AR – General Ledger (GL) Parameters

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

Overview

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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AR General Parameters – Specification

Accounts Receivable (A/R) General Parameters – Specification

Overview

please note that the following parameters apply to all sub-systems.

Minimum Balance to Compute Charges, or %

Enter the minimum balance, as an amount or percentage, on which late charges, such as interest and penalties, can be applied.
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, unless the Allow Payments < Late Charges Due option at the top of this form, is selected, or if the user has Full Access Rights to the function. – to be validated for CC

Department Used from the Web

If you are using the Web portal, select a default department for managing the Web data.

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 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 by Area (Deprecated in 6.0)

Select this option to enable the A/R Security form. This from is used to define user access rights to the A/R functions according to subsystem and the value of the selected field. This setting is valid for Govern for Windows only. In Govern.NET, security is managed through the Govern Security Manager (GSM).

Reapplication of Funds

The following options are available on the Accounts Receivable General Parameters form for bypassing the reapplication of funds for Land Management (LM), Miscellaneous Billing (MB), Special Assessment (SA), and Self-Reported Tax (ST). When you apply the bypass to an overpayment made on a permit, Miscellaneous billing charge or special assessment project, it is saved as an Open Credit Transaction (OCT). Otherwise, the amount exceeding the payment due is applied to another permit, invoice, project, or Self-Reported Tax period. You are also able to apply the bypass or the reapplication of funds separately to the Miscellaneous Billing, the Land Management, the Special Assessment, and the Self -Reported Tax subsystems, by selecting or deselecting the following options, as applicable. New in 10.8

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.

Allow Apply Penalty from A/R Inquiry

Select this option to display and enable the Apply Penalty button on the Detail tab of the A/R Inquiry function. With this button, the Govern user can apply penalties on selected accounts directly from the A/R Inquiry function and Cash Collection – to validate

Activate G/L Validation

Select Activate G/L Validation if you are using Govern’s General Ledger interface, in order to ensure that valid G/L account types are entered for the A/R class, according to the transaction type selected. When this option is selected, only valid G/L account type fields are enabled on the G/L Distribution Parameters form. New G/L accounts are saved to the AR_PARM_GL_ACCNT table. If you are upgrading to Govern for Windows from an earlier version, the accounts saved to AR_PARM_GL_DISTR are transferred to this table. If you are not connected to a G/L interface database, the Account Type dropdown lists, on the G/L Distribution Parameters form, are populated from the AR_PARM_GL_ACCNT table. – to validate

Bypass Funds Reapplication

When the Bypass LM/MB/ST/SA funds reapplication option is selected, unless an invoice number is specified, any payments will be recorded as an Open Credit transaction (OCT). Unless an invoice is referenced, the OCH amount cannot be applied to any invoices in the system. The system will now apply the OCH to a non-referenced invoice when the Bypass LM/MB/ST/SA funds reapplication option is selected. New in 10.8

ACH (PAP) Supported via Payment Plan

See ACH Management for more information
Select this option to add ACH Preauthorized Payment Support as an option for Payment Plans.

Deposit Number Setup

See A/R Deposit Parameters for the setup information and A/R Deposit Types
Activate Deposit Management

Deprecated? in OpenForms 6.0. Deposit is MANDATORY.

Separate Deposit for Credit Card

Select to record the credit card payments in a separate deposit number

Auto-Assign Deposit Number

See A/R Deposit Parameters for all options

Prevent Override of the Deposit Number

Deprecated?

ACH City and Bank Parameters

See A/R ACH Management for more information.
Destination Bank Name

Enter the name of the bank that manages your ACH processing

Destination Routing No.

Enter the routing number of the bank that manages your ACH processing. This is a unique eight digit number used to identify the financial institution.

Origin Bank Name

Enter the name of your regular bank

Origin Routing No.

Enter the routing number of this bank

Company ID (City ID)

Enter the identification number for the city or company making the deposit, in the Company ID field. Typically, this is the same as the Federal Tax ID.

Bank Account

Enter the account number of the bank entered in the Origin Bank Name field. This is a unique eight to seventeen digit number.

