Execute.

If you are running the batch process from Govern, the status of the process is displayed in the Processing tab. If errors or warnings occur, messages are displayed.

Viewing Posted Delinquency and Collection Records

The posted Delinquency and Collection records are displayed in the Balance Forward Detail grid on the A/R Inquiry form.

Refer to the Govern Accounts Receivable documentation for details about the A/R Inquiry form.

Troubleshooting

You can only run the Delinquency Posting process on records that are finalized.
In the following screen shot, some of the records under the selected deposit number are not finalized. Therefore, you cannot run the batch process on this deposit number until you finalize the records.

Documentation

To view the documentation for this feature, click on this link to https://kb.harrisgovern.com/101-ar-bp-039/.

Accounts Receivable (A/R) & Cash Collection (CC) API WEB Service

Overview

The Govern Payment Notification Web Service service is mainly used when cash is collected via a 3rd party software.

Installation and Setup

In Deploy-EZ:

Download the Binaries for the required release (4.7, 5.1, 6.0., 6.1…)
Deploy and Install the Govern WCF Service (Standard bundle with PC&GIS, AR&CC) for each deployment

For more information, see Download and Install on Govern API and Services main page.

What’s New!

AR Web Service for Key Bank (TM)

Key Bank’s web-based CSR Application (Payment Center) is used to process credit card transactions from cashiering stations. Govern provides a Payment Notification Web Service that can be utilized by Key Bank’s payment processing applications; Govern is used for Cash/Check transactions. In order to accommodate this process, a new method (AR_ExecutePaymentKeyBank) was added to the Govern A/R Web Service to support the Key Bank payment notification. This method uses key-value pairs as input parameters. For method details, refer to the updated Govern Accounts Receivable and Cash Collection API Web Service document. See Documentation section below.

Documentation

Version 6.0 / 6.1

402_AccountReceivableServiceAPI.pdf

402-arccservice

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ST – Estimate Filers & Garnishment

ST Estimate Filers & Garnishment

General Availability (GA) version 6.0.1503

Overview

The Self Reported Business Tax Estimate form is designed to provide users with the ability to execute estimates levy tax amounts and when needed garnishment of outstanding accounts for the purpose of settlement. Whenever there are ST records that are unfiled, i.e. not invoiced, the client will use this function to estimate filings with the levy values from the previous categories or years. In order for the estimate to occur, there are six (6) business rules that the record must adhere to.
Refer to the Estimate Function Business Rules section below.

Description

With the Estimate function, users are able to perform the following:

Perform an estimate on a filing
Post the Filing to the A/R
Apply any related charges

Requirements

The following are requirements for using the Estimate feature in Govern. All procedures are to be executed by users with Administrator level permissions to the Govern application.

Populate the NAICS tables

Administrators will need to populate the required tables with current NAICS (pronounced “Nakes”) codes. This is external to the application and is typically populated through a conversion process. The table may also be manually populated through the User Validation Table Editor in the Govern New Administrator (GNA)

Enable the NAICS Table Lookup

This process is a two (2) step process:

Business Entity Designer (BED) Configuration

The NAICS table lookup will need to be enabled in the Business Entity Designer (BED). This will allow users to populate their forms for the required validation. Refer to

OpenForms Designer (OFD) Configuration

A NAICS control will need to be added to the ST007 – Self Reported Tax Account maintenance form. This will allows users to select existing NAICS through a drop down menu (combo-box). This action is carried out in the OpenForms Designer (OFD).

Estimate Business Rules

There are six (6) business rules that are used in the estimation logic, and they are as follows:
1. Get ST_FILING_LEVY.NET_TAX_AMOUNT from the previous year same period.
For a filing to be qualified it must:

Be posted
Not be a history record
Not be filed as a zero filer record

If the period or the levy does not exist, proceed to the next rule.

2. Obtain ST_FILING_LEVY.NET_TAX_AMOUNT from the previous period.
The filling must:

Be posted
Not be a history record
Not be filed as a zero filer record

If the period or the levy does not exist, proceed to the next rule.

3. Obtain the average of ST_FILING_LEVY.NET_TAX_AMOUNT from the previous year (12 months), if the period or levy does not exist, the record will be skipped, but if a record is found and the value is zero, it will not be counted.
To adhere, fillings must:

Be posted
Not be a history record

If the average equals zero (0), proceed immediately to the next rule.

4. Obtain the average of ST_FILING_LEVY.NET_TAX_AMOUNT from all filings in the current ST account with the same Category tax. The filling year must be smaller or equal to the current fiscal year. If the period or levy does not exist, the record will be skipped. If a record is found and the value is zero (0), it will be deemed as valid, and will be counted.
The fillings must:

Be posted
Not be a history
Not be filed as a zero filer record

If the average is equal to zero (0), proceed to the next rule.

5. Get the average of ST_FILING_LEVY.NET_TAX_AMOUNT from all the filings for the current fiscal year and same period with all the ST account of the same category tax and North American Industry Classification System (NAICS). If the period or levy doesn’t exist, the record will be skip but if the record is found and the value is zero, it will be counted.
The fillings must be:

Be posted
Not be a history
Not be filed as a zero filer record

If the average is equal to zero (0), proceed to the next rule.

