AR – Security by Area Form

Accounts Receivable (A/R) Security by Area Form

Version 6.0 | Version 6.1

Overview

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

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AR – Manage Credited Interest on Refunds

Managing Credited Interest on Refunds

Overview

The following setup can be performed in order to credit the interest, This can be useful if a client was refunded the amount of an overpayment but was not given the interest.
Credited Interest is available for Open Cash Credit (OCH) transactions only.

Documentation

To view or download this information in pdf format, click on the following link:
101-ar-fea-010-CreditedInterest.pdf

Prerequisites

The first step is to create the required A/R Class Codes for Credited Interest or to ensure that they are created. A/R Class Codes for the following transaction types are required:

ICR – Interest Credited: The interest on the refund is automatically transferred to this A/R Class Code.
OCH – Open Cash Credit: The overpayment is automatically transferred to this A/R Class Code. An A/R Penalty Interest Method is required for this class code.

Creating an A/R Class Code for Credited Interest

You need to create an A/R Class Code for Credited Interest. The transaction type is Interest Credited. No Interest or Penalty method is associated with this A/R Class Code.

To create an A/R Class for Credited Interest:

Launch GNA.
Select Application Configurations > Accounts Receivable > A/R Class.
Click New to create a new A/R Class Code.
Enter a unique set of characters to identify the A/R Class Code in the Code parameter.
Enter descriptions in the Short and Long Description fields.
Select the subsystem from the Subsystem drop-down list.
Select a cycle code from the Cycle drop-down list.
Complete additional parameters as required.
Click Save.

Creating an A/R Class Code for Open Cash Credit

Because Credited Interest is available for Open Cash Credit (OCH) an A/R Class Code for OCH transaction with interest must be created.

Note:Only the standard interest methods can be used. Credited Interest is not available for the custom interest methods.

To create an A/R Class for Credited Interest:

Launch GNA.
Select Application Configurations > Accounts Receivable > A/R Class.
Click New to create a new A/R Class Code.
Enter a unique set of characters to identify the A/R Class Code in the Code parameter.
Enter descriptions in the Short and Long Description fields.
Select the subsystem from the Subsystem drop-down list.
Select a cycle code from the Cycle drop-down list.
Select an interest and penalty method from the Interest / Penalty drop-down list.
Select the A/R Method button to complete the Penalty / Interest parameters.
Enter the amount of interest and the Due Date Method.
Fields vary according to the method selected.
Click Save on the Interest Penalty window.
Click Save on the A/R Class window.

Creating a Transaction with Credited Interest

Credited Interest is created for over-payments.

The amount of the overpayment is displayed as an Open Cash Credit in Govern Accounts Receivable.
In the following screen shot an example of an overpayment of $113.97 on a Real Estate bill is shown.
To view the Open Cash Credit:

Launch Govern.
Open a Profile that contains Accounts Receivable.
Open the Accounts Receivable form.
Perform a search to retrieve the applicable record.
The Payment and Open Cash Credit must be posted before you can create a Refund.
Right click on the payment to open the Refund form.
The interest accrued on the overpayment is displayed in the Interest field on the Refund form.
Enter the deposit number for the refund in the Deposit Number field.
Click Save.

The Credited Interested is displayed in A/R Inquiry.

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AR/CC – Business Rules MATRIX by Sub-Systems

AR/CC Business Rules MATRIX by Sub-Systems

Version 6.0 – Version 6.1 (In Development)

Source Document

A/R CC Business Rules MATRIX (MS Excel)

Download Matrix in MS excel – 101_ar_BRULES_MATRIX.xlsx
.PDF Format – 101_ar_BRULES_MATRIX.pdf

Registry Settings Matrix

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AR – Payment Data Entry Rules

Accounts Receivable Payment Data Entry Rules

Overview

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

Parameters

The following parameters impact payment data entry.

