MA – BP Taxroll Snapshot (101-ma-bp-012)

Mass Appraisal Taxroll Snapshot Batch Process

Release 6.1

Overview

The Mass Appraisal Taxroll Snapshot batch process is designed to make a snapshot (freeze/audit) of the CAMA & Tax data.

Documentation

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

101-ma-bp-012_MATaxrollSnapshot.pdf

User Interface (UI)

The UI for the Taxroll Snapshot batch process is  similar to standard Govern batch processes.

Taxroll Snapshot batch process Parameters

Year: The Year that the snapshot will be made from.

Snapshot: The snapshot number that will be used as the FROZEN_ID. Values are taken from (Table: SNAPSHOT) System Validation table.

  • Selected from a snapshot value between -32500 and -32759

Parcels to snapshot (group)

All: When this option is selected, data is selected from all Parcels in (Table: PC_PARCEL).

Tax Map Number – Selecting this option will:

  • Only select data for Parcels included in the Tax Map Range
  • If selected, you must provide at least a From or a To tax map number
    • A partial Tax Map number can be used; the search will perform a LIKE ‘taxMapNumber%’

Saved Dataset – This option will select data only for Parcels included in the selected Dataset name

Delete destination data before snapshot – Select this option to delete the destination data for the selected Parcels before making the Snapshot.

Records by batch: Specify the number of parcels to include in each batch; system default is 50.

Business Rules for Obtaining Records

Getting Records

This process will select all distinct parcels from (Table: PC_PARCEL)

Running the Taxroll Snapshot Batch Process

This batch process can be run Synchronously or Asynchronously. Note that Asynchronous transactions are recommended for improved performance. The Transaction Mode is forced to CONTINUOUS.

Related Information

Refer to the Govern OpenForms Designer (OFD) documentation for details.
Refer to the Mass Appraisal General Information documentation for further details on frozen records.

 

 

101-ma-bp-012

 

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MA – Generate Pending Audit Batch Process

Mass Appraisal Generate Pending Audit Batch Process

Overview

The Mass Appraisal Audit Pending batch process automatically generates new MA Audit Information records in Govern OpenForms. While these records can be created manually, running the batch process can save time and increase the accuracy of the records

Records can be created for a:

  • Saved dataset
  • Jurisdiction and neighborhood
  • Range of tax map numbers

The MA Audit Pending batch process updates the following fields on the MA Audit Information form. Once the batch process is complete:

  • The Status field is set to Pending.
  • The Frozen ID is set to 0.

The following fields are updated as selected on the batch process form.

  • Audit Reason Code: This is a required field.
  • Appraiser
  • Entry Date: This is a required field.
  • Entry Code
  • Activity Code: This is a required field.
  • Source Code

You can select parcels from the batch process by jurisdiction or neighborhood within a range of tax map numbers, or in a saved dataset. Alternatively, you can crate audit records for all parcels. The fiscal year is required.

The Mass Appraisal Audit Pending batch process generates Audit Information user records in Govern OpenForms. The Status field is set to Pending once the process is run. These records can be modified or deleted, as any other record.

Documentation

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

BatchAuditPending.pdf

Prerequisites

The following tables are required for the Mass Appraisal Audit Pending batch process:

  • MA_APPRAISERS: This table lists the appraisers that can be selected for the audit.
  • NA_NAMES: This table lists all the name and address accounts in the deployment.
  • VT_USER.MAENTRY: This table lists the entry code that can be associated with an audit.
  • VT_USER.MAINFSRC: This table lists the source codes associated with the Mass Appraisal audit.
  • VT_USER.MAACTV: This table lists the activity codes associated with the audit.
  • VT_USER.MA_AUDIT_REASON: This table lists the reasons for conducting the audit.

If you are running the process on a saved dataset, one must be created.

Related Forms

The Mass Appraisal Audit Information form is updated by the Mass Appraisal Audit Pending batch process. The Mass Appraisal Audit Finalized batch process can be run to create finalized MA Audit Information records from pending ones.

MA Audit Information User Form

The following new fields are now included in the MA Audit Information form. These are required for the MA Audit Pending and MA Audit Finalized batch processes.

  • Status: The Status field is automatically set to Pending when you run the MA Audit Pending batch process. In this state the form can be modified or even deleted. An appraiser can update the status field to Finalized. The MA Audit Finalized batch process selects the Finalized flag. At this point, the record can no longer be modified.
  • Audit Reason Code: The Audit Reason Code contains user defined values from the VT_USER.MA_AUDIT_REASON table. When you run the MA Audit Pending batch process, you must select a reason code. This can be modified after the process is complete.

For details, see Mass Appraisal Audit Information.

Related Batch Processes

The MA Audit Finalized Batch Process is similar to the MA Audit Pending batch process. It generates finalized Mass Appraisal Audit Information records for existing MA Audit Information records with the Status set to Finalized. The MA Audit Finalized batch process selects the Finalized option and updates the Entry Code as set on the batch process. The finalized Audit Information records cannot be deleted, except by a user with authorized permissions.
For details, see Mass Appraisal Audit Finalized.