File Descriptor

A file descriptor field is available in the ACH City and Bank Parameters group in the Accounts Receivable General Parameters form. This is used for specifying a custom ACH string to insert into the header of an ACH file.
The File Descriptor string is different for each bank and so should be verified before it is entered. The string that is entered will appear as the first line the ACH file that is generated.

General Sub-systems

The following parameters are common to several subsystems
Link A/R to Names

If this option is deselected the A/R is linked by property; if selected the A/R is linked by name. 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 and either selected, if the A/R is always linked by name for the subsystem, such as the Motor Vehicle Excise Tax subsystem or deselected, if the subsystem is always linked by property, such as the Special Assessment subsystem.

A/R Master by Fiscal Year

If this option is selected, A/R records for the account are saved by fiscal year. For some subsystems, this option is disabled and either selected, if the A/R records for the subsystem are always saved by fiscal year, such as the Tax & Assessment subsystems or deselected, if the A/R records for the subsystem are not saved by fiscal year, such as the Utility Billing subsystem.

Real Property Tax Parameters

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

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). – Deprecated in 6.0, Cycle Code is mandatory

Over, Short, and Duplicate Method

If this option is selected, duplicate and overpayments are handled as follows: The real property tax is paid, leaving a zero balance. A credit is generated for the difference.

Penalty / Int. Breakdown (Batch)

See Linking an A/R Class to Penalty and Interest A/R Classes on page 19. – to be validate

Minimum Collection % or $

Enter the percentage or amount acceptable for minimum collection. Overrides the amount or percentage entered in the General Section

Collection Year

Enter 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.

Personal Property Tax Parameters

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 such as, county, district and school (Table: VT_USR_ARCYCLE). – Deprecated in 6.0, Cycle Code is mandatory

Penalty / Int. Breakdown (Batch)

See Linking an A/R Class to Penalty and Interest A/R Classes.

Allow Payments < Late Charges Due

Select this to allow the collection of payments that are less than the late charges due. When this option is selected, the Minimum Collection % or Amount fields are disabled.

Minimum Collection % or $

Enter the percentage or amount acceptable for minimum collection, if applicable.

Other Tax Parameters

For the following 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.

Motor Vehicle Excise Tax
Boat Excise Tax
Aircraft Excise Tax

Allow Payments < Late Charges Due

Select this to allow the collection of payments that are less than the late charges due. When this option is selected, the Minimum Collection % or Amount fields are disabled.

Minimum Collection % or $

Enter the percentage or amount acceptable for minimum collection, if applicable.

Utility Billing Parameters

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.

A/R Master by Fiscal Year

This option is disabled and deselected. Utility Billing records are not saved by year.

Linking an A/R Class to Penalty and Interest A/R Classes

There are three ways in which penalty and interest charges can be handled.
- Select the Penalty / Interest Breakdown (Batch) to use the Penalty.
  - When this option is selected, the same A/R Class Code is used for the transaction, the penalty, and the interest. However, they are entered with interest (int) and/or penalty (pen) transaction types. For details, see A/R Class CodeProcess MAP on page 415.
  - 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 and 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. Then, 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.

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.
- 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, $.50 is charged through a water class code and $.50 through a sewer class code.

Miscellaneous Billing Parameters

For the Miscellaneous Billing.
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 guide for more information.

Tax Title Parameters

To be reviewed. Tax Title now part of the Delinquency Module
For the Real Property, Personal Property, and Land Management Tax Title.
Link A/R to Names

The Link A/R to Names option for each tax title subsystem is defined by 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 these options are selected, the A/R is linked to the following names:
- 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 General section for more information.

Other Parameters

For the Special Assessment, Land Management, Deed, Self-Reported Tax, and Bankruptcy.

Special Assessment Subsystem

The Link A/R to Names and A/R Master by Fiscal Year options are not applicable to the Special Assessment subsystem.
A/R Class Principal

Select the default A/R class for the principal from the drop-down list.

A/R Class Interest

Select the default A/R class for the interest from the drop-down list.

Land Management 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, such as, the applicant for a permit record. Refer to the Permit & Inspections guide for details.

