Version 6.0 | Version 6.1

Overview

A/R Class Distribution is part of the Cash Collection form. Cash Collection is used for accepting and processing the following transaction types in person, at a counter, in a government office:

• Payment
• Deposit
• Voluntary Payment
• Postdated Payment

For example, a local government office can use cash collection to accept payments, from taxpayers, for real estate and personal property tax bills along with utility bills. Payments from multiple accounts can be processed in a single transaction. These accounts can even be in different names. For example, a taxpayer could pay his own tax and utility bill along with his mother’s property tax at the same time.
A/R Class distribution adds the following functionality:

• Distributing Payments: Use this functionality for processing payment for the full amount on multiple bills.
• Redistributing Payments: Use this functionality for processing a partial payment on multiple bills.
• Applying Late Charges: Use this action button for applying late charges at the counter, or on the fly. With this functionality, interest, penalties, and late charges are not included in the A/R Balance. They are applied at the time of payment, and are calculated up to the payment date. Security permissions are required. By default, this functionality is not visible.If the user does not click the button, late charges are not applied. These are added to the A/R Balance.

For further details, see Cash Collection Form.

Documentation

See the pdf version of this page:
AR Class Distribution.pdf

Configuration

The only A/R General Parameter of Cash Collection Parameter that is specific to A/R Class Distribution is Auto collapse MCR and A/R Class Distribution.

Note: The Proportional Distribution, which was available in Govern for Windows, is not available in Govern OpenForms.

Auto Collapse MCR and A/R Class Distribution
By default the Auto collapse MCR and A/R Class Distribution parameters is selected. The user must manually expand these parameters on the Cash Collection form.
To set the Auto Collapse MCR and A/R Class Distribution parameters:

1. Launch GNA.
2. Select Parameters > User Registry Editor.
3. Select Cash Collection Cashier in the Registry Filter parameter.
4. Select User ID in the Registry Key Type parameter.
5. Do one of the following:
   Select the Auto Collapse MCR and A/R Class Distribution check box to collapse these parameters.
   Deselect this option to expand these parameters by default.
6. Click Save.

For further details on the Cash Collection parameters, refer to the Cash Collection documentation.

Setting Security Permissions

Security permissions can be set on the following A/R Class Distribution parameters.

Columns

When the following options are enabled, the user has the right to modify the amounts in the corresponding columns under Distribution:

• Can Edit A/R Balance: The A/R Balance column.
• Can Edit Payment: The Payment column.
• Can Edit Interest: The Interest column.
• Can Edit Penalty: The Penalty column.
• Can Edit Fee: The Fee column.
• Can Edit Discount: The Discount column.
• Can Edit Charge: The Charge column.
• Can Edit Demand: The Demand column.

Tabs

When the following options are enabled, the corresponding tabs are displayed on the Cash Collection form:/

• Allow Misc. Cash Receipts: The Misc. Cash Receipts tab.
• Allow A/R Class Distribution: The A/R Class Distribution tab.

Action Buttons

When the following option is enabled, the action button appears on the form.
Apply Late Charges: The Apply Late Charges action button.
By default, security permissions are enabled for all users, all profiles, and all security types. Permissions on the Apply Late Charges action button are an exception. The procedure follows:

Apply Late Charges

The Apply Late Charges action button is invisible by default in Govern. You can apply security permissions to this button in order to enable the feature for all users or for selected roles and users.
To enable the Apply Late Charges action button:

1. Launch the Govern OpenForms Designer (OFD).
2. Open the Cash Collection form, CC001 – Cash Collection.
3. Select the Security icon to enter Security mode. The majority of the Cash Collection parameters are contained in a custom control that is part of the Cash Collection form.
4. Select the following from the Security explorer on the right for each Security type, profile, role, and user:
   Normal or Alternative under Type.
   A Profile under Profiles.
   A user under By user or a role under By role.
5. Select the drop-down arrow in the CCPaymentDataEntry_Control.
   This opens the Security parameters for Cash Collection.
6. Select the arrow beside the Allow Apply Late Charges parameter.
7. Click Save.
8. Repeat steps for all combinations of security types, profiles, and roles for which you want to enable the right to Apply Late Charges.
9. Open the Cash Collection form in Govern or click Refresh if the form is already open.

The Apply Late Charges button appears on the Cash Collection form.
For further details on setting security permissions, refer to the Govern OpenForms Designer (OFD) documentation.

A/R Class Distribution

This section describes the following:

• Accessing A/R Class Distribution Functionality
• Distributing Payments
• Redistributing Payments
• Applying Late Charges.

