Deposit Management is mandatory for all A/R transactions in Govern OpenForms. You can use either auto-assigned deposit numbers or create them manually on the Deposit Management form.

Documentation

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.

Deposit Numbers

Deposit numbers are organized under the following transaction types:

• Payment
• Payment Reversal
• Refund
• Adjustment. You can select a subsystem for the Adjustment type.

For each transaction type, you can create as many deposit numbers as required. For example, you may want to create a new deposit number for each deposit, for each day, or for each user.
There are two levels of security for Deposit Management forms. The first is typically assigned to users, such as administrators and supervisors, who need to see the deposit number of all users. The second is assigned to users who need to see their own deposit numbers only.

Accessing the Deposit Management Form

To access this form:

• Open a Profile that contains A/R Inquiry and Deposit Management.
• Open the Form Explorer and select Deposit Management.

 

Deposit Management Icons

The following icons are displayed at the top of the Deposit Management form.

• New: Click New to reset the form so that you can enter new data. When you click the New icon, the Delete icon switches to Cancel so that you can clear unsaved data.
• Save: Click Save to save a new or updated Deposit Management record. Records are saved to VT_USR_BATCH_NO.
• Delete: Click Delete to remove a deposit management number.
• Browse In Govern OpenForms v6, there are several ways of Browsing multiple records.
• Navigational arrows: Use the naviagational arrows at the top of the form to scroll to the next and previous records.
• Record Selector: Click the drop-down arrow at the top of the form in order to view a list of all Deposit Numbers. By adding a description that contains one or more fields, administrators can facilitate record selection. Refer to the OpenForms Designer documentation for details.
• Browsing screen: Administrators can add a customized Browsing screen that contains one or more fields. This can be positioned on the left or on top of the form.

Deposit Management Data Entry Fields

• Deposit Number Depending on the setup in GNA, the Deposit Number field is populated automatically or it can be entered manually. If it is automatic, it is populated when you click New. If it is manual, enter the deposit number. This is a required field.
• Description Enter a description. This is a required field.
• Linked Deposit Number This field is populated with the deposit number of the linked record if separate deposit numbers are used for credit card payments.
  • The option to create separate deposit numbers for credit card payments needs to be selected on the A/R General Parameters form in GNA. A new record is automatically created for the credit card payment and that deposit number is displayed in this field. See Scenario: Deposit Numbers for Credit Card Payments on page 197.
• For Credit Card Payment Only
  • This field is automatically selected if the payment was made by credit card. It cannot be modified from this form.
• Creation Date: This field displays the current date and cannot be modified from this form.
• Created By: This field displays the user name of the logged-in user and cannot be modified from this form.
• Transaction Type: Select one of the following transaction types for the deposit number: Payment, Payment Reversal, Refund, or Adjustment.
• Subsystem: Select the subsystem for adjustment transaction types.

Scenario: Deposit Numbers for Credit Card Payments

This scenario describes how to create separate deposit numbers for credit card payments. Administrative Setup
A new deposit number is automatically created for credit card payments if the Separate Credit Card for Deposit Numbers option is selected in Govern Admin.
To select this option:

1. Launch Govern Admin.
2. Select Accounts Receivable > General Parameters.
3. Select the Activate Deposit Management and Separate Deposit for Credit Card Payments options.
4. Click Save.

 

Administrative Setup

A new deposit number is automatically created for credit card payments if the Separate Credit Card for Deposit Numbers option is selected on the General Settings Editor in GNA.
To select this option:

1. Launch GNA.
2. Select Application Configurations > Accounts Receivable.
3. Select Separate Deposit Number for Credit Card Payments.
4. Click Save.

User Form Setup

For the credit card setup, you need to create a deposit number for the type of payments you are processing. Typically, this is Payment.
To create a deposit number for payments:

1. Launch Govern.
2. Open a Profile that includes A/R Inquiry and Deposit Management.
3. Open the Form Explorer and select Deposit Management.
4. Click the New icon to create a new deposit number.
5. Enter a deposit number if one is not automatically generated.
6. Enter a description.
7. Select Payment from the Transaction Type drop-down list.
8. Click Save

NOTE: The For Credit Card Payment Only option is automatically selected if the payment was made by credit card. It cannot be modified from this form.

Entering a Credit Card Payment with Deposit

The procedure for entering a deposit on credit card payments is the same as for any other type of payment. However, you need to ensure that you select the deposit number for credit cards that you created in the previous step.
To process a payment with a deposit for credit cards:

1. Launch Govern.
2. Open a Profile that includes Accounts Receivable.
3. The A/R Inquiry form opens.
4. Perform a search and select the required record.
5. Right-click on the record for the payment you are processing.
6. Select Payment Data Entry.
7. Select Payment. from the Transaction Type drop-down list, if it is not already selected.
8. Select the Deposit Number you created for credit card payments.
9. Select Credit Card from the Type drop-down list under Detail.
10. Enter and verify the other details as described for Payment Data Entry.
11. Click Save.