6. Get the average of ST_FILING_LEVY.NET_TAX_AMOUNT from all the filings for the current fiscal year and same period with all the ST account of the same North American Industry Classification System (NAICS). If the period or levy doesn’t exist, the record will be skip but if the record is found and the value is zero, it will be counted.
The fillings must:

Be posted
Not be a history
Not be filed as a zero filer record

If the average is equal to zero (0), proceed to the next rule.

Documentation

Click to view or download the documentation for this form.
101-st-frm-008-SelfReportedTax-Estimate_or_Garnishments.pdf

Tips and Tricks

Posting to A/R

You can post All Estimate Filings at the same time or post them by ST Account

Protest Flags

When used, once you are ready to remove the protest flag, you can Shift-Click to select all records with a protest code to remove them all at the same time.
You can also, add a protest code for multiple records with the same procedure.

Self Reported Business Tax – Filings Occasional

Overview

The Self Reported Tax Occasional Filing has the same functionality as the standard Self Reported Tax Filing with the exception that the record is created without a Period being specified. This feature is designed for the occasional or “seasonal” business. As an added feature businesses that initially begin using the occasional filing model may at a later date be converted to a standard period based filing.

Self Reported Business Tax – Filings

Overview

Under the Business Tax Filing tab, the Filing Information sub tab is used to enter collection information, to view totals, interest payments, and levies for each Business Tax record. The Filing Information tab may also be referred to as the Business Tax Data Entry form.

Display A/R Information by Period

By default the information that is displayed under the Self-Reported Tax Filing tab > A/R Information group, is obtained from (Table: ST_FILING_MASTER). When a filing is posted, by default, the A/R Information is displayed by AR_ID. In Govern for .NET, when required, the Display by Period option, when selected will display balance information by the ST_ID. Deselect the option to view the balance by the AR_ID. See Self-Reported Business Tax Display A/R by Period

Group Adjustment (All Years)

This enhancement was released in version 6.1.1706.
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. See A/R Group Adjustment (All Years)

Allow Creation of Negative Levies

This enhancement was released in version 6.0.1702 / 6.1.1702.
Enabling this option will allow users to enter a negative amount in the Self Reported Tax Filing Information form, thereby creating a negative levy. When the return is posted to the A/R the levy will be created as a negative invoice which will credit the balance. See the user documentation below for details.
101-st-fea-009_Allow_Creation_of_Negative_Levies.pdf

SRT Transfer Filing

This enhancement was released in version 6.0.1605 / 6.0.1605 (June 2016).
When users erroneously file under the wrong period, there was no straightforward process available to transfer the filing. The Govern system now allows a transfer to any Unfiled Filing Period with the same Category. Refer to the document below for details.
101-st Allow Creation of Negative Levies.pdf

Accounts Receivable (AR) Class Code Included in Balance Forward

Overview

The A/R Inquiry Custom Control is used to display, create and maintain all transactions linked to an Account Receivable. In situations where there are multiple Class Codes, a situation can result with imports after using the Govern Data Extraction Tool (DET). This would be an import into the same A/R Class that would 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 the same descriptions, but with multiple A/R Classes.

In Govern, on the Accounts Receivable > A/R Inquiry sub tab, two (2) grids are present. In the lower grid. A click on Balance Forward Detail, will display the following:

User Interface

A new Column titled AR Class Code is now present in the A/R Inquiry Detail grid. There is now an A/R Class, and a Description column

This feature will be present when the following display options are selected:

Balance Forward Detail
Applied Records

Functionalities

The AR Inquiry form is made up of two principal areas, a Summary grid, and a Detail grid. Additional details of this form may be found in the A/R Inquiry form documentation. For this feature, the new columns, A/R Class Code and Description, are available when selecting the Balance Forward Detail, or the balance forward Applied Records.

NOTE: The columns are not available in the Balance Forward because this information is broken down by installment and transaction type. As a result there will be no information in the Class Code column, the breakdown is only by transaction type.

101-ar-fea-011

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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

Delinquency Collection Batch Processes

Overview

Prerequisites

Defining Security Permissions for the Delinquency & Collections Batch Processes

Transfer A/R to Delinquency

Running the Process Delinquent A/R Procedure

Running the Finalize Delinquent A/R Batch Process

Transfer A/R to Delinquency Log Files

Delinquency Posting

Viewing Posted Delinquency and Collection Records

Troubleshooting

Documentation

Related Topics

Accounts Receivable (A/R) & Cash Collection (CC) API WEB Service

Overview

Installation and Setup

What’s New!

AR Web Service for Key Bank (TM)

Documentation

Version 6.0 / 6.1

ST Estimate Filers & Garnishment

Overview

Description

Requirements

Populate the NAICS tables

Enable the NAICS Table Lookup

Business Entity Designer (BED) Configuration

OpenForms Designer (OFD) Configuration

Estimate Business Rules

Documentation

Tips and Tricks

Posting to A/R

Protest Flags

Related Topics

Self Reported Business Tax – Filings Occasional

Overview

See also

Self Reported Business Tax – Filings

Overview

Display A/R Information by Period

Group Adjustment (All Years)

Allow Creation of Negative Levies

SRT Transfer Filing

See also

Related Topics

Accounts Receivable (AR) Class Code Included in Balance Forward

Overview

User Interface

Functionalities