101-wm-brules

Workflow Management Specification and Business Rules

Version 6.1 (In Development)

General Specification

General Module

  • Module Workflow is by name or property
  • A/R generated is name base (mandatory)
  • A/R generated is linked to a parcel when Category Entry Key Type is set to Parcel ID
  • A/R generated can be year base when Sub-System defined parameter is set By Year
  • A/R sub-systems for Land Management workflow are LM and L2 (partially)
    * Valid A/R class code types = Billed or Blank
  • A/R sub-systems for Other workflow includes all sub-systems (MA, UB, MB, ST, DC…)
    * Valid A/R class code types = Fee (only)
  • Department ID is numeric in some cases and alpha in other – to be verified

Workflow Definition

  • Workflow Kind must be unique
  • Workflow Category must be unique among all Kinds
  • Workflow Type must be unique for the Kind and Category – to be verified
  • Added Fields can be added to Kind and Categories
  • Added Fields must be unique for the Kind and Category – or all to be verified
  • Workflow Steps are linked at the type level
  • Workflow Activities are defined at department level and are linked to steps
  • Workflow Multimedia codes are defined at the department level
  • Activity number is auto-generated as it needs to be unique and recorded as a guid
  • Activity answers (unlimited answer codes can be defined – only 4 can be used – completion status 1 to 4)
  • Inspection type codes are defined at the department level
  • Inspectors are defined at the department level

Workflow Records

  • Workflow Reference Numbers are unique (Application, Number and Certificate sequences)
  • Workflow Reference Numbers counters are stored in USR_DYNAMIC and follow the Workflow Configuration Business Override Rules (Kind, Category, Department, Type)
  • Inspectors are linked to one or more department(s)
  • Inspectors are linked to a territory or all territories
  • Inspectors are linked to selected inspection type codes (or all) available for the department
  • Inspections are linked to workflow and inspectors
  • Workflow Activity Tasks can be linked to a specific user
  • Workflow Activity Tasks can be linked to a specific department – to verify
  • Workflow Records can expire

System Integrity Rules (to be or not to be)

The following integrity rules are applicable in order to prevent orphan records:

  • Departments with workflow setup cannot be deleted – to be verified
  • Parcel records cannot be deleted if a permit is linked to it.
  • Name records cannot be deleted if a permit is linked to it.
  • Building records cannot be deleted or inactivated if a permits is linked to it.
  • Kind, Categories and Added Fields cannot be deleted (roadmap)
  • Activity records cannot be deleted if used in Workflow Type Steps.
  • Workflow with AR cannot be deleted

Features & Characteristics

Workflow Classification (Business Rules)

Historical

  • Workflow can be classified as historical. To verify – field is deprecated. In this mode, the workflow can be viewed only by users with Full Access Rights who can modify the data. (to review )

Voided

  • Workflow can be classified as void or nullified. Voided permits appear in red and are marked as voided on all reports and inquiries. (to review)

On Hold

  • Workflow can be classified as On-Hold. No further activity steps are executed for the workflow. The words *On-Hold* are displayed in red and can be viewed when you select the workflow through a search. It remains on-hold until this option is deselected. (to review)

Not Subject to Tax Title/Lien

  • Workflow can be classified as Not Subject to Tax Title/Lien. (to review)

User Defined Workflow Linking

Link Types

  • Workflow Link Type Codes are defined (unlimited) at the Organization Level (see GNA Workflow Application Configuration menu)
  • Workflow Link Type Codes are linked at the Category Level (supported links)
  • Workflow Name Link Type Codes includes Applicant, Owner, Contractor, Inspector ….
  • Workflow Other Link Type Codes includes:
    • Projects and Folios (roadmap)
    • Parcels, Buildings, Misc. Billing, Utility Billing, Self-Reported Tax, Personal Property
    • Other Existing Workflows (Kind and Category)
    • Submissions, Events, Conditions (roadmap)