Creating a New A/R Class Distribution Transaction

To create a new A/R Class Distribution transaction:

1. Launch Govern.
2. Open a Profile that contains Cash Collection.
3. Select the Cash Collection form.
   The Deposit Management form opens.
4. Select a Deposit Number or create a new one.
5. Open the Payment Data Entry form.
6. Click New on the Payment Data Entry form.
   The following fields are automatically populated with information from the Deposit Management form:
   The Deposit Number is automatically displayed in the Deposit Number field. This is read-only.
   The transaction type is automatically displayed in the Transaction Type field. This can be modified if you have the security permissions.
7. Expand the Search section of the form.
8. Select the type of search and enter the search criteria.
   The results are displayed in the Distribution section.
9. Repeat step 8 as many times as required in order to add all payments to the list.

Payer Name

The payer name information is automatically displayed on the Cash Collection form, as follows:

• When you load an A/R record to the Payment Data Entry form, the last payer who made a payment on the account is automatically displayed.
• However, if no payer is associated with the account, the default payer name is displayed.
• If there are no records with a positive A/R balance when the A/R record is loaded to the form, the payer name is added when the user modifies the Amount to Pay field. This Payer Name is the name associated with the NA ID of the account.
• If no NA ID is associated with the account, the payer name is based on the NA_ID in the table PC_OWNER, for the following subsystems. The link to this table is made by the P_ID in AR_MASTER.
  Tax Title
  Tax Title (lt) LM
  Tax Title (pt) PP
  Special Assessment
  Land Management
  LandManagement2
  Delinquency
  Bankruptcy
• Otherwise, for Personal Property, the name associated with the NA_ID from the table PP_ASSESSMENT is used. The link is made by the PP_ID, YEAR_ID, and FROZEN_ID = 0 in AR_MASTER.
• Otherwise, for Real Property Tax and Utility Billing, the NA_ID from the table NA_MAILING_INDEX, where primary_index = -1 and REF_ID is P_ID and sub_system.

Distributing Full Payments

Follow this procedure in order to process payments for the full amounts of all A/R Balances displayed under distribution.

1. Follow the procedure to create a new A/R Class Distribution transaction as described under Creating a New A/R Class Distribution Transaction.
2. Expand the Distribution section.
3. Select a payment in the Distribution section to display it in the Detail section.
   The total amount of the payment is displayed in the Total Undistributed field.
4. Select the payment in the Detail section.
   The amount from the Total Undistributed field is now displayed in the Amount to Pay field beside the payment.
5. Modify the amount in the Amount to Pay field if required.
6. The remaining amount is displayed in the Total Undistributed field.
7. Select the ellipsis button in the Payer Name field to modify the payer information.
   You can create a new payer account if the current payer is not listed in the database.
8. Complete the transaction as described in the next section, Completing the A/R Class Distribution Transaction.

Completing the A/R Class Distribution Transaction

The total amount of all payments is displayed in the Amount field in the Money section of the form.
To complete a Cash Collection transaction:

1. Select one of the following payment types from the Type drop-down list.
   Cash
   Credit Card
   Check
   Money Order
2. Click Save.
   The Cash Collection Wizard opens.

Redistributing Payments

Follow the procedure in this section to process a partial payment on the selected accounts, displayed in the Distribution section.

1. Follow the procedure to create a new A/R Class Distribution transaction as described under Creating a New A/R Class Distribution Transaction.
2. Expand the Distribution section.
3. Enter the amount of the partial payment in the Amount to Redistribute field.
4. Click the Amount to Distribute action button.
   The amounts in the Payment field in the Distribution section are refreshed.
5. Select a payment in the Distribution section to display it in the Detail section.
   The total amount of the payment is displayed in the Total Undistributed field.
6. Select the payment in the Detail section.
7. The amount from the Total Undistributed field is now displayed in the Amount to Pay field beside the payment.
8. Modify the amount in the Amount to Pay field if required.
9. The remaining amount is displayed in the Total Undistributed field.
10. Select the ellipsis button in the Payer Name field to add the payer information.
    You can create a new payer account if the current payer is not listed in the database.
11. Complete the transaction as described under Completing the A/R Class Distribution Transaction.

Applying Late Charges

Follow this procedure to apply penalties, interest, and late charges at the time of payment. Security permissions required. By default, the Apply Late Charges button is not visible.
When you click the Apply Late Charges button, the Interest and Penalty fields are refreshed. These fields display the amounts calculated for the current date. If you do not click the button, the interest and penalty charges are applied to the A/R balance.

1. Follow the procedure to create a new A/R Class Distribution transaction as described under Creating a New A/R Class Distribution Transaction.
2. Expand the Distribution section.
3. Select a payment in the Distribution section to display it in the Detail section.
4. Select the payment in the Detail section.
   The amount from the Total Undistributed field is now displayed in the Amount to Pay field beside the payment.
5. Click the Apply Late Charges button.
   The Interest and Penalty fields are updated in both the Distribution and the Detail sections.
6. Modify the amount in the Amount to Pay field if required.
7. Select the ellipsis button in the Payer Name field to add the payer information.
8. Complete the transaction as described under Completing the A/R Class Distribution Transaction.