Business Rules for the MA Audit Pending Batch Process

The MA Audit Pending batch process creates new MA Audit Information records for all Mass Appraisal records that:

  • Match the Selection Criteria
  • Do not have a current MA Audit Information recording with Frozen ID 0
  • Are in the Fiscal Year selected

Creating Mass Appraisal Audits

You can use the Mass Appraisal Pending and Mass Appraisal Finalized batch processes, as follows, in order to facilitate the Mass Appraisal audit procedure. None of these steps are required.

Step 1
Receive the requirement to create a number of Mass Appraisal Audit Information records on parcels within any of the following:
  • A Saved Dataset
  • A Jurisdiction and Neighborhood
  • A Range of Tax Map Numbers
Step 2
Run the Mass Appraisal Audit Pending batch process in order to create Mass Appraisal Audit Information records.:
Result
The MA Audit Pending batch process updates the following fields on the MA Audit Information form:
Status: Sets the Status field to Pending.
Frozen ID: Sets the Frozen ID to 0. This indicates that the record is current and modifications can be made.
It updates the following fields on the user form as selected on the batch process form.
  • Entry Date
  • Appraiser
  • Entry Code
  • Source Code
  • Activity Code
  • Audit Reason Code
The record can be modified or deleted at this point.
Step 3
Perform audits on the parcels, update the Audit Information records, and set the Status field to Finalized.
Step 4
Run the MA Audit Finalized batch process in order to create a number of Mass Appraisal Audit Information records for parcels within any of the following:
Result
The MA Audit Finalized batch process updates the following fields on the MA Audit Information form:
  • Status: Sets the Status field to Finalized.
  • Value Finalized: Selects the Value Finalized check box.
  • Frozen ID: The Frozen ID is set to a value starting with -2. This is updated for each audit performed/
Updates the following field as selected on the batch process form.
Entry Code
The record is frozen and cannot be modified, unless the user is granted the required access permissions. Typically, only supervisors have access to modify frozen records.

Defining the MA Audit Pending Batch Process

There are no special requirements for the MA Audit Pending batch process. It is set up as any other batch process in Govern OpenForms. You can create as many MA Audit Pending batch processes as required.

To configure the batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 101-ma-bp-007 – MA – Audit Pending.
  4. Enter a Code, Short, and Long Description in order to uniquely identify the batch process.
  5. Select the Transaction tab.
    The Transaction Type and Transaction Mode can be set to any value, depending on how you want to run the batch process. Refer to the Govern Batch Scheduler guide for details.
  6. Complete the other parameters as required by your organization.
  7. Click Save.

Adding the MA Audit Pending Batch Process to a Profile

In order to use the batch process in Govern OpenForms, you must add it to at least one Profile. You can add it to multiple Profiles.

To add the batch process to a Profile:

  1. Launch GNA.
  2. Select Editors > Profile Editor.
  3. Select the Profile that you want to use.
  4. Select the Links tab.
  5. Click Add in the Batch Process section to add open a secondary window.
  6. Select the batch process.
  7. Click Save.

Running the MA Audit Pending Batch Process

To run the batch process:
Open the Batch Program:

  1. Launch Govern.
  2. Open a Profile that contains the MA Audit Pending batch process.
  3. Open the Batch Processing Explorer.
  4. Select the Mass Appraisal Audit Pending batch process.

Complete the Parameters:

  1. Complete the Selection Criteria as follows.In the Parcels to Compute, do one of the following:
    Select All to create Pending Audit records for all parcels with Aduit records that do not have a do not have a status..
    Select Saved Dataset and select a saved dataset from the drop-down list.
  2. Select Jurisdiction and select a jurisdiction and neighborhood from the drop-down list.
  3. Select Tax Map Number and enter a range of tax map numbers.
  4. Enter the year you are associating with the Audit records in the Year parameter.
  5. Click on the calendar icon and select the date of the audit.
  6. Select the Appraiser who is responsible for the audit from the Appraiser drop-down list.
  7. Select the entry code from the drop-down list (Table: VT_USR. MAENTRY).
  8. Select the source code from the drop-down list (Table: VT_USR. MAINFSRC).
  9. Select the activity code from the drop-down list (Table: VT_USER. MAACTV).
  10. Select the reason for the audit from the Audit Reason drop-down list (Table: VT_USR.MA_AUDIT_REASON).

Run the Program

  1. Do one of the following:
    Click Run to run the batch process immediately.
    Click Schedule to run the batch process at a later time.

Viewing the MA Audit Log Files

The following information is logged and appears on the Processing tab of the MA Audit Information batch process in Govern. If you are scheduling the process to run at a later time, the information can be viewed on the Log Files in the Govern Schedule