Default Link Options by Kind

  • Workflow Default AR Link Name Type is set up at the Kind Level (i.e. Owner, Applicant, Primary Contact, Primary Inspector) [vt table wmname]
  • Workflow Default Applicant Type is set up at the Kind Level [vt table wmname]

Automatic Linking Options

Automatically Link Owner (category option)

  • The property owner is automatically listed as an Owner, if Automatically Assign Owner is selected on the Workflow parameters form in Govern Admin. If the property has multiple owners, all the owners are listed. – roadmap

Automatically Link Applicant (category option)

  • The property owner is also automatically listed as the Applicant, if Automatically Assign Applicant is selected on the Workflow Parameters form in Govern Admin. If the property has multiple owners, the Primary Owner is listed as the Applicant. The Primary Owner is either the owner assigned Priority Sequence 1 on the Owner Information form or the name from the first record for this form.

Auto Assign Inspector

  • The inspector assigned to the Inspection Territory for the parcel is automatically listed as the Approval Inspector, if Automatically Assign Inspector is selected on the Workflow Parameters form in Govern Admin (Tables: PC_AREA and WM_INSPECTORS).

Option Prompt License to Individuals

  • If the Prompt License to Individuals option is selected on the Workflow Parameters form in Govern Admin and one or more licenses are linked to the name, a Browsing screen is displayed.
  • Highlight the applicable license and click Select. The expiration date is automatically added to the list.

Display All Licenses Issued to the Individual

  • All Licenses (workflow type) for the name linked is listed on the Name Link Form Entity (roadmap)
  • The following was included on prior versions to be reviewed if available by default or by user config of wm_link controller for the different workflow link types (wmLINKTYPES)
    • License Expiration Date: This field displays the date the contractor’s license will expire.
    • Linked Type: This field displays the Workflow Type associated with the name or group if multiple permit types are entered on the General tab.
    • Telephone Number: This field displays the telephone number associated with the name as entered in the Additional Name Information table.

Automatically Link System IDs

  • (roadmap – to verify if parcel, building, etc.)

Name Groups

  • Automatically Links all the names that are part of the Contractor predefined selected group of names (roadmap)

Workflow Reference Numbers (User Key Dynamics)

The reference number can contain up to 16 characters .

  • A reference number is generated for application, number and certificate
  • Registration number refers to the certificate number on certain workflow kind (i.e animal licenses….)
  • A reference number is generated for Project Folio number and Hearing number (roadmap)
  • The reference number includes a user defined prefix and the number of numerical digits to be generated.
  • For each subsequent workflow application, number and certificate the system increments the series by one.

Workflow Number Override Rules
Sequence number generated for permits, licenses and other workflow types can be setup at 3 different levels:

  • Kind: Same sequence for all the workflow of this category
  • Category: Same sequence for all the workflow of this category
  • Department: Same sequence for all the workflow types within the department
  • Permit/Workflow type: Sequence numbers are generated by type

Same Sequence Number Option (to be reviewed)

  • Standard: To use the Standard Method, select Same Sequence Numbers for All Functions on the General tab. With the Standard Method, you can enter one alphabetic character in the first field and the digits in the second field. For example, enter an A for the applications, a P for the permits and a C for the certificates. Then enter a series of eight numbers. For the first application, permit and certificate, the system uses this number: The number of digits you can enter depends on the number specified in the Sequence Number of Digits field.
  • Alternate (Sequence Numbers by function): With the alternate method, you can create different sequence numbers for each function. The functions are listed in the left column. You can enter two alphabetic characters in the first field and, as before, the digits in the second field. The number of digits you can enter depends on the number specified in the Sequence Number of Digits field on the General tab, in the second field. For example, enter an AE for the Electrical Permit Applications, a PE for the Electrical Permits and a CE for the Electrical Certificates. Then enter your sequence of x digit numbers.

Alternate Workflow ID Number (deprecated?)
The Alternate Permit ID (P_ID) number is used as a secondary means of keeping track of workflow.

