Std. Integrity Business Rules

Govern Standard Integrity Business Rules (To be or not to be!)

Overview

The following integrity rules ensure that record dependencies are maintained when inactivating or deleting a record to ensure no orphan records are created.
These rules are referred to as Govern’s “To be, or not to be” business rules.

Inactive parcels are grayed out in the tree view and the records are read-only.
A effective and Inactive year is used in Govern to determine if a property or building is active.
In some modules (Self Reported business tax and Personal Property tax…) it is possible to temporarily deactivate an account

Property Control

Parcels (Property Info)

The property master information record PC_PARCEL is not year based.

It is considered ACTIVE when the EFFECTIVE YEAR is equal to or less than the current year.
It is considered INACTIVE when the INACTIVE YEAR is equal to or less than the current year.

If a parcel was created or inactivated in the middle of a role year (splits merges, new subdivision), then the dates are used and verified.

It is considered ACTIVE when the EFFECTIVE YEAR = or < than the current year AND the current date is equal or greater than the EFFECTIVE DATE.
It is considered INACTIVE when the INACTIVE YEAR = or < than the current year AND the current date is equal or greater than the INACTIVE DATE. (validate if inactive year must be year + 1 of the inactive date)
When a parcel is inactive all the records in the different tables must be inactivated for the current AND the future years.
All tables with frozen_id and year_id are set to inactive by setting their frozen id to -32766.
All link tables with EFFECTIVE_YEAR, INACTIVE_YEAR, FROM_YEAR, END_YEAR, EFFECTIVE_DATE, INACTIVE_DATE, FROM_DATE or END_DATE must also be inactivated

Parcel Linking

Parcels can be linked together using the parcel linking function PC_PARCEL_LINKS, generally used for condos.

A property is considered part of the link if its parcel linking effective date is less than or equal to the current date and the effective date is greater than the current date
If a property that is the MASTER record of a link is inactivated, than all the records in the link are inactivated

Buildings

The physical buildings are linked to the property using PC_LK_PARCEL_BLDG records that are not year based.

It is considered ACTIVE if the property is ACTIVE
It is considered ACTIVE when the EFFECTIVE YEAR is equal to or less than the current year.
It is considered INACTIVE if the property is INACTIVE
It is considered INACTIVE when when the INACTIVE YEAR = or < than the current year AND the current date is equal or greater than the INACTIVE DATE (same validation)

If a building is inactivated, then

Mass Appraisal Building Information MA_BUILDINGS is inactivated (-32766)
Mass Appraisal Miscellaneous Structures linked to a MA_BUILDINGS (to be verified)

Building Linking

Buildings can be linked together PC_LK_BLDG_TO_BLDG using the Building Linking function

The same rules apply as Parcel Linking

Names

Name records NA_NAMES cannot be deleted if in used:

Owner
Occupant
Releated Name
Grantor and Grantee

Property Locations

Property Location records PC_LOCATION cannot be deleted if a building is linked to it.

Mass Appraisal

Appraisal records are year and frozen id based.

MA Property Information

The Mass Appraisal Property Information MA_MASTER must exist for any computation to take place.

The record cannot be deleted if any appraisal components are linked to it
If an appraisal record is created in land, building, site, MRA, income, personal property, miscellaneous structure, the MA MASTER will be created for the specific year and frozen id if it does not exists. Note: The Valuation Method will be set to Cost (1).

MA Sites

All Mass Appraisal components are linked to a site record MA_SITE

Still Active Site Record Cannot be Deleted! if a site record is used by another mass appraisal component, it cannot be deleted.

Linked to INCOME or MRA

Land records linked to an active Income or MRA record cannot be deleted
Building records linked to an active Income or MRA record cannot be deleted

Tables Considered

The following tables are considered when applying these rules: (to be reviewed)
Refer to each module section for the list of tables applicable.