Parameter: ReasonCode = The Reason Code selected for the batch Process.
Parameter: BatchProcessType = The name of the batch process.
Parameter: Appraiser = The name of the appraiser who is responsible for the audit.
Parameter: EntryDate = The date of the audit.
Parameter: EntryCode = The entry code selected for the Audit.
Parameter: Activity = The activity code selected for the audit.
Parameter: SourceCode = The source code selected for the audit.
Parameter: ValueFinalized = Displays True or False according to whether the Value Finalized option is selected or deslected.
Parameter: YearId = The year the audit occurred.
Parameter: IsAllParcels = Displays True or False according to whether All is selected.
Parameter: CanChooseJurisdictionNeighborhood = Displays True or False according to whether the Jurisdiction option is selected.
Parameter: Jurisdiction = Displays the code for the jurisdiction.
Parameter: Neighborhood = Displays the code for the jurisdiction and neighborhood.
Parameter: CanChooseTaxMapRange = Displays True or False according to whether the Tax Map Number options is selected.
Parameter: TaxMapStart Displays the starting tax map number in the range.
Parameter: TaxMapEnd: Displays the ending tax map number in the range.
Parameter: CanChooseSavedDatasets = Displays True or False according to whether the saved dataset option is selected.
Parameter: SavedDataset Displays the name of the Saved Dataset.
Parameter: AuditBatchID = Displays the Batch ID associated with the audit.
Parameter: MaxNumberProcess = Displays the maximum number of records processed.
Parameter: RunBatchAsync = Displays True or False according to whether the transaction type of the batch process is Synchronous or Asynchronous
Information: Parameter: TransactionMode = Displays the transaction type, such as ContinueIfOneTransactionFail
Parameter: BatchId = Displays the batch ID.

Viewing the Updated Record in Govern

Once the batch process is run, a new audit record is created with the status set to Pending for all parcel records that meet with the criteria.
To view the updated records.

  1. Launch Govern.
  2. Open a Profile that contains the MA Audit Information form.
  3. Perform a search to retrieve the required records.
  4. Select a record.
  5. Open the MA Audit Information form.
  6. Scroll to the required record.

 

 

101-ma-bp-007

 

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MA – BP Generate Audit Finalized

Mass Appraisal Generate Audit Finalized Batch Process

Release 6.1

Overview

The Mass Appraisal Audit Finalized batch process sets all Mass Appraisal Audit Information that meet the following criteria to Finalized:
The Status field of the Audit Records is set to Finalized.

The parcels are in the dataset, jurisdiction, neighborhood, or range of tax map numbers selected.

NOTE: Once records are finalized, they can no longer be modified, except with required permissions in alternate security.

Documentation

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

BatchAuditFinalized.pdf

Business Rules for Finalized Records

When the Value Finalized option is selected on the MA – Audit Information form, a frozen record is automatically created. The first time the record is frozen, it is assigned Frozen ID -2. The next time, it is assigned Frozen ID -3, and so on.

Users can view frozen records by selecting the applicable year and Frozen ID in the History Panel, provided they have the required access permissions. Records from all Mass Appraisal forms can be viewed.

Access rights are required for viewing and modifying frozen records. These are defined in the OFD by selecting the Alternate type and then setting rights for the required Profile, Roles and users.

Related Information

Refer to the Govern OpenForms Designer (OFD) documentation for details.
Refer to the Mass Appraisal General Information documentation for further details on frozen records.

Prerequisites

Required Tables

The following tables are required for the Mass Appraisal Audit Pending batch process:

  • MA_APPRAISERS: This table lists the appraisers that can be selected for the audit.
  • NA_NAMES: This table lists all the name and address accounts in the deployment.
  • PC_PARCEL: This tables lists all the parcels in the deployment.
  • VT_USER.MAENTRY: This table lists the entry code that can be associated with an audit.
  • VT_USER.MA_AUDIT_REASON: This table lists the reasons for conducting the audit.
  • VT_USER.MA_AUDIT_STATUS: This table lists the Pending and Finalized status codes that are required for the audit.

Required Records

Ensure that the Mass Appraisal Audit Information records are up to date.
If you are running the process on a saved dataset, one must be created.

Related Batch Processes

The Mass Appraisal Audit Pending Batch Process is similar to the Audit Finalized batch process. It generates Mass Appraisal Audit Information records and sets the Status to Pending. These records can be modified or deleted. The finalized Audit Information records cannot be deleted, except by a user with authorized permissions.

Defining the MA Audit Information Form

The following new fields are now included in the MA Audit Information form. These are required for the MA Audit Finalized and MA Audit Pending batch processes.

Status
The Status field is automatically set to Pending when you run the MA Audit Pending batch process. In this state the form can be modified or even deleted. An appraiser can update the status field to Finalized. The MA Audit Finalized batch process selects the Finalized flag. At this point, the record can no longer be modified.
Audit Reason Code
The Audit Reason Code contains user defined values. When you run the MA Audit Pending batch process, you must select a reason code. This can be modified after the process is complete.

Creating Mass Appraisal Audits

You can use the Mass Appraisal Pending and Mass Appraisal Finalized batch processes, as follows, in order to facilitate the Mass Appraisal audit procedure.
Step 1
Receive the requirement to create a number of Mass Appraisal Audits.
Step 2
Run the Mass Appraisal Audit Pending batch process in order to create Mass Appraisal Audit Information records for parcels within any of the following:

  • A Saved Dataset
  • A Jurisdiction and Neighborhood
  • A Range of Tax Map Numbers

Result
The MA Audit Pending batch process updates the following fields on the MA Audit Information form:
Status: Sets the Status field to Pending.
Frozen ID: Sets the Frozen ID to 0. This indicates that the record is current and modifications can be made.
Sets the following fields as selected on the batch process form.