  • This Alternate P_ID is created by the user.When you attach secondary permits to a primary permit ID, if the alternate permit ID field is blank, then any linked permits will share the same Alternate P_ID.
  • Linked workflow share the same Workflow MASTER ID’s. The Alternate Permit ID (P_ID) number is used as a secondary means of keeping track of workflow.
  • This Alternate P_ID is created by the user.
  • When you attach secondary permits to a primary permit ID, if the alternate permit ID field is blank, then any linked permits will share the same Alternate P_ID.

Linked Workflow Search Feature

  • This feature now introduces possibilities with searches; now when you do a workflow search using the Alternate Workflow ID, all linked permits can be retrieved. For example, in issuing an electrical permit for exterior signage, we can link related Building, and Electrical permits and enter an Alternate P_ID.

Workflow Dates (to review)

Starting Dates

  • You can define a starting date that is automatically generated from an activity. (to verify) This is defined on the Workflow Activity Actions setup in Govern Admin.
  • Alternately, you can enter the Starting Date directly when completing an activity.

Expiration Dates

  • Like the Start Date, the expiration date can be generated automatically from an activity or entered directly on the Workflow function form.

Complete Before Dates / Critical Dates (deprecated)

  • Like the Start Date, the complete before date can be generated automatically from an activity or entered directly on the Workflow function form.

Workflow Security

  • General Security by form profile, role and user
  • Department Security for Multimedia

Accounts Receivable

Setup

A/R Sub-systems that can be used To validate

  • LM / L2 AR Class Codes
  • LT AR Class Codes (deprecated)
  • Other sub-systems

A/R parameters Setup
Can be defined at any of the following levels:

  • Departmental: Through the Workflow Management Department Configuration
  • Workflow Type: Through the Department Type Configuration.
  • Activity Step Fee Action: Through the Department Type Steps Configuration (can allow user override)
  • Fee: Through the Category Configuration of Kind and Category.
NOTE: If these parameters are defined at more than one level, those set at the most specific level are used; i.e., A/R parameters defined at the fee level override all others, those defined for the Activity Step override those defined for the Permit Type, Department or Organization; parameters defined for the Permit Type override those defined for the Department or Organization and those defined for the Department override those defined for the Organization.

A/R Name Business Rule To Validate
Default A/R Name option

  • The default (or mandatory) name type must be defined at the category level.
  • Depending on the setup (verify validation rules) you may need to associate an individual or company with the workflow before saving a new record, if for instance, a fee is generated from the start of the process and A/R needs to be created. – to be verified
    • A warning message appears if a name has not been associated with the workflow – deprecated?

Action Button – Create A/R for Workflow To Validate

  • The A/R can be created prior to generating a fee in the case where a deposit is required before starting the process.
  • The action button must be configured on the form

Fee Generation & Override

to be reviewed
Total Fee

  • This field displays the total amount calculated through the Activity Steps. – to verify

Last Fee Date

  • This field displays the date of the last calculation. To verify

Last Fee

  • This field displays the last calculated fee. You can override this amount if the Allow Fee & G/L Override option is selected on Workflow Department? Parameters form in Govern Admin. –to verify

Fee Distribution Override

  • The Fee Distribution Override pop-up is used to modify the Fee, Fee Description, G/L Account and A/R Class Code for the selected workflow type under the following conditions:
    • If the Allow Fee & G/L Override option is selected on the Workflow Management Parameters form in Govern Admin, you can modify both the fee and fee description.
    • If the Link to A/R option is selected on the Workflow Management Parameters form, you can specify the G/L account and the A/R Class Code.
    • If the Allow Fee & G/L Override option is not selected, you can modify only the fee description.

Workflow System Functionalities

Group of Name Definition

roadmap
The Group of Names form is used to group individual names together. This is useful; for example, when you need to link a permit to many names, such as an architect, electrician and plumber working for the same contractor. Instead of linking each name separately, you can link all, at the same time.