Property Control (PC)

PC_PARCEL
PC_LEGAL_INFO
PC_AREA
PC_PARCEL_LINKS
PC_LK_PARCEL_BLDG
PC_LK_BLDG_TO_BLDG

Real Property Tax (TX)

TX_EXEMPTIONS
TX_LEVY_MASTER
TX_LK_LEVY_EXEMPT
TX_QC_REP_FISCALE
TX_RE_ASSESSMENT

Mass Appraisal (MA)

MA_CA_VAL_TRACKING
MA_INCOME
MA_INC_INFO
MA_INC_SIMULATION
MA_LAND
MA_LD_INFO
MA_LK_EXEMPTIONS
MA_LK_INC_FIELD
MA_MASTER
MA_MISC_STRUCTURES
MA_MRA
MA_OVERRIDE
MA_SALE_SAVED_P
MA_SITE
MA_VALUES_TABLE

Personal Property (PP)

An account can be temporarily inactivated (to be validated)

PP_ASSESSMENT
PP_ASSESSMENT_DET
PP_AUDIT_INFO
PP_EXEMPTIONS
PP_LEVY_MASTER
PP_LK_LEVY_EXEMPT
PP_TEMPLATE_AS

100-std-brules

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101-std-fea-010

Freeze and Audit Business Rules

Overview

This information will be provided when available.

101-std-fea-010

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Roll Forward Business Rules

Roll Forward

Overview

Frozen ID

For property base information, the system works internally with a PARCEL ID (parcel number), YEAR ID and FROZEN ID. Frozen ID is used in the MASS APPRAISAL as well as in the TAX ASSESSMENT.

The FROZEN ID coding system:

FROZEN ID	Description
0	This is the CURRENT record for the year id
1, 2, 3, 4, 5, 6, etc.	Frozen Sale information. Each time a sale is entered in a year, the ID will increment by 1
-1	This is to protect the ORIGINAL CERTIFIED value prior to any changes made in the year
-2, -3, -4, -5, -6, etc.	These records are created when an audit is finalized
-32766	These records are properties that were cancelled / inactivated through the split merge function
-32765	These records are What If data
32767	These records are simulation data

NOTE: No frozen ID record -1 will be created for a year where a split merge is created and not finalized. No message is displayed. However, the Roll forward will apply.

Value Computation

ONLY the characteristic changes of properties are rolled forward. Since it is likely that these changes would contribute to valuation changes, all records for all years affected by the roll forward are sent to the Daemon for value computation.

Audit

Frozen ID’s are used in Appraisal and Tax to freeze a record after a change. It is then possible to see what has changed during a specific time in a year. The first audit will create frozen id -2 and will be incremented by -1 for the subsequent changes.
Please note that prior to any changes made, once the YEAR has been CLOSED (History = -1 in MA _ MASTER) a record of -1 will be created to record the original state before saving any changes.
The entry date will also play a role in the process.

Sale

Frozen ID’s are used to freeze information when there is a sale, so that it is possible to view and modify the property characteristics as they were at the time of the sale. For each year (fiscal year or role year, the Frozen id will start at 1 and increment by 1 for each sale.
In order to record what the Tax information was at the time of the sale, the same FROZEN ID will be used for Mass Appraisal and Tax as well as PC Area and Legal Information.

Roll Forward

The Roll Forward feature (parameter) is used to duplicate the creation of records, deletion of records and changes made to existing records for future years that are already initialized…

The best example is a situation where the current year is 2012 and 2013 year data has been initialized to start preparing for next year assessment or tax roll. In the event of an appeal in 2012, any changed made will be rolled forward to 2013 if answered yes when prompted by the system to roll forward this change. It is important to know that only the CHANGE will be brought forward.

Roll Forward Business Rules

If an organization has Property Control, Mass Appraisal and Tax Billing and a change is made to Mass Appraisal, roll forward of all MA tables and PC tables will occur up to the last year recorded in MA MASTER (Property Info). If a change is made to Real Estate, the roll forward will occur for RE and PC up to the last year recorded in RE_MASTER (Tax Master). If a change occurs only in PC, there will be no roll forward as Property Control is not year based.