A/R Master by Fiscal Year

Select this option to save Land Management A/R records by fiscal year. Refer to the Permits guide for more information.

Switch to Voluntary Payment when Payment without A/R

In Govern for Windows, users of the Payment Data Entry function may need to make a payment to a Name or Property account that has no open A/R account. In such instances, the Transaction Type must be entered as a Voluntary Payment. If a payment is attempted and the Transaction Type is set to Payment, an error message is generated. When the Switch to Voluntary Payment when Payment without A/R option is selected, any transactions without a valid A/R Account will be automatically changed to a Voluntary Payment transaction type.

Land Management 2 Subsystem

When you create A/R Class Codes, you can select Land Management 2 from the Sub-System drop-down list. This is provided as second classification. You can configure separate security for this sub-system. For all other settings, the Land Management options are applicable to both

Deed Information 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. Refer to the Property Control and Mass Appraisal Sales and Comparable Sales guides for more information.

Self-Reported Tax Subsystem

Link A/R to Names

All Self-Reported Tax records are created by name. This option is 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.

A/R Method

Due Nb. of Days

Use when the Apply Due Nb of Days is checked. for compound interest

Apply Due Nb of Days (Compound Interest)

A setup has been added for the standard interest method when using compound interest. In Govern Admin, a new check box called Apply nb. of days due for compound interest has been added that will apply for all standard interest methods.
You can now specify the date to start charging compound interest. New in 10.8 NOTE: The A/R Method forms are used for setting the calculation method for applying penalty and interest charges for the selected A/R Class. Penalty and Interest calculations are based on the effective date and due date of the bill. They can be applied as a one-time charge, or on a daily or weekly basis. Multiple A/R Methods are available. You can define percentages, length of discount period for calculating the interest and penalty.

103-ar-parm-General-spec

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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:

Launch GNA.
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

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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).

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).

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

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AR Module Priorities

Accounts Receivables Module Priorities

Overview

The A/R Subsystem Priorities form is used to define the order that payments, entered through the Lockbox utiliy and Centralized Cash, are distributed.
To set up the subsystem priorities:

Launch GNA; select from the ribbon, Application Configurations > Accounts Receivable > Subsystem Priorities

Priority:

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.

Payments application order:

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.
If two subsystems have the same priority number, payments are made in alphabetical order.
See payment application business rules

A/R – Transaction Type Rules

This table lists the business rules and behavior by transaction type. Click here for the printable FULL format spreadsheet.