Allow Quick Data Entry

to be reviewed

  • If the Allow Quick Data Entry option is configured, different fields appear on the Quick Data Entry form when a new workflow type is selected. – deprecated?

Duplicate Workflow

to be reviewed
Duplicate Workflow
The Duplicate Permit option can be used to duplicate workflow applications for all workflow Kind functions, associated with a property record, including Building, Electrical, Plumbing and General Permits; Approvals; Bonds; Decisions; Prosecutions and Appeals. When you select Edit > Duplicate Permit, you are copying the current permit application to one or more parcels. This creates a new permit record with the same permit types and generates a new Application Number. The fees, applicant name and links are not copied.

Allow Duplicate Workflow State OPTION (Issue Permits)
Note: Unless the Allow Duplicate Issue Permits option has been selected in the Land Management Parameters form in Govern Admin, this option can only be used for permits that have not yet been issued. See Allow Duplicate Issue Permits on page 14

Duplicate Workflow to a Dataset

to be reviewed
You can select individual parcels or duplicate the permit to all parcels in an extermal record set (Table PC_EXTERNAL).
Name Groups

  • Name Groups can be defined and linked – Roadmap
  • Multiple Groups for Builder/Contractor Teams

Standard System Options

Workflow Multimedia

Multimedia Image Queue
Link Multimedia to all Workflow for Property (bp) – deprecated
The Link Multimedia Files to Permits function is used to link multimedia files to multiple permits. See Link Multimedia Files to Permits on page 707

Audit Trail

You can set the Audit Trail on the Forms or Dimensions tab of the Permit functions. The following tables can now be set on the Audit Trail and Data Duplication Setup form:

Central Notes

to be reviewed

Query Tool

  • Query Tool (to be reviewed)
  • Central Notes (not applicable)

Standard Application Features

Split/Merge Processing

roadmap
Permits linked to Property
Permits linked to Building

Parcel Duplication

roadmap

Roll Forward and Audit

roadmap or obsolete or deprecated?

ACH Processing

roadmap

Technical Specifications

Database Standards & Tables

  • All Workflow Management (WM) Database Tables are prefixed with WM_
  • All tables contain the Primary Key WM_ID
  • Workflow Kind Tables are prefixed with WM_KIND_[Kind Code]
  • Workflow Category Tables are prefixed and suffixed with
    • SINGLE Type categories are prefixed with WM_CATEGORY_[Category Code]
    • MULTIPLE Types categories adds the suffix WM_CATEGORY__[Category Code]_TYPES
  • WM Standard Database Tables are created on running the DB Verify Database Utility in GNA.
    • Master Tables: WM_MASTER, WM_LINKED_IDS
    • Parameter Tables: WM_PARM_ Kind, Category, Depart, Type, Fee, Inspection
  • Dynamic Changes are made in the Tables and Business Entities upon configuration of Kind, Categories and Type and will appear the next time the Business Entity Designer is opened.

OpenForms Govern IDs

Profile IDs

  • Parcel ID, Name ID

Govern Reference IDs

  • Parcel ID (Tax map, Subdivision & Lots, Legal) including non-parcel ID (Streets, Parcs, Roads and other polygon areas)
  • Name ID (Applicant, Contractor Name Group, Inspector….)
  • Workflow ID
  • User ID (Assigned to, Inspector …) – roadmap
  • Dept ID – roadmap
  • Project ID -as part of the Special Assessment roadmap
  • Building ID & Sequence
  • Sub-System Reference ID (MB, UB, PP …)
  • A/R Detail ID
  • Permits (PM ID) Offense (OF ID), Complaint (CO ID)… deprecatred in 6.1+

Other Workflow Links:

  • Other Workflow
  • Inspections
  • Parcels
  • Buildings (pm_lk_permit_bldg)
  • Miscellaneous Billing Account (PM_LK_MISC_PERMIT)
  • Self-Reported Tax Account (pm_lk_st_keys)
  • Utility Billing Account (pm_lk_ub_permit)
  • Personal Property Account
  • Submissions (pm_lk_subm)
  • Project / Folio (pm
  • Conditions (pm_lk_conditions)
  • Events (pm_lk_events) – assigned to usr_id