Roll forward by type of record (Regular, Sale and Audit)

Regular mode

In this example, the property was created in 2009, adjusted mid-year 2009, and sold in 2009.
The sale has created a frozen id of 1, changes to the property characteristics created minus 1 (-1) records and audits created -2.

If the user makes a change in 2009 Frozen Id 0, it will roll forward to current year records (frozen 0) ONLY. If the change should be applied to sales (frozen 1,2,3 and on), the user should make the change in Sale Mode.

Year and (Frozen Id)

2009 (-1)	2009 (-2)	2009 (0)	2009 (1)	2010(-1)	2010(0)	2011(-2)	2011(-1)	2011(0)
		X	No update	No update	à	No update	No Update	à

Update future years where frozen_id = 0

Sale mode
In this example, the property sold in 2007, 2009, and 2012. This has created a frozen id of 1 for each year there was a sale. If the user makes a change in 2009 Frozen Id 1, it will roll forward to 2009 current (frozen 0), 2010, 2011, 2012 Frozen ID 1 and 2012 current record.

Year and (Frozen Id)

2007 (1)	2007(0)	2009(1)	2009 (2)	2009 (0)	2010(-2)	2011 (-1)	2010 (0)	2012 (0)
		X	à	à	No update	No update	à	à

Update future years where frozen_id > = 0
Update current years all frozen_Id > the current frozen sale
Update current year Frozen_id = 0

Audit mode

This option is mostly used to correct USER ENTRY errors. The Roll Forward is used to bring forth the correction made in an historical year. Creating an Audit record will not generate frozen ID records.
Example
In this example, there are 2 audit record in 2011 and 1 audit record in 2012. Note that the (-1) is not created by the audit record, but prior to making a change in different functions impacted by the roll forward. Also, the Frozen Audits are recorded only after the Audit record has been finalized and saved.
Please note that in some cases, the Entry date of MA and TX AUDIT will be used to see if the data should be rolled forward.

In this example, the land value had to be modified because of a change made for an appeal and recorded under 2011 frozen (-2).

2011(-1)	2011(-2)	2011(-3)	2011(0)	2012(-2)	2012(-3)	2012(0)
	X	à à à à à à à à à à à à à à

Update future years only where frozen_id >= 0 (Regular data and Frozen sales)
Update future years only where frozen_id < -1 and (Audit Data) MA_AUDIT_INFO.ENTRY_DATE (CAMA) or TX_AUDIT_INFO.ENTRY_DATE (Tax) >= the one for the current frozen_id

Update all sales for the current year , frozen_id > 0 (Sales Record)

Roll forward to current year data, frozen_id = 0

Note: In addition to the ROLL FORWARD message, you will be asked if you want to roll forward to the sales information for the current year. If you click YES, the change is added to all sales records in the current year as well as to all sales in future years if they exist.

The current year could include sales records that were created before the change was made as well as after. The change is applied to all records.

Roll forward versus Certified Original (Frozen -1)

In the event there was no FROZEN -1 for a year, because no change had been made after the Close MA Year Batch Certification that sets the flag HISTORY_ONLY to yes in MA_MASTER and/or in TX_RE_ASSESSMENT, a FROZEN -1 will be created prior to Rolling (updating) current information.
Note: At this time, only the Close MA Year process is available.

The General Tables Impacted by the Roll Forward

The following tables are impacted by the roll forward on SAVE, MODIFY and DELETE.