Trans Type	+/-	Sign Reversal	Class Code Req’d	a/i	Affected Column	G/L Account DEBIT	G/L Account CREDIT	Notes
Inv	+	Yes	Yes	a	Principal	A/R	Def. revenue or Revenue of trans code
	–	Yes	Yes	i	Credited	Def. revenue or Revenue of trans code	A/R Trans code
Adj Mcr Td Tt Ttx	+	Yes	Yes	a	Adj	A/R	Def. revenue or Revenue of trans code
	–			i	Credited	Def. revenue or Revenue of trans code	A/R of applied record
Ab	+	Yes	Yes	a	Applied amount in Abated	Def.Revenue or Revenue and A/R of trans code	A/R of applied record and Revenue of Trans code
	–		Yes	i	Subtract from Abated	A/R and Revenue	Def. revenue or Revenue of applied record and A/R of Trans Code	Amt. must be ≤ previously entered abatement
Chg Dmd Fee Int Pen Tri, Tti, Ttp	+	Yes	Yes	a	Charge Demand Fee Interest Penalty	Part of Cash Transaction: Cash Otherwise: A/R	Part of Cash Transaction: Revenue of trans code. Otherwise: Def. revenue or Revenue of trans code
	–			i	Credited_ I	Def. revenue or Revenue of trans code	A/R of applied record	Amt. must be the balance due for the Trans Code Class and Category The Amt in Paid_I is moved to Credited_I and Paid_I is applied following the rules for a cash transaction.
Pmt Vp	+	Yes		i	Paid	Cash or Deferred revenue	A/R or Revenue of applied record	Amount must be zero or positive.
	–	N/A
Pdt	+	Yes		i	None	None	None	On the postdated date, a negative pdt and a pmt are created.
	–			i	None	None	None
Dct	+	Yes		i	Discount	Discount or Deferred revenue	A/R or Revenue of applied record	Amt. must be ≤ the Principal Balance Due
	–			i	Subtract from Discount	A/R or Revenue of applied record	Discount or Deferred revenue	Must be ≤ the total discounted for the specified class.
Dep	+	Yes	Yes	a	Deposit	Cash	Revenue of trans code
	–		Yes	i	None	Def. revenue or Revenue of trans code	A/R or Revenue of applied record	Must equal previously entered deposit
Dup Ovr	+	Yes	Yes	a	Adj	A/R	Def. revenue or Revenue of trans code	Trans code is system generated
	–			i	Credited	Def. revenue or Revenue of trans code	A/R of applied record	Trans code is system generated
Ocr	+	No		a	Credited	none	none	Trans code is system generated
Och	+	No		a	Paid	Cash	A/R of Trans code	Trans code is system generated
Rev	+	Negative CC Trans		i	Subtract from Paid	A/R or Revenue of applied record	Cash or Deferred Revenue
	–			i	Paid	Cash or Def revenue	A/R or Revenue of applied record	Can reverse a rev trans only.
	–	Negative CC Trans	Yes	i	Subtract from Refund	Cash	A/R of Trans code
Sht	+	Yes		i	Credited	Def. revenue or Revenue of trans code	A/R of applied record	Trans code is system generated
	–			a	Adj	A/R	Def. Revenue or Revenue of Trans code	Trans code is system generated
Tx1 Tx2	+		Yes	a	Tax1 or Tax2	A/R	Def. revenue or Revenue of trans code
	–		Yes	i	Subtract from Tax1 or Tax2	Def. revenue or Revenue of trans code	A/R of Trans code	Amt. must be ≤ the previously charged taxes.
Ajb	+	Yes	Yes	a	Adjusted_Bill_D	A/R	Def. revenue or Revenue of trans code	Trans code is system generated
	–		Yes	i	Adjusted_Bill_C	Def. revenue or Revenue of trans code	A/R of applied record	Trans code is system generated
lcr	+	Yes	Yes	a	Applied Amount in Credited	Def. revenue or Revenue of trans code	A/R of applied record and Revenue of trans code	Trans code is system generated
	–		Yes	i	Subtract from Credited	A/R and Revenue	Def revenue or Revenue of applied record and A/R of Trans code	Trans code is system generated

Transaction Type with Optional A/R Class Code Rules

The following rules apply to all transaction types with an optional A/R Class Code:

If an A/R Class Code is entered, only the record for that specific class is credited or updated.
If the A/R Class Code parameter is left blank, the records for all A/R Class Codes are updated.
If the A/R Class Code parameter is left blank, the entered amount must be less than or equal to the balance due for the transaction code and category.

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AR – Transaction Types

Accounts Receivable (A/R) – Transaction Types

Overview

The following table provides a description and abbreviation for each A/ R transaction type. The transaction types are saved to VT_SY_ ARTRTYPE in the Govern database. They are used to populate the Transaction Type fields, on the A/R Class Parameters form on the A/R Transaction forms.

Click here for the pdf version.

The Transaction Type Codes are recorded in the AR Detail records.