See Also

Workflow Setup

Organization Level

  • Kind & Category
  • Workflow Link types

Department

 

 

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101-wm-f06-fees

Managing Workflow Fees

Version 6.1

Overview

Workflow Fee Editor is used to configure and maintain workflow fees. Fees can be applied through actions, which can be added to a workflow status of an activity step.
Fees can be set up as:

  • Expressions: Expressions can be created for flat fees or for any calculations. When a fee does not require a rate schedule, an expression can be written instead of using the Formatted Fee form.
  • Formatted: Create formatted fees if you need to add a rate schedule. A formatted fee type can be used instead of an expression. Fee types parameters are selected from combo-boxes.
  • Groups: Groups of fees are created when you want to execute multiple fees at the same time. All fees in the group are added together. The minimum, maximum, and rounding can be applied to the group if all fee methods in the group are defined with the same A/R Class Code.

Business Rule(s)

The system will NOT allow a fee to be deleted if it is being used anywhere in the system.

Prerequisites

Workflow Kind and Category

Fees are defined by category, therefore a Workflow Kind and Category must be created.

A/R Class Codes

A/R Class Codes are required for the workflow fees.

  • If Land Management is selected as the subsystem, all codes with the transaction type invoice (inv) or empty are listed.
  • For all other subsystems, all codes with the transaction types Fee (fee), Charge (chg), or Demand (dmd) are listed.
  • A/R Class Codes are created by year. Workflows are not created by year.

Creating Fees

The Workflow Fee Editor is used to create fees. This page contains the following topics:

  • Accessing the Workflow Fee Editor
  • Using an Expression in a Fee
  • How to create a Formatted Fee
  • How to create a Group Fee

Accessing the Workflow Fee Editor

To access the Workflow Fee Editor:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Kinds and Categories.
  3. Click to select the Categories tab. Categories are listed in the tree view on the left.
  4. Select a category.
  5. Click the Edit Fees action button at the top of the form; note that the Edit Fees button is disabled if the fee has not been saved.
  6. The Fee Method Editor opens.

Existing workflow fees are listed on the left by Type: Expression, Formatted, and Group.

Fee tab Icons

The Fee Method Editor contains the standard New, Save, Delete, and Cancel icons, as well as the following icons that can be used to facilitate the creation of new fee methods.

Copying and Importing Fee Methods

  • Copy: An existing Fee may be copied in order to create a new one. When you click Copy, all parameters are copied, with the exception of the Fee Code, which must be unique. Click the Copy icon at the top of the form to copy a fee method; modify any required parameters.
  • Import: You can import fee methods from one Kind and Category to another. You may also overwrite existing fees.

Importing a Fee Method

To import a fee method:

  1. Click the Import icon at the top of the Fee Method form.This opens the Select Fees to Import window.
  2. Select a workflow kind from the Kind drop-down list.
  3. Select a workflow category from the Category drop-down list
  4. Select the Overwrite Existing Fees checkbox to overwrite the fees in the current Kind and Category that have the same name as the fee methods that you are importing.
    This can be useful if you modify a fee in one Kind and Category and want the same change in all Kinds and Categories.
  5. Select the fees that you want to import from the Available Fees list.
    You can select multiple fees by holding down the [Shift] or [Ctrl] keys.
  6. Click Import.

There is no warning.
All parameters are imported including the Fee Code. You can modify all parameters with the exception of the Fee Code.