  • Entry Date
  • Appraiser
  • Entry Code
  • Source Code
  • Activity Code
  • Audit Reason Code

The record can be modified or deleted at this point.
Step 3
Perform audits on the parcels, update the Audit Information records, and set the Status field to Finalized.
Step 4
Run the MA Audit Finalized batch process in order to create a number of Mass Appraisal Audit Information records for parcels within any of the following:

  • A Saved Dataset
  • A Jurisdiction and Neighborhood
  • A Range of Tax Map Numbers

Result
The MA Audit Finalized batch process updates the following fields on the MA Audit Information form:
Status: Sets the Status field to Finalized.
Value Finalized: Selects the Value Finalized check box.
Frozen ID: The Frozen ID is set to a value starting with -2. This is updated for each audit performed/
Updates the following field as selected on the batch process form.
Entry Code
The record is frozen and cannot be modified, unless the user is granted the required access permissions. Typically, only supervisors have access to modify frozen records.

Defining the MA Audit Finalized Batch Process

There are no special requirements for the MA Audit Finalized batch process. It is set up as any other batch process in Govern OpenForms. You can create as many MA Audit Finalized batch processes as required.
To definethe batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 101-ma-bp-008 > MA – Audit Finalized.
  4. Enter a Code, Short, and Long Description in order to uniquely identify the batch process.
  5. Select the Transaction tab.
  6. The Transaction Type and Transaction Mode can be set to any value, depending on how you want to run the batch process. Refer to the Govern Batch Scheduler guide for details.
  7. Complete the other parameters as required by your organization.
  8. Click Save.

Adding the MA Audit Finalized Batch Process to a Profile

In order to use the batch process in Govern OpenForms, you must add it to at least one Profile. You can add it to multiple Profiles.
To add the batch process to a Profile:

  1. Launch GNA.
  2. Select Editors > Profile Editor.
  3. Select the Profile that you want to use.
  4. Select the Links tab.
  5. Click Add in the Batch Process section to add open a secondary window.
  6. Select the batch process.
  7. Click Save.

Before Running the MA Audit Finalized Batch Process

Ensure that all MA Audit Information records are up to date in the dataset, jurisdiction and neighborhood, or range of tax map numbers that are selected.
To view the updated records.

  1. Launch Govern.
  2. Open a Profile that contains the MA Audit Information form.
  3. Perform a search to retrieve the required records.
  4. Select a record.
  5. Open the MA Audit Information form.
  6. Scroll to the required record.
  7. Ensure the following:
    The Status field is set to Finalized.
    The Finalized option is deselected.

The MA Audit Information record can still be modified at this point.

Running the MA Audit Finalized Batch Process

To run the batch process:

  1. Launch Govern.
  2. Open a Profile that contains the MA Audit Finalized batch process.
  3. Open the Batch Processing Explorer.
  4. Select the Mass Appraisal Audit Finalized batch process.
  5. Complete the Selection Criteria as follows.
    In the Parcels Selection section, do one of the following:
    Select All to create Pending Audit records for all parcels that do not have Audit records for the selected year.
    Select Saved Dataset and select a saved dataset from the drop-down list.
    Select Jurisdiction and select a jurisdiction and neighborhood from the drop-down lists.
    The jurisdictions and neighborhoods are year-based.
    Ensure that the correct year is entered in the Year field.
  6. Select Tax Map Number and enter a range of tax map numbers.
  7. Enter the year you are associating with the Audit records in the Year parameter.
  8. Select the entry code from the drop-down list (Table: VT_USR. MAENTRY).
  9. Click Save.

Viewing the MA Audit Finalized Log Files

The following information is logged and appears on the Processing tab of the MA Audit Finalized batch process in Govern. If you are scheduling the process to run at a later time, the information can be viewed on the Log Files of the Govern Scheduler.

Information: Starting Time: Displays the starting of the batch process
Parameter: UserId = Displays the name of the user who ran the process.
Parameter: BatchId = Displays the batch ID.
Information: Parameter: TransactionMode = Displays the transaction type, such as RollBackIfOneTransactionFails
Parameter: RunBatchAsync = Displays True or False according to whether the transaction type of the batch process is Synchronous or Asynchronous
Parameter: MaxNumberProcess = Displays the maximum number of records processed.
Parameter: AuditBatchID = Displays the Batch ID associated with the audit.
Parameter: SavedDataset Displays the name of the Saved Dataset.
Parameter: CanChooseSavedDatasets = Displays True or False according to whether the saved dataset option is selected.
Parameter: TaxMapStart Displays the starting tax map number in the range.
Parameter: TaxMapEnd: Displays the ending tax map number in the range.
Parameter: CanChooseTaxMapRange = Displays True or False according to whether the Tax Map Number options is selected.
Parameter: Jurisdiction = Displays the code for the jurisdiction.
Parameter: Neighborhood = Displays the code for the jurisdiction and neighborhood.
Parameter: CanChooseJurisdictionNeighborhood = Displays True or False according to whether the Jurisdiction option is selected.
Parameter: IsAllParcels = Displays True or False according to whether All is selected.
Parameter: YearId = The year the audit occurred.
Parameter: ValueFinalized = Displays True to indicate that the Value Finalized option is selected.
Parameter: EntryCode = The entry code selected for the Audit.
Parameter: EntryDate = The date of the audit.
Statistics: Total Records To Process = Displays the number of records in the batch.
Information: Statistics: Total Records Processed = Displays the total number of records processed.
Ending Time: Displays the time the batch process ended.