Code	Transaction Type	Description
ab	Abatement/Exemption	A reduction of a payment or release from a payment.
adj	Adjustment	A modification made on an account or bill.
ajb	Adjusted Bill	A modification made to a Partial Billing record.
chg	Charge	An amount applied on an account or bill.
dct	Discount	A reduction on the total value or gross amount.
dep	Deposit	An amount of money placed in a bank.
dmd	Demand	A special charge applied to delinquent bills. This is used in the Motor Vehicle Excise Tax subsystem
dup	Duplicate Payment	A second payment made to cover an amount already paid.
fee	Fee	An amount charged for a service or product.
int	Interest	A charge, usually a percentage, applied on delinquent bills or borrowed money.
inv	Billed (Invoice)	A list of itemized amounts for goods and services.
mcr	Misc. Cash Receipt	An amount charged for an item not covered by other categories.
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 an installment. This is used in the Real Estate Tax module only. Note: The Over, Short & Duplicate Method option must be selected on the Accounts Receivable General Parameters form in Govern Admin.
pdt	Postdated Payment	A payment dated later than the current date.
pen	Penalty	A charge applied on delinquent accounts.
pmt	Payment	Money given in exchange for goods or services.
rev	Payment Reversal	A correction made when an payment error has been entered and posted or a Not Sufficient Funds (NSF) check has been processed.
rf	Refund	An amount of money returned when an overpayment has been made.
sht	Over & Short	An amount generated from the Automatic Generation of Over & Short batch process.
td	Tax Deferral	A postponed tax payment.
tri	Transferred To Tax (I/P)	Interest and penalty charges transferred from the Special Assessment subsystem
tt	Tax Title Lien	A charge applied on property for the fulfillment of a debt or duty.
tti	Tax Title Lien Interest	The interest generated from the tax title.
tto	Transferred Principal	The amount of principal transferred to tax.
ttp	Transferred (Interest and Penalty)	The amount of interest and penalty transferred to tax.
ttx	Transferred To Tax	The total amount transferred, including principal and interest.
tx1	Sales Tax 1	A Sales Tax calculation method in which the first and second taxes are added together; then, applied to the bill.
tx2	Sales Tax 2	A Sales Tax calculation method in which the first tax is added to the bill; then, the second tax is calculated on this amount.
vp	Voluntary (Advanced) 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, on a Govern user form, an AR_ID is required for the NA_ID or P_ID associated with the record.

NOTE: The Deposit, Postdated Payment, Payment, and Voluntary Payment transaction types are not distributed to Govern’s G/L

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

Overview

G/L Transaction Parameters

Setup Guidelines

G/L Ledger Distribution

Accounts Receivable (A/R) General Parameters – Specification

Overview

Minimum Balance to Compute Charges, or %

Department Used from the Web

Bill Number Prefix

Use Exact Installment

Security by Area (Deprecated in 6.0)

Reapplication of Funds

Use Proportional Distribution (Deprecated in 6.0)

Allow Apply Penalty from A/R Inquiry

Activate G/L Validation

ACH (PAP) Supported via Payment Plan

Deposit Number Setup

ACH City and Bank Parameters

General Sub-systems

Real Property Tax Parameters

Minimum Collection % or $

Collection Year

Personal Property Tax Parameters

Other Tax Parameters

Utility Billing Parameters

Miscellaneous Billing Parameters

Tax Title Parameters

Other Parameters

Special Assessment Subsystem

Land Management Subsystem

Land Management 2 Subsystem

Deed Information Subsystem

Self-Reported Tax Subsystem

A/R Method

Due Nb. of Days

Apply Due Nb of Days (Compound Interest)

Accounts Receivable (AR) General Parameters

Overview

Documentation

Action Buttons

Accounts Receivable General Parameters for All Subsystems

ACH City and Bank Parameters

Related Subsystem Parameters

General Information for Related Subsystem Parameters

Bankruptcy

Boat Excise Tax

Business License Subsystem

Deed Information Subsystem

Delinquency Collection

Land Management Subsystem

Miscellaneous Billing Subsystem

Web Default Class

Motor Vehicle Excise Tax

Personal Property Taxation Subsystem

Real Property Sub-System

Self Reported Tax Subsystem

Special Assessment

Utility Billing Subsystem

Tax Title Parameters

See Also

Accounts Receivable General Parameters – Miscellaneous Billing

Overview

Bypass MB/LM/SA/ST funds reapplication

Default Rules of applying OCH

A/R Master by Fiscal Year

Allow payments < Late Charges Due

Accounts Receivables Module Priorities

Overview

Priority:

Ignore Year:

Payments application order:

Related Topics

A/R – Transaction Type Rules

Transaction Type with Optional A/R Class Code Rules

Accounts Receivable (A/R) – Transaction Types

Overview