Fee Method Parameters

This section covers the common parameters for all Fee Method types in the following sections:

  • Defining the General Information for Fee Methods
  • Defining Minimum, Maximum, and Rounding
  • Defining the General Information for Fee Methods

Completing the Fee Method Setup

To set up a Fee Method:

  1. Enter a code to identify the fee in Fee Code parameter.
  2. The code can be a maximum of 15 characters and must be unique in the category.
  3. Click the drop-down arrow to expand the description fields.
  4. Enter descriptions in the English Short and Long Description fields.
  5. Select one of the following from the Type field and follow the corresponding instructions.
  • Expression: See Creating an Expression Type Fee
  • Formatted: See Creating a Formatted Type Fee
  • Group: Creating a Group Type Fee

Defining Minimum, Maximum, and Rounding

The following parameters can be added to any fee method type. If they are added to a group fee, they apply to the sum of all fees in the group.
Round Fee To: Define a value for rounding the fees generated for a permit or license, using standard rounding rules. For example, enter 1 to round the fee to the nearest dollar, 10 to the nearest multiple of ten dollars or 100 to the nearest multiple of one hundred dollars.
The rounding occurs after the Base Amount is added but before the Minimum and Maximum Fees are compared.
Minimum Fee: Enter the minimum amount for the fee. If you are setting up a Group Type fee, this value includes the sum of all the fee codes linked to the current code, unless the Use Min., Max for This Fee Code option is selected.
Otherwise, if a Minimum amount is entered, it applies to the current fee.
Maximum Fee: Enter the maximum amount for the fee. If you are setting up a Group type fee, the maximum applies to the sum of all the fee codes in the group. Otherwise, it applies to the current fee only.

Creating an Expression Type Fee

You can use an expression in order to create a fee. This is useful for flat fees and fee that use queries or constants.
This section covers the following topics:

  • Setting Up an Expression Type Fee
  • Using a Constant in a Fee
  • Setting Up an Expression Type Fee

To create an expression to define a fee:

  1. Follow steps 1 to 8 under Creating Fees.
  2. Select Expression from the Type drop-down list:
  3. Select the subsystem from the Subsystem parameter.
  4. All applicable A/R Class Codes are listed. This varies according to the subsystem selected as described under A/R Class Codes.
  5. Select an A/R Class Code from the A/R Class drop-down list.
  6. All A/R Class Codes for the selected subsystem are listed for all years
    However, if you select an A/R Class Code that does not exist in the current year, the A/R Class parameter is outlined in yellow.
  7. Click the ellipsis button to open the A/R Class Code editor and create a new A/R Class Code.
  8. Click the ellipsis button in the Expression parameter.
    This opens the Expression Selector.
  9. Create the expression.
    Only the attributes that are in the business model are available and can be used in the expression.For details on expressions, see the OpenForms Designer documentation :http://product.govern.harrisgovern.com/105-all-OFD
  10. Click Save.

Using a Constant in a Fee

Constants are useful for setting up fees that change from year to year or from one jurisdiction to another.

Prerequisites

For this type of fee, the first step is to create the constants.
To create a constant for a workflow fee:

  1. Launch GNA.
  2. Select Editors > Constant Editor.
  3. Click the New icon to create a new constant.
  4. Enter text to uniquely identify the constant in the Code parameter.
  5. Add descriptions in the Short and Long Description parameters.
  6. Do one the following:
    Select By Year if the value of the constant changes from year to year.
    Select By Jurisdiction if the value changes from one jurisdiction to another.
    Select both By Year and By Jurisdiction if the value changes by both.
  7. Click the Add icon (+) to add a new value.
  8. Select the jurisdiction in the Jurisdiction parameter if applicable.
  9. Enter the year in the Year parameter if applicable.
  10. Enter the value in the Value parameter.
  11. Repeat steps 7 to 10 as required.
  12. Click Save.

For further details, see Constant Value Editor (103-ed-003).

Adding a Constant to a Fee

To set up a fee code that uses a constant:

  1. Follow the procedure under Creating an Expression on page 5, with the following exception.
  2. When you create the expression for the fee, enter:@ct A drop-down list of all the constants in the system appears.
  3. Select the constant from the drop-down list.
  4. A parameter with the Year ID and/or Jurisdiction ID appears on the editor, depending on how you set up the constant.
    For example, if the constant is year-based, enter the year in the Year_ID parameter.
  5. Click Execute.The value associated with the year is displayed in the Result field.
  6. Click OK on the Expression Editor.
  7. Click Save on the Fee form.