Viewing the Updated Record in Govern

Once the batch process is run, a new audit record is created with the status set to Pending for all parcel records that meet with the criteria.
To view the updated records.

  1. Launch Govern.
  2. Open a Profile that contains the MA Audit Information form.
  3. Perform a search to retrieve the required records.
  4. Select a record.
  5. Open the MA Audit Information form.
  6. Scroll to the required record.

 

 

101-ma-bp-008

 

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BP – Generate SSRS Reports by Groups

Batch Process – Generate SSRS Reports by Groups

Overview

Processing time is a factor where batch processes are concerned. In instances where a batch process is to be run on queries that result in an extremely large record set, processing time can be an issue. In order to manage long processing times for a single large record set, an SSRS report can be run that will break down the record set into multiple smaller, manageable groups. Each individual group will require less time to process. The Generate SSRS Reports by Group batch process will scan for any existing groups generated by the SSRS report, and print or save in the .PDF file format.

SSRS Report name: co_genssrsgprpt

Batch Process Name: Generate SSRS Report by Groups

 

Read More...

Functionality

Report

The report will provide the records of groups for the .PDF file. For example, a query generates 1000 records. In our report we will specify that the resulting record set of 1000 parcels be divided into N groups; where N = 10. The resulting record set is broken up into 10 groups consisting of 100 parcels per group. Both the number of groups to print (N), and the Year will be hard coded in the report as a parameter. During processing, the SSRS report will create a temporary table, (Table: PID_GROUP), to manage the breaking up of the parcels into groups.

NOTE: The temporary table name is selected at the users discretion.

The SSRS report will use the following SQL functions:

  • NTILE()
  • ROW_NUMBER()
  • RANK()
  • DENSE_RANK()

Batch Process

This batch process will print or save .PDF files of all groups it finds in a defined folder. For our example, the Batch Process will scan and locate the 10 groups, and will process 10 times, in order to generate the 10 .PDF files that will contain the record details.
To process, the groups, the user will need to set a path to the location where the .PDF files will be generated to.

NOTE: This is a standard batch process and definition that is designed exclusively for SQL Server Reporting Services (SSRS) reporting.

For more information see General OpenForms Batch Processing

 

 

101-std-bp-012

 

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AR – Generate Refund Check Number Batch Process

Accounts Receivable (A/R) Generate Refund Check Number Process

Overview

You can choose any of the following methods for creating check numbers for refunds. The best depends on the requirements and preferences of the organization:

  • Automatic generation by the Generate Refund Check Numbers batch process
  • Automatic generation when a new refund transaction is saved in Govern
  • Manual entry when a new refund transaction is created in Govern

For details on the Refunds user form, see Refunds.

For details on the batch process, see Generate Refund Check Numbers batch process.
For general information on batch processes in Govern OpenForms, see Batch Processes

Run the Generate Refund Check Numbers batch process in order to generate check numbers for refund transactions separately from the transactions. This can be useful if you are creating multiple refunds for a single taxpayer or business.

NOTE: This batch process must be run before the refund transactions are posted; i.e, before running the Refund Posting batch process. See Refunds Posting.

This process generates check numbers for non-posted refunds only.

The Check Number is displayed with the record in the A/R Inquiry form under Balance Forward Details.

If the check number is created by the Refunds form in Govern, it is displayed when the transaction is saved.
If the check number is generated by the Generate Refund Check Numbers batch process, it is displayed when the batch process is completed.
If the Check Number is automatically created it is composed of the previous check number and the A/R cycle. To create a new check number, one is added to the previous number.
If you prefer to generate the check numbers for refunds separately, you can use the Generate Refund Check Numbers batch process. A setup is required in order to change the default.

Prerequisite

For the Generate Refund Check Number batch process, you need to deselect the Automatic Generation of Refund Check Numbers option in the General Settings Registry in GNA. The following setup is required:

  1. Launch GNA.
  2. Select General Settings Editor.
  3. The OpenForms General Setting Editor opens.
  4. Select Accounts Receivable from the Registry Filter text box.
  5. Deselect the Key Value option beside Accounts Receivable > Automatic Generation of Refund Check Numbers.
  6. Click Save.

When the Automatic Generation of Refund Check Numbers is deselected:

  • The Check Number field is not displayed on the Refund transaction form in Govern.
  • The Generate Refund Check Numbers batch process must be used in order to create check numbers.

Otherwise, if this option is selected, the Check Number field is displayed on the Refund transaction form in Govern.
If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Accessing the Generate Refund Check Numbers Batch Process

To access this batch process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Refund Check Numbers batch process.
  3. Open the Batch Processes Explorer.
  4. Select A/R Generate Refund Check Numbers*.
    The path varies according to the administrative setup.
  5. Select the applicable subsystem from the Subsystem drop-down list.
  6. Select the Deposit Number or Deposit Numbers to process.

When the Automatic Generation of Refund Check Numbers is deselected, the Check Number field is displayed on the Refund transaction form in Govern.
Otherwise, if this option is selected, the Check Number field is not displayed.