Data	Tables
Property Area	PC_AREA
Legal Information	PC_LEGAL_INFO
Tax Real Estate Assessment	TX_RE_ASSESSMENT
Tax MV-PP-BT-AC Assessment	AC_ASSESSMENT, BT, PP, MV …
Tax Exemptions	TX_EXEMPTIONS
Tax Levy Master	TX_LEVY_MASTER
Appraisal Property Information Appraisal data	MA_MASTER
Building Drawing	MA_DRAWING (new)
Building Area	MA_BLDG_AREA
Building Structural Elements	MA_BUILDINGS ….
Income	MA_INCOME
Land	MA_LAND
MRA	MA_MRA
Site Information	MA_SITE
Miscellaneous Structures	MA_MISC_STRUCTURES
Condo Appraisal Linking	MA_LINKS_PERCENT

NOTE: Please note that for the table MA_DRAWING (Building Drawing), the whole command line will be rolled forward as it is impossible to add just the change.

Detail Table

Mass Appraisal
MA Land	MA_LAND MA_LAND_1 to MA_LAND_9 MA_LD_INFO
MA Property Info	MA_MASTER
MA Value Override	MA_VALUES_TABLE
MA Override	MA_OVERRIDE
MA Building Structural Element	MA_BUILDINGS MA_BUILDINGS_1 to MA_BUILDINGS_9 MA_BLDG_DRAWING MA_BLDG_INFO MA_BLDG_AREA
MA Building Drawing	MA_BLDG_AREA
MA Misc Structure	MA_MISC_STRUCTURES
MA Site	MA_SITE
MA MRA	MA_MRA MA_MRA_1 to MA_MRA_9
MA Income	MA_INCOME MA_INCOME_1 to MA_INCOME_9 MA_LK_INC_FIELD MA_INC_INFO MA_INC_SIMULATIONOnly Create and delete mode MA_INCOME_DETAIL
MA Link Percent	MA_LINKS_PERCENT

PROPERTY CONTROL
PC Legal Info	PC_LEGAL_INFO
PC Area	PC_AREA

TAX REAL ESTATE
TX Assessment	TX_RE_ASSESSMENT
	TX_LEVY_MASTER
	TX_EXEMPTIONS
	TX_LK_LEVY_EXEMPT
TX Levy	TX_LEVY_MASTER
TX Levy	TX_LK_LEVY_EXEMPT
TX Exemption	TX_EXEMPTIONS
TX Exemption	TX_LK_LEVY_EXEMPT

TAX – Aircraft and Personal Property
Replace XX with SUB SYSTEM
AC & PP Assessment	XX_RE_ASSESSMENT
	XX_LEVY_MASTER
	XX_EXEMPTIONS
	XX_LK_LEVY_EXEMPT
	XX_ASSESSMENT_DET
AC & PP Levy	XX_LEVY_MASTER
AC & PP Levy	XX_LK_LEVY_EXEMPT
AC & PP Exemption	XX_EXEMPTIONS
AC & PP Exemption	XX_LK_LEVY_EXEMPT

How to access history records

You can either use the HISTORY PANEL available as a side panel or though the View Menu.
Double-Click on a Year and Frozen ID entry; right click on the entry, and select Set Year and Frozen ID; or click the first button (Set year and Frozen ID) to select the frozen mode.
To return to the regular mode, use the second button (Reset).

Alternate Security

Once in frozen mode, the alternate security will be used. For more information refer to the Govern Security Manager (GSM) guide.

SPECIAL CONSIDERATIONS

Mass Appraisal Building Area

Roll Forward if Allow override or not
ex: If year 1 (override yes) if year 2 (override no) if year 3 (override yes)

BASIC ROLL FORWARD RULES SUMMARY

When you save a change, create or delete a record with Frozen ID = 0 (Regular data)

Roll forward will update future years only where frozen_id >= 0 (Regular data and Frozen sales)

When you save a change, create or delete a record with Frozen ID < -1 (Audit Data)

Roll forward will update future years only where frozen_id >= 0 (Regular data and Frozen sales)
Roll forward will update future years only where frozen_id < -1 and (Audit Data) MA_AUDIT_INFO.ENTRY_DATE (CAMA) or TX_AUDIT_INFO.ENTRY_DATE (Tax) >= the one for the current frozen_id
Roll forward to all sales record for the current year , frozen_id > 0 (Sales Record)
Roll forward to current year data, frozen_id = 0

When you save a change, create or delete a record with Frozen_id > 0 (Frozen Data)

Roll forward to future year only where frozen_id >= 0 (Current Data and Frozen Sales Data)
Roll forward sales data in current year with frozen_id > the current frozen ID
Roll forward to current year data, frozen_id = 0

No changes will be made to Frozen ID -1 / No Roll forward (This is the Original Certified Record.)
Note: This is the default setting. If you want to change the Frozen ID -1 record, you can change the security setting in the Govern Security Manager (GSM).