Creating a Formatted Type Fee

You need to create a formatted type fee if the fee uses a rate schedule or if it accesses codes in a validation table. You can also the formatted type fee to create a fee using any parameter that the is in the workflow kind or category.
This section covers:

  • Defining a Formatted Fee
  • Creating a Formatted Fee with the Apply Rate Option
  • Creating a Formatted Fee with the Rate / Unit Option
  • Creating a Formatted Fee with a Lookup

Defining a Formatted Fee

To define a formatted fee:

  1. Follow steps 1 to 8 under Creating Fees.
  2. Select Formatted from the Type drop-down list:The Formatted Fee parameters appear.
  3. Select the subsystem from the Subsystem parameter.
    All applicable A/R Class Codes are listed.
  4. Select an A/R Class Code from the A/R Class drop-down list.
    All A/R Class Codes for the selected subsystem are listed for all years.
    However, if you select an A/R Class Code that does not exist in the current year, the A/R Class parameter is outlined in yellow.
  5. Click the ellipsis button to open the A/R Class Code editor and create a new A/R Class Code if required.
    A formatted fee can be based on a single attribute or on two attributes with an operator. All numeric and lookup attributes in the business model are listed in the drop-down lists for the fee.
    The attributes can be a numeric type of lookup.
    If you select an attribute that has a lookup, the validation table icon is enabled and a secondary window opens.Only numeric values can be entered.
  6. Select the first attribute for the calculation for from the first drop-down list beside the Fee parameter.
  7. Select an operator if you adding a second attribute, + – * ÷
    The second attribute is required if you enter an operator.
  8. Select the second attribute.
  9. Select one of the following and follow the corresponding procedure.
  • No Rate
  • Apply Rate
  • Apply Rate / Units
  • Click Save.

Creating a Formatted Fee with the Apply Rate Option

For this type of fee, you need to provide the Base Amount and the Rate.

To create a formatted fee with the Apply Rate option:

  1. Click the Apply Rate option on the Formatted Fee form.
  2. Enter amounts in the Base Amount and the Rate parameters.

Creating a Formatted Fee with the Rate / Unit Option

For this type of fee, you need to provide the Base Amount and the Rate. An Up to units rate can be used only once.

Click the plus (+) symbol beside Rate to add a new rate.
Enter the maximum number of units to which the rate applies in the Up to Units field.
Enter the rate for the number of units.
Enter the number of units to which the rate applies in the Per Units column.
Click Save.

Creating a Formatted Fee with a Lookup

The Formatted Fee type can be used to facilitate the setup of fees that access validation tables.
This is best illustrated with a scenario.
In the following scenario, a fee method is used to apply fees based on property use to a workflow. The fee varies according to whether the property is residential or commercial. The property use codes are defined in the user validation table QA_PERMIT_USE.
Prerequisite
The first step is to create the Validation Table. In this scenario, the QA_PERMIT_USE table is used.
To create this table or modify it:

  1. Launch GNA.
  2. Select Editors > User Validation Table Editor > Permits.
  3. Click New to create a new table.
  4. Enter QA_PERMIT_USE in the Table Name parameter.
  5. Enter QA-PERMIT Use in the English Description parameter.
  6. Select By Department.
  7. Click the Codes icon to create the validation codes for the table.
  8. Click the New icon to create new codes.
  9. Enter COM in the Code parameter to uniquely identify the validation code.
  10. Enter Commercial in the Short and Long Description fields.
  11. Select QA – QA Permit (Test Scenarios) from the Department drop-down list.
  12. Repeat steps 8 to 11 to create codes for Residential Building, Residential, and Utilities in the same department.
  13. Click Save.