If the Check Number field is displayed, users can enter check numbers manually or leave the field blank.
If the Check Number field is left blank, it is automatically populated when the record is saved.
If the Check Number field is not displayed, you must run the Generate Refund Check Numbers batch process in order to create check numbers for refunds.

Scheduling a Generate Refund Check Numbers Batch Process

You can schedule this batch process to run at a later date or on a regular basis, such as daily, weekly, or monthly. Refer to the Govern Scheduler documentation for details.

Running a Generate Refund Check Numbers Batch Process

Click Execute to run the process immediately.

Notes on Govern for Windows Deployments

In Govern for Windows, a batch process for generating check numbers is available on demand, but has limited use.
For Savanah, the Check Number field is disabled
There is no automatic generation of check numbers if GEMS is selected as the G/L interface. Users enter a value in the GEMS_DEMAND_CHECK field.

 

 

101-ar-bp-038

 

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AR – Generate Payment Reversals BP

Generate Payment Reversals Batch Process

Overview

Payment reversal transactions (rev) are adjustments that are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly

Run the Payment Reversal batch process in order to void a group of payment transactions. This is useful if there are payments that were made in error or that were paid from accounts with insufficient funds (NSF).

Documentation

For the complete reference guide, see Govern Accounts Receivable.
For the A/R Transaction Rules, see A/R Transaction Rules.

Payment Reversal Transactions and Processes

Payment Reversal Transaction Type

Payment reversal transactions (rev) are used as corrections. They are run typically when NSF checks have been processed or records posted incorrectly.

Creating Payment Reversal Transactions

Payment Reversal transactions can be created individually or in a batch. Both methods create Payment Reversal Transactions, which can be viewed or deleted from the A/R Inquiry form.
It is faster to generate these transactions in a batch, especially if you have a large volume to process. However, if it is important to note the warnings that are described under the section. Running the Generate Payment Reversal Batch Process.

See Generate Payment Reversal Batch Process following this section.
See Creating a Single Payment Reversal Transaction 101-ar-frm-026.
See Generate Payment Reversal Batch Process: 101-ar-bp-041

Posting Payment Reversals

After generating Payment Reversal transactions, whether individually or in a batch, you need to post them. To post a payment reversal, run the Payment Reversal Posting batch process. See Posting Payment Reversal Transactions. See
Payment Reversal Posting: 101-ar-bp-026

Business Rules for Payment Reversals

All posted payment transactions can be reversed, with the following exceptions. The following payment transactions cannot be reversed:

  • Not posted Payment: If a payment is not posted, you can edit or delete it on the Payment Data Entry form. However, a payment must be posted before you can create a Payment Reversal transaction or include it in the Generate Payment Reversal batch process.
  • Payment Reversal (rev): If a Payment Reversal exists, the original payment is already reversed and a new payment reversal cannot be created.
  • Payment Refunded (rf): If a Payment Refund exists, the original payment is already refunded and a new payment reversal cannot be created.
  • Payment Transferred (tri or trp): If a Payment Transfer exists, the original payment is already transferred and a new payment reversal cannot be created.

For details on transaction types, see Transaction Types

Setting Up the Generate Payment Reversal Batch Process

Run the Payment Reversal batch process in order to generate a group of payment reversal transactions. This is useful if there are payments that were posted with incorrect information or payments that were paid from accounts with insufficient funds (NSF).

This process generates Payment Reversal transactions. These can be viewed in A/R Inquiry, as shown in the following screen shot. These transactions cannot be modified, but they can be deleted.
To configure the batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 101-ar-bp-041 Generate Payment Reversals.
  4. Select the Transaction tab.

The Generate Payment Reversals batch process must run in the following

  • Transaction Mode: Synchronous
  • Transaction Type: Break if One Transaction Failed

Refer to the Govern Scheduler documentation for details on the standard setup.

Running the Generate Payment Reversal Batch Process

To run the Generate Payment Reversal Batch Process:

  1. Launch Govern.
  2. Open a Profile that contains the Generate Payment Reversal Batch Process.
  3. Open the Batch Process Explorer.
  4. Select A/R Generate Payment Reversal.
  5. Click the Parameters tab.
  6. The Date field displays the Entry Date of the Payment Reversal. By default, this is the current date.
    Click the drop-down arrow and select a different Entry Date if required.
  7. The Effective Date field displays the date that the payment reversal is applicable.
    By default, this is the current date. Click the drop-down arrow and select a different Effective Date if required.
  8. Select a reason for the payment reversals from the Justification Code drop-down list (Table: VT_USR_ARREASON).
  9. Enter any notes relevant to the Payment Reversal batch in the Notes field.
  10. Select the department responsible for the Payment transactions which you are reversing from the Department drop-down list
  11. Select a range of dates during which the payments you are reversing were posted in the To and From fields.All payments that match the criteria for the department and the range of dates are displayed by description and date.
  12. Select the payments that you want to reverse.
  13. Click Run.
  14. Click the Processing tab.

The following information is displayed:

Warnings

If selected payments were already reversed or cannot be reversed, they are listed by date and time.