Document Audit

v 1.0	2013-04-14	Original Document (Author Michelle Gagné Q&A)
V1.2	2015-09-16	Moved to the wiki (Approx. Date)
v1.3	2016-06-05	Added Document Audit
v1.4	2016-09-28	Added the What IF frozen code
v1.5	2017-11-30	Change the What IF frozen code to a negative

Dataset Treeview

Overview

Datasets that appear in the Dataset Treeview are populated with the results of searches made through the Search form. Records that are loaded into the Dataset Treeview may be appended to through the Saved Dataset pane, or deleted directly in the Treeview pane.

Populating the Dataset Treeview

To populate the Dataset Treeview with search results…

When the Predefined Searches pane is in its default position, place your mouse pointer over the tab to display the search form (A).
In the form perform a search type; for this example we will perform a property search by P_ID.
Click Search for Result.
Search results will be displayed in the lower portion of the search form.
Click Load to the search result to transfer the search result records to the Dataset Treeview pane.
If the Dataset Treeview pane is not displayed, click its tab at the bottom of the pane.

The Treeview Explorer

The Treeview Explorer displays record information in a hierarchical arrangement. In the Treeview panel, you are able to expand or contract a record by clicking on the arrowhead icons.
For example, on a search that retrieves tax map records, when you double-click on the tax map, it lists name information at the next level. Each item can be expanded to show specific data on the property, such as owner and occupant names, parcel information and location, permits, utility billing and accounts receivable records.
As you select each level of information, the data is displayed in the appropriate OpenForm when it is displayed on the right hand side.

Record Edit Confirmation

When a dataset has been loaded, it is easy to select and begin to edit a record. This ease of selection may at times be a detriment as at times the wrong record may be selected, and the user immediately begins to edit in error. It has been determined that if a secondary confirmation is introduced during the record selection process, there is less chance of erroneously editing the wrong record.

Through the Govern New Administration (GNA), the Record Edit Confirmation option can be enabled to add a secondary confirmation. When Record Edit Confirmation is enabled, after the user selects a record, they are obliged to click on a secondary icon (A), to fully unlock the record for editing.

To enable Record Edit Confirmation…

In GNA, select System Parameters (tab) > General Connection Parameters.
In the General Connection Parameters form, locate the Organization Parameters group and select The user must explicitly enable editing for each parcel option.
Click Save to save the option.
To close the form, click Exit.

When this option is enabled, after loading a dataset, users may still select a record for editing, but the selected record will have an icon beside it. The user must click the icon in order to fully unlock the record for editing.

System Architecture

For all details regarding the Govern Treeview Architecture, refer to 101-std-fea-005-Treeview_Architecture.

What’s New

Context Menu in Dataset Treeview

NEW! Users of the Dataset Treeview will note that when it is populated with one or more records, there is a description for each record. This description can be a Parcel ID, an Account Number, and so on. A quick method of deleting individual records is to hover the mouse pointer over a record. When the width of the Dataset Treeview pane is wide enough, placing the mouse cursor over the description will display an “x” that can be used to remove the record. Unfortunately when there is insufficient space, i.e. the space is not wide enough to display the full description, the “x” is not visible. To address this situation a context based menu has been added to the interface.

To display this menu…

Right click on the record of interest in the Dataset Treeview.
In the floating menu, you now have option for additional functions that appear beside the record when the entire line is visible.