Defining the Formatted Fee with Lookup

This scenario demonstrates how to use the Formatted Type Fee to generate fees according to values set up in a validation table.
To define the fee:
Follow the procedure under Defining a Formatted Fee on page 12 with the following exception.
Select the QA_PERMIT_USE validation table from the first Fee drop-down list.
Click the Codes and Values icon .
This opens the Codes and Values form.

Enter the following values beside the associated codes:
COM: 1000.0
NONRES: 150.0
RES: 475.0
UTIL: 600.0
Click Save.
Creating a Group Type Fee
The Group Type is used for fees that are generated together.
To create a group fee:
Follow steps 1 to 8 under Creating Fees on page 2.
Select Group in the Type parameter.

Click the plus (+) icon next to parameters to add a fee to the group.
A secondary window opens.
Repeat step 3 to add more fees to the group.
Enter values in the Min., Max., and Round To parameters if required.
These values apply to the sum of all the fees in the group.
Click Save.

Adding a Fee to a Workflow

Fees are added to workflows at the Activity Steps.
To add a fee to a workflow:

  1. Launch GNA.
  2. Select Application Configurations > Workflow Management > Departments.
  3. Select the step at which you want to add the fee.
  4. Select one of the following:
    At Initialization, At Status, or At Step
    This opens the Add a new action form.
    The Trigger parameter is automatically populated.
  5. Select Generate Workflow Fee from the Action drop-down list.
  6. Select a fee from the Fee Method drop-down list.
    The Subsystem parameter is automatically populated.
  7. Select a reason for charging the fee from the Reason Code drop-down list.
    This is an optional field.
  8. Select an A/R Class Code from the A/R override parameter if users can over the selected A/R Class.
  9. Select the following options:
    Allow User to Override A/R Class Code.
    Allow User to Override Fee.
  10. Click Save.

 

Documentation

To view this information in .pdf format, click on the following link:

ManagingFees.pdf

See Also

Managing Workflow Fees
Workflow Fee Editor

Workflow Kind and Category Editor
Workflow Kind
Workflow Category

 

 

101-wm-f06-fees

 

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CC – Cash Collection Business Rules

Cash Collection Business Rules

Payment Entry Date

The date entered for payments follow this rule.

  • Year can be -1 year or +1 year of the user profile year.

Payment Record Date Stamps

  • Payment Effective Date = Date set by user (not user persistent)
  • Payment Data Entry Date = Date the payment was created
  • Last Modification Date = Date and Time the payment was entered
  • Last Modification User = User that created the payment or modified the payment

Batch Deposit Record Date Stamps

  • Create Date: Date and Time the deposit was created
  • Create User ID: User that created the deposit
  • Last Modification Date: Date and Time the batch deposit was modified
  • Last Modification User: Last User that modified the batch deposit

Search Results Govern IDs Retrieval

The dynamic search queries available in the Cash Collection Form are the Styles linked to the SEARCH GROUP setup in OFD.

  • Search results can return any of the Govern IDs and A/R will be loaded accordingly
  • The predefined Dynamic Queries setup by group and the STYLES of that group are listed on the search combo box

Tip: A search by telephone number is very useful for the cashiers

Payment Application Priorities

  • Subsystem Priorities (System Registry) when multiple sub-system (modules)
  • User Default Settings (User Registry)
  • Use Cash Collection Parameters (103-ar-parm-CC)
  • General Centralized Cash Parameters (103-cc-parm)
  • Cashier User Settings
  • General A/R Module Parameters and Interest, Fees, Discounts Methods (103-ar-config)
  • Module Parameters and Interest, Fees, Discounts Methods and Busines Rules

Data Entry Error and Warning Messages

Validation Warning and Error Messaging

Payment Processing Error Messages

Parameters and System Settings

The following settings are used for business rules:

Centralized Cash Parameters

  • General CC Parameters (System Settings)
  • User Cashier Default Settings

Accounts Receivable Parameters

  • General AR Parameters (General Module Parameters and Interest, Fees, Discounts Methods (103-ar-config)

Sub-System A/R Parameters

  • see A/R Sub-System Matrix

 

 

101-cc-brules

 

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