Batch Process Information

  • Process Name: A/R Generate Payment Reversal
  • Payment Reversal Date: Entry Date
  • Payment Reversal Effective Date
  • Selected A/R Reason Code
  • Notes added to the Parameters tab
  • Department Code
  • Range of dates for selected posted payments
  • Maximum number of transactions posted
  • Transaction Mode and Type
  • Batch ID
  • User ID
  • Starting time
  • Total amount paid
  • Number of payments
  • Total amount reversed
  • Number of payments reversed
  • Total records to process
  • Total records processed
  • Ending time

Viewing a Payment Reversal Transaction

The section describes the Payment Reversal transaction data entry form.
To access this form:

  1. Open a Profile that has a Accounts Receivable module.
    The Accounts Receivable Inquiry form opens.
  2. Perform a search and select the required record.
  3. Right-click on a record in the Summary section of the A/R Inquiry form.
  4. Select Payment Reversal from the drop-down list If multiple records are available the Record Selection form appears
    You need to select the required record from this form.

The Payment Reversal form is divided into the following sections:

  • General Information
  • Detail
  • Comment
  • Payer Information

General Information

  • Subsystem The subsystem for the record or entry selected on the A/R Inquiry form is displayed.
  • Year This field displays the fiscal year of the record.
  • Bill Number This field displays the bill number for the selected record.
  • Cycle Code This field displays the Cycle Code associated with the record (Table: VT_USR_ ARCYCLE).The Cycle Code is mandatory for the Real Property and Person Property Tax modules. It is used for tax billing cycles and is linked to the A/R Class Code in GNA.

Detail

  • Date This field displays the entry date for the payment reversal. By default, this is the current date. To change the date, click the calendar beside this field and select a new date.
  • Effective On By default this field is blank. If an effective date is applicable, click the calendar beside the field and select a new date. For example, you may want to enter the posting date.
  • Amount This field displays the amount of the reversal.
  • Full Payment Reversal: A full payment reversal can be used when there are multiple records associated with a single name. For example, Bob’s Building Supplies owns three properties. Bob has made an overpayment of $10,000.00 on each property for a total of $30,000.00. You can create a full payment reversal to include all properties in the same payment reversal. Select the Full Payment Reversal option. This displays the total for all property records.
    Note: The full payment reversal option is only valid when at least one payment has been received for multiple records.

Comment

  • Justification Code Select a Justification Code to explain the reason for the payment reversal (Table: VT_USR_ARREASON).
  • Deposit Number Depending on the options selected in GNA, deposit numbers can be automatically generated or user-defined. Automatically generated deposit numbers are composed of one or two of the following fields: date, last deposit, and user ID. This number can be modified if security permissions allow.
    If Deposit Management is activated, a drop-down list is added to the Deposit Information parameter. This is populated by the deposit numbers created in the Deposit Management form.
  • Do one of the following:
    Enter a new deposit number if required.
    Select a deposit number from the drop-down list.
  • Notes Enter any notes or comments applicable to the payment reversal.

Payer Information

  • Letter CodeSelect a Letter Code that identifies the type of letter sent to the payer; for example, D: Duplicate Payment, O: Over Payment, RV: Payment Reversal (Table: VT_USR_LETER_C).
  • Payer’s Name and Address This field is displays the payer’s name and address.
  • Click R to remove the displayed name and address record.
  • Click C to add a different name and address record. This opens the Name Search screen.

 

 

101-ar-bp-041

 

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ACH Batch Processes

ACH Batch Processes

Overview

There are three batch processes for maintaining ACH information and payment files.

  • ACH Prenotification File: This process is run first. It is run on all accounts to ensure that the information is valid.
  • ACH Prepare Data with Balance Due
  • ACH Generate File

Documentation

To see this information in pdf format, click on the following link: 100-ach-FileLayout

Setting Up the ACH Batch Processes

To configure the ACH Batch Processes:

  1. Launch GNA.
  2. Select Editors > Batch Process Editor.
    The Batch Processes used for ACH are:
    A/R – ACH Prenotification File
    ACH Prepare Data with Balance Due
    ACH Generate File
  3. Configure these batch processes as described in the Govern Scheduler documentation.

Adding the Batch Process to a Profile

Batch processes are accessed from a Profile in Govern. You need to link the batch process to all Profiles from which it is accessed.
To link the batch process to a Profile:

  1. Launch GNA.
  2. Select Editors > Profile Editor.
  3. Select the Profile to which you want to add the batch process, for example, Accounts Receivable.
  4. Select the Links tab.
  5. Select the batch processes that you want to add.
  6. Click OK on the Select the batch processes window.
  7. Click Save on the Profile Editor.

Running the ACH Pre-notification File

The ACH Prenotification File batch process generates a file that is sent to the banks. The bank verifies the file to ensure that the ACH Information and listed bank accounts are valid. This file contains prenotification codes and zero dollar amounts.