By default, there will be an option to “[x] Remove”. When there are other options, e.g. Edit, they will also be presented in the menu.
This feature is available in the following releases: 6.0.1611.0067 / 6.0.1702.0080 / 6.1.1611.0060 / 6.1.1702.0121

Reposition

Previously, when performing a search of records with the same NA_ID but multiple ST Account numbers, when you copy the record to the Treeview, the system would only select the first account. Now the selected record will be sent to the Treeview. (Available in release 6.0.1503)

Hibernate Mode

This behavior of selecting only the first account also applies to the Hibernate process. As Govern is restored from a hibernation if a second or third account is selected before hibernation, when the application is restored, although the NA_ID is correct, only the first account will be displayed.

Load to Treeview and Add (Append)

As data is loaded or appended to the Treeview from the Search, or the Saved Datasets form, the following rules apply:

When a record is selected for append, only new files will be loaded. If previously loaded, the file will not be reloaded into the Treeview.
If no search result is selected, the Add to Search Results button will be disabled.

Hibernate

Previously the Hibernate would store the NA_ID of the records displayed in the various panes that are opened in the interface. Now to maintain the fidelity of the hibernated user environment, all Govern ID’s are used; i.e. NA_ID, P_ID, ST_ID, and so on.

NOTE: User Hibernate information is stored by user in (Table: USR_HIBERNATE). The following query will display the hibernation information for “userName”

SELECT *
FROM USR_HIBERNATE
WHERE USR_ID = ‘userName’;

Treeview Synch
In Govern for VB6, external tables (PC_EXTERNAL, NA_EXTERNAL, and PM_EXTERNAL), were used by external applications and reports to automatically know the current recordset and currently viewed parcel. In Govern release 6.0 and upwards, these external tables are being phased out and the functionality provided by them will need to be reproduced.

NEW! The Treeview sync. feature saves the contents of the current profile in (Table: USR_SAVED_DATASETS) with a “Saved Dataset” name of “AUTOSAVE” under (Column: USR_SAVED_DATASETS.SAVED_SET_NAME). Should a profile be changed, the dataset loaded in the Treeview will be automatically synchronized to (Table: USR_SAVED_DATASETS).
This feature recreates the functionality provided by the three (3) external tables that were used in Govern for Windows, (Tables: PC_EXTERNAL, NA_EXTERNAL, and PM_EXTERNAL). For example users could run a batch process on a saved external dataset as opposed to a set range.

NOTE: In release 6.0 a simultaneous save will be made to (Table: PC_EXTERNAL) and (Table: USR_SAVED_DATASETS), Tables NA_EXTERNAL and PM_EXTERNAL are no longer supported.
In release 6.1, all three (3) tables PC_EXTERNAL, NA_EXTERNAL, and PM_EXTERNAL will not be supported.

PC_EXTERNAL (Supported in release 6.0; not supported in release 6.1)
NA_EXTERNAL (Not not supported in release 6.0 and 6.1)
PM_EXTERNAL (Not not supported in release 6.0 and 6.1)

Enabling “Synchronize Dataset Treeview”

This feature is enabled in the User Registry through the User Registry Manager. The Options button is located below the Govern suite button in the Govern User Interface.

Click the Options button; click Options.
In the Registry Manager form, verify that the Registry Filter is set to User ID.
Under the Section Name column, locate Synchronize Dataset Treeview; click to select the option under the Key Value column.
Click Save to save your changes.

When you return to the Govern interface, the Treeview Sync. icon will be enabled. This is a toggle, i.e. ON/OFF button that will enable or disable the feature.

Location of Data

As indicated above, all data will saved in (Table: USR_SAVED_DATASET). Associated columns are as follows:

COLUMN	DESCRIPTION
USR_ID	User ID
SAVED_SET_NAME	By default will be AUTOSAVE
REF_TYPE	“P_ID”, “NA_ID”, etc. Based on the profile Key Type
SORT_SEQ	Order in the Treeview
IS_CURRENT	TRUE if the current item in the Treeview

NOTE: All data will be saved based on the Key Type of the profile. This is done so as to support multiple Key Types at the same time.