Parameters – Accounts Receivable General Parameters

Use Proportional Distribution (Deprecated in 6.0)

Select this option to enable Proportional Distribution for cash collection. With Proportional Distribution, payments are distributed according to the amount owed on each account.
For example, if the client pays $100.00 but owes $150.00 for electricity and $50.00 for water, $75.00 is paid towards the electric bill and the remaining $25.00 towards the water bill.

Minimum Percent or Amount to Collect

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

The Allow Payments < Late Charges Due option is selected
The User has the Security access to the Payment Amount define in OpenForms Designer (OFD) – to be validated in cc
- For example: If you enter 50%, the minimum payment amount is 50% of the installment due. The user cannot enter less than the calculated amount in the Payment Amount
If the previous installment is not completely paid, the remaining amount is added to the current installment. This amount needs to be paid before the minimum amount on the current installment can be collected.
- For example, a $3,000. Tax bill is divided into three installments of $1,000.
  - The minimum collection amount is 50% ($500. in this example).
  - The client pays $800.00 on the first installment, leaving $200.00 remaining.
  - This is added to the second installment.
  - The minimum amount that can be paid on the second installment is $700.
  - $200.00 (unpaid amount from first installment) +500.00 (minimum collection amount for second installment).
The Minimum Percent or Amount to Collect can be the same for ALL sub-systems (General) or vary by module (Sub-System)

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

Collection Year

For Real Property and …..

The last year for which you are collecting bills.
- For example, if you enter 2015, payments cannot be made on bills dated 2014 and before.
Typically, this option is used by municipalities that transfer bills to the county, or to another level of government, after a set time has passed.

Use Exact Installment

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

Security

T/C

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AR – Payment Application Priorities Business Rules

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

Version 6.1

Overview

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

Parameters

Mainly, the following parameters impact the payment priority order:

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

Ignore Year:

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

Application Order

Payments application order:

Sub-System

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

A/R Class Code

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

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

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

History / Inactive Account

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

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Accounts Receivable (A/R) Object – ERROR Messages

Error Messages System Resources

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

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

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

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AR – Configuration

Accounts Receivable (A/R) Configuration

Overview

This section provides an overview of the A/R administrative forms. For the complete reference guide, see 101-all-001-GovernAccountsReceivable-(man)-(6.0).
For the A/R Transaction Rules, see 101-ar-001-AR-TransRulesGL.

Parameters

General Parameters

The General Parameters are used for setting default A/R parameters for all subsystems.
See the A/R 101-ar-001-AR-AdmGnrlPrmtrs document.

A/R Class Parameters

A/R Class Codes are associated with transaction types and linked to G/ L account numbers. You can define penalty and interest computation methods.
See the A/R Class Codes wiki page and the 101-ar-001-AR-AdmClassCodes document.

A/R Method

A/R Methods are used for calculating penalty and interest charges. They are linked to A/R Class Codes.

G/L Distribution Parameters

G.L Distribution Parameters are used for creating G/L accounts for various items.
See the 101-ar-001-AR-GLDistSetup document and G/L Distribution Setup in AR Parameters.

G/L Transaction Setup

The G/L Transaction Setup form is used to define the calculation method for General Ledger accounts.

Cash Collection Parameters

Default Cash Collection parameters apply to payment entry and inquiry forms and facilitate data entry.

A/R Subsystem Priorities

The A/R Subsystem Priorities form is used for setting the order in which centralized cash collection and lockbox payments are made.

Copy to Year

Use the A/R Copy to Year form in order to copy the following A/R data from one fiscal year to another: A/R Class Codes, A/R Methods, and G/L Distribution Parameters. All data are copied. See the 101-ar-001-AR-CopytoYear document.

Deposit Type

Use the A/R Deposit Type form in order to define the deposit type codes and their allowed AR Transaction Types.

Security

Security for A/R Forms

In order to complete the security setup for Accounts Receivable in Govern OpenForms v6, access to GNA, the GSM, and the OFD is required.
Because the A/R Inquiry form is built on a custom control, the security is different from other user forms. See the 101-ar-001-AR-AdmOpenFormsSecurity document.

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