To run this process:

  1. Launch Govern.
  2. Open a Profile that contains the ACH Pre-notification File batch process.
  3. Select the Batch Processing explorer.
  4. Select the A/R – ACH Prenotification File.
  5. Select the subsystem with the ACH Information records that you want to validate.
  6. Select the applicable cycle code from the A/R Cycle Code drop-down list.This field appears for Real Property Tax and Personal Property Tax.
  7. Enter the fiscal year applicable to the ACH Information in the Fiscal Year field.
  8. Select Activate Pre-notification in ACH Info to automatically select the Prenoted option on the ACH Information by Name function in Govern when the batch process is successfully complete.
    When this option is selected, the record is not included in the next batch Prenotification File Generation process.
    If the Prenoted option is selected for a record, this indicates only that a Prenotification file has been created and that the selected record is included in this file.
    This does not necessarily indicate that the selected account is valid. If the bank finds that the account is invalid or any information is incorrect, you can select the Manually Deactivated flag in Accounts Inquiry.
  9. Click Start on the ACH File Processes form.
    The Prenotification File is accessible from the batch process form, if the process is run in Govern. If it is scheduled, it is accessible in the Govern Scheduler.

Running the “Prepare Data for ACH”

You need to run the Prepare Data for ACH batch process for all subsystems, except Utility Billing. This process loads the ACH information to the AR_MASTER table. This information is then displayed on the A/R Inquiry > Notes form for the applicable records.
To access this process in Govern:

  1. Launch Govern.
  2. Select the Batch Processing explorer.
  3. Open the Prepare Data for ACH batch process.
  4. Select the subsystem where the accounts are saved.
  5. Select the A/R Cycle Code from the Cycle Code drop-down list.
    This appears for the Real Property Tax and Personal Property Tax subsystems.Enter the fiscal year or accept the default.
    Do one of the following:
    For payments by installment, select the For Installment option and then select the installment from the drop-down list.
    For payments by amount, select the For Fixed Amount option.
  6. Double-click in the Charge Date field and select the date to be used for calculating charges. Interest and penalties are calculated as of this date.
  7. Click Start.

The Prepare Data for ACH File process does the following:

  • Loads the ACH information to the following fields in AR_MASTER:
    ACH_AMOUNT
    ACH_ACTIVE_FLAG
    ACH_FIXED_FLAG
    ACH_INSTALLMENT
    ACH_DATE
  • Displays this information on the Notes tab of the A/R Inquiry function in Govern:

 

Active Flag

The Prepare Data for ACH File process sets the Active Flag to Pending.
In the Pending state, you can:

  • Modify the displayed amount
  • Change the Active Flag to Manually Deactivated.

Records set to Manually Deactivated are not included in the ACH File. Use this state for accounts that cannot be prenoted; for example, invalid accounts.

ACH Amount

This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount. To override this value, for example, for partial payments, modify the field directly and click Save.
Installment
If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).

Fixed Amount

This option is selected if the displayed amount is a fixed amount.

ACH Date

For the Prepare Data for ACH File process, this field displays the date the process was run.

Generate the ACH File

Run this process to generate the ACH file that is sent to the bank to complete the ACH process. The ACH Information section of the A/R Inquiry function is automatically updated.
To run the Generate ACH File batch process:

  1. Launch Govern.
  2. Select the Batch Processing explorer.
  3. Open the Generate ACH File batch process.
  4. Select the subsystem where the accounts are saved.
  5. Enter the fiscal year or accept the default.
  6. Select the A/R Cycle Code from the Cycle Code drop-down list.
    This appears for the Real Property Tax and Personal Property Tax subsystems.
  7. Select the date in the Effective Date field.
    This is the date that the payment is collected.
    Do one of the following:
    For payments by installment, select the For Installment Only option.
    For payments by amount, select the For Fixed Amount option.
    For payments by both installment and fixed amount, select All Pending Records.
  8. Click Start.

The amounts generated in this process can vary from those in the Prepare Data for ACH File process if the Effective Date and Charge Date are different.

Generating the ACH File

The ACH File is available on the batch process form if the process is run in Govern. If it is scheduled, the file is available in the Govern Scheduler.
The ACH Information section of the A/R Inquiry function is updated as follows:

Active Flag

The Generate ACH File process sets the Active Flag to Transferred.
In the Transferred state, all ACH Information fields are display only; they cannot be modified.

ACH Amount

This field displays the amount for the selected record. This can be the amount of the displayed installment or a fixed amount.
Installment
If the displayed amount is an installment, this field displays first, second, third, fourth or total (Table: VT_SY_INSTALL).

Fixed Amount

This option is selected if the displayed amount is a fixed amount.

ACH Date

For the Generate ACH File process, this field displays the date of the payment transfer.

Layout of ACH Files Generated by these Processes

Column Name String Length Position From Position To Comments
Record type code 1 1 1 “1”
Priority code 2 2 3 “01”
City Bank routing number 10 4 13 1 blank ““
2-5 Fed. Res. Rt. Symbol
6-9 inst. ID
10 check digit
City ID 10 14 23 1 blank ““
2-5 Fed. Res. Rt. Symbol
6-9 inst. ID
10 check digit
Current date on workstation 6 24 29 yymmdd
Current time on workstation 4 30 33 hhmm 24 hr
Same day ID or Same day date 1 34 34 A-Z, 0-9
A=first, B=2nd
Z=26, 0=27
Note: If the date changes, restart at A
Record Size 3 35 37 “094”
Blocking Factor 2 38 39 “10”
Format Code 1 40 40 “1”
City Bank Name 23 41 63 Pad Right with blank characters
Organization Name 23 64 86 Pad Right with blank characters
Ref. code 8 87 94

Relate Topics

 

 

101-ar-bp-060

 

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