The data is not saved by profile, so the synchronization for a Key Type will be done on the last active profile using that key type.

The desired behavior when there is more than one Treeview dataset for the same ID Type is to perform a reload when the user switches from one instance to another.

Business Rules

Programmers should note the following Business Rules.

When Parameters Change:

From TRUE to FALSE – Delete all SAVED_SET_NAME that have a status of “AUTOSAVE” and replace the value with the current USR_ID
From FALSE to TRUE – Delete All SAVED_SET_NAME equal to “AUTOSAVE” and replace with the current USR_ID and current REF_TYPE
– Insert Into USR_SAVED_DATASET based on the tree view data
– Starts monitoring Dataset tree view changes

When Opening Govern (Before opening Profiles):

Starts monitoring Dataset tree view changes if Flag is on

When monitoring Dataset tree view changes:

If Active profile changes – Delete All SAVED_SET_NAME equal to “AUTOSAVE” and replace with current USR_ID and current REF_TYPE
– Insert Into USR_SAVED_DATASET based on the tree view data
If Treeview is replaced (By eSearch / QueryTool / Matix/…); i.e. a Load…
– Delete All SAVED_SET_NAME equal to “AUTOSAVE” for current USR_ID and current REF_TYPE
– Insert Into USR_SAVED_DATASET based on the Treeview datazzz
If an item is added into the Treeview (By eSearch / QueryTool / Matix /…); i.e. Add Or AddAndReposition
– Insert the new item into USR_SAVED_DATASET
If an item is removed from the Treeview (using the X button); i.e. Remove
– Delete the new item into USR_SAVED_DATASET
If the active item changes in the Treeview; i.e. Reposition()
– Update IS_CURRENT in USR_SAVED_DATASET

NOTE: This is done by setting the current id to -1 and setting the prior id to 0

NOTE: Always hide AutoSave SAVED_SET_NAME from saved dataset functions

V6.0 (only) – PC_EXTERNAL will need to be maintained at the same time
V6.1 – All three (3) tables, PC_EXTERNAL, PM_EXTERNAL, and NA_EXTERNAL are to be removed.

Cash Collection (CC) Business Rules – Data Entry Warning & Error Messages

Cash Collection Payment Data Entry Error Messages

Warning and Error Messages

	Message
Errors	The amount to redistribute must be lower or equal to the actual total payable amount ($ {0}).
	Change Must Be Less than Cash Amount
	Money Must Be Zero
	Payer Name Is Required
	Payment Type Is Required
	Total To Pay Must Be Positif
	Credit Card payments must be kept separate from Cash and Check payments for Deposit Number {0}, due to the administrative setup
	The Minumum for the payment is {0}
	Minimum To Collect = {1}
	There are minimum to collect errors for:
	Late Charges = {1}
	Payment cannot be less than the late charges For:
Warning	Changing Effective Date will recalculate all amounts. Are you sure you want to continue ?

Accounts Receivable (A/R) General Ledger (G/L) Accounting Business Rules

Overview

When an AR transaction is posted (confirmed), G/L entries are created for accounting and audit purposes.
For each transaction, a debit and a credit is created.
For each posting, Total Debit = Total Credit

The debit and credit entries generated depend on the nature of the transaction, and on the:

Application Module setup
AR General Parameter setup
AR Class Code Parameter setup and use (specific or default)
AR transaction type being processed

G/L Accounting Business Rules Process Schema

The following shows the different processes (basic, interest/penalty breakdown, specific A/R Class and penalty). Click on the thumbnails to enlarge or click here for a printable version.

Basic Process

Interest and Penalty Breakdown

Specified Interest & Penalty A/R Class

G/L Accounting Business Rules by AR Transaction Type

This table lists the valid G/L Accounts for each transaction type. Click here for a PDF copy.

Transaction Type	G/L Accounting
Abatement	Accounts Receivable, Revenue, Deferred Revenue
Adjustment	Cash, Accounts Receivable, Revenue, Deferred Revenue
Adjusted Bill	Cash, Accounts Receivable, Revenue, Deferred Revenue
Charge	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Discount	Accounts Receivable, Revenue, Deferred Revenue, Discount
Deposit	N / A *
Demand	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Duplicate Payment	Cash, Accounts Receivable, Revenue, Deferred Revenue
Fee	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Interest	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Billed / Invoice	Cash, Accounts Receivable, Revenue, Deferred Revenue
Miscellaneous Cash Receipt	Cash, Accounts Receivable, Revenue, Deferred Revenue
Open Cash Credit	Cash, Accounts Receivable
Open Credit	Accounts Receivable, Revenue, Deferred Revenue
Over Payment	Cash, Accounts Receivable, Revenue, Deferred Revenue
Postdated Payment	N / A *
Penalty	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Payment	N / A *
Payment Reversal	Cash, Accounts Receivable, Revenue, Deferred Revenue
Refund	Cash, Accounts Receivable, Revenue, Deferred Revenue
Over & Short	Cash, Accounts Receivable, Revenue, Deferred Revenue
Tax Deferral	Cash, Accoutns Receivable, Revenue, Deferred Revenue
Transfer to Tax (Interest, Penalty)	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Tax Title Lien	Cash, Accounts Receivable, Revenue, Deferred Revenue
Tax Title Lien (Interest)	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Transferred Principal	Cash, Accounts Receivable, Revenue, Deferred Revenue
Trans.(Interest, Penalty)	Cash, Penalty: Accounts Receivable, Penalty: Revenue, Penalty: Deferred Revenue
Transfer to Tax	Cash, Accounts Receivable, Revenue, Deferred Revenue
Sales Tax 1	Cash, Accounts Receivable, Revenue, Deferred Revenue
Sale Tax 2	Cash, Accounts Receivable, Revenue, Deferred Revenue
Voluntary Payment	N / A *

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


AR G/L Accounting Process Schema (click to enlarge)	AR Transaction Type

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AR – Transaction Type 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.

101-ar-ref-TransactionRules

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Govern Standard Integrity Business Rules (To be or not to be!)

Overview

Property Control

Parcels (Property Info)

Parcel Linking

Buildings

Building Linking

Names

Property Locations

Mass Appraisal

MA Property Information

MA Sites

Linked to INCOME or MRA

Property Control (PC)

Real Property Tax (TX)

Mass Appraisal (MA)

Personal Property (PP)

Freeze and Audit Business Rules

Overview

Roll Forward

Overview

Frozen ID

Value Computation

Audit

Sale

Roll Forward

Roll Forward Business Rules

Roll forward by type of record (Regular, Sale and Audit)

Regular mode

Audit mode

The General Tables Impacted by the Roll Forward

Detail Table

How to access history records

Alternate Security

SPECIAL CONSIDERATIONS

BASIC ROLL FORWARD RULES SUMMARY

Dataset Treeview

Overview

Populating the Dataset Treeview

The Treeview Explorer

Record Edit Confirmation

System Architecture

What’s New

Context Menu in Dataset Treeview

Reposition

Hibernate Mode

Load to Treeview and Add (Append)

Hibernate

Enabling “Synchronize Dataset Treeview”

Location of Data

Business Rules

When Parameters Change:

When Opening Govern (Before opening Profiles):

When monitoring Dataset tree view changes:

Related Topics

Cash Collection (CC) Business Rules – Data Entry Warning & Error Messages

Cash Collection Payment Data Entry Error Messages

See Also

Accounts Receivable (A/R) General Ledger (G/L) Accounting Business Rules

Overview

G/L Accounting Business Rules Process Schema

A/R – Transaction Type Rules

Transaction Type with Optional A/R Class Code Rules