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Integration – Invoice Cloud

Version 6.0

Overview

Governs’ Invoice Cloud integration provides an invoice presentation / payment solution using Invoice Cloud. With Invoice Cloud integration Govern users have 24/7 access to on-line bills and flexible payment options that include all major credit/debit cards and eChecks.
Invoice Cloud consists of 2 major areas. Batch Functions that can be scheduled to send Billing Information reports to Invoice Cloud and the AR & CC Cash Collection Service.

Requirement

Integration needed with invoice cloud. We need to make a new service that:
1. Allows Payments
2. Allows Payment Reversal
3. Update Paperless status for Mailing Index
4. GetArBalances
See AR/CC Web Service

The following actions are also needed:
1. Generate a Summary Account Balance and send it to an FTP
2. Generate a Detail Account Balance (bill) and send it to an FTP

Tax & UB Bill

Tax and Utility Billing PDF Bill

Account Balance Extract

Account Balance Extract is created and push to the FTP.
Work Order for Code: WALGOL1202
Crystal reports that show the balance for each NA_ID

Batch Processes

Consists of 2 batch process that generate reports in CSV format.

1) Batch process – Invoice Cloud Balance :
UI : ComboBox SubSystems (only RE, PP, UB)
Nb. Activity days Add to the report all entries in AR_Master having activities (all activities in AR_DETAIL except payment from InvoiceCloud) in the X last days of activity.

2) Batch Process – Invoice Cloud Invoice :
. UI : ComboBox SubSystems (only RE, PP, UB) ComboBox SubSystems (only RE, PP, UB)

a) subsystems : RE, PP :
UI : Year, Installment
File Name to generate : XXXXXX_RE_TimeStamp.csv or XXXXXX_PP_TimeStamp.csv

b) Subsystem : UB :
UI : ComboBox : Posting ID – Posting Date (From table UB_POST_MASTER)
File Name to generate : XXXXXX_UB_TimeStamp.csv

The Total Billed should be the Sum of Amounts from AR_DETAIL where type = ‘INV’ and having Creation_Date = Posting_Date

Supporting Documents

Click on the links below to view the .PDF document.

Right-click on the links below to down the view the .PDF document.

To download the Excel files below, either right click on the link and select “Save Link As…” from the menu, or click directly and select the option to open in Microsoft Excel.

To download the .CSV files below, right click on the link and select “Save Link As…” from the menu. The file may then be opened in an application like Microsoft Excel.

SQL for the INVOICE

SELECT "AR_MASTER"."SUB_SYSTEM", "AR_MASTER"."YEAR_ID", "AR_SUMMARY"."INSTALLMENT", "AR_SUMMARY"."AR_ID", "NA_MAILING_INDEX"."NA_ID", "NA_NAMES"."FREE_LINE_1", "NA_NAMES"."STREET", "NA_NAMES"."CIVIC", "NA_NAMES"."PRE_DIR", "NA_NAMES"."S_SUFFIX", "NA_NAMES"."POST_DIR", "NA_NAMES"."SEC_ADD_IND", "NA_NAMES"."UNIT", "NA_NAMES"."CITY", "NA_NAMES"."STATE", "NA_NAMES"."ADD_LINE_A", "NA_NAMES"."ZIP_POSTAL", "NA_NAMES"."EMAIL", "NA_NAMES"."NAME_2", "AR_MASTER"."SORT_KEY", "AR_SUMMARY"."PRINCIPAL", "NA_MAILING_INDEX"."SUB_SYSTEM", "NA_MAILING_INDEX"."PRIMARY_INDEX"
FROM (("Waltham"."dbo"."AR_MASTER" "AR_MASTER" INNER JOIN "Waltham"."dbo"."AR_SUMMARY" "AR_SUMMARY" ON "AR_MASTER"."AR_ID"="AR_SUMMARY"."AR_ID") LEFT OUTER JOIN "Waltham"."dbo"."NA_MAILING_INDEX" "NA_MAILING_INDEX" ON ("AR_MASTER"."P_ID"="NA_MAILING_INDEX"."REF_ID") AND ("AR_MASTER"."SUB_SYSTEM"="NA_MAILING_INDEX"."SUB_SYSTEM")) LEFT OUTER JOIN "Waltham"."dbo"."NA_NAMES" "NA_NAMES" ON "NA_MAILING_INDEX"."NA_ID"="NA_NAMES"."NA_ID"
WHERE "NA_MAILING_INDEX"."PRIMARY_INDEX"=-1 AND "NA_MAILING_INDEX"."SUB_SYSTEM"='UB'
ORDER BY "AR_SUMMARY"."AR_ID"

SQL for the BALANCE

SELECT "AR_MASTER"."SUB_SYSTEM", "AR_MASTER"."YEAR_ID", "AR_SUMMARY"."INSTALLMENT", "AR_MASTER"."AR_ID", "AR_SUMMARY"."AR_ID", "NA_MAILING_INDEX"."NA_ID", "NA_MAILING_INDEX_1"."NA_ID", "AR_SUMMARY"."BALANCE", "NA_MAILING_INDEX"."SUB_SYSTEM"
FROM (("Waltham"."dbo"."AR_MASTER" "AR_MASTER" INNER JOIN "Waltham"."dbo"."AR_SUMMARY" "AR_SUMMARY" ON "AR_MASTER"."AR_ID"="AR_SUMMARY"."AR_ID") LEFT OUTER JOIN "Waltham"."dbo"."NA_MAILING_INDEX" "NA_MAILING_INDEX" ON ("AR_MASTER"."P_ID"="NA_MAILING_INDEX"."REF_ID") AND ("AR_MASTER"."SUB_SYSTEM"="NA_MAILING_INDEX"."SUB_SYSTEM")) LEFT OUTER JOIN "Waltham"."dbo"."NA_MAILING_INDEX" "NA_MAILING_INDEX_1" ON ("AR_MASTER"."UB_ID"="NA_MAILING_INDEX_1"."REF_ID") AND ("AR_MASTER"."SUB_SYSTEM"="NA_MAILING_INDEX_1"."SUB_SYSTEM")
WHERE "NA_MAILING_INDEX"."SUB_SYSTEM"='RE' AND "AR_MASTER"."YEAR_ID"=2012 ORDER BY "AR_MASTER"."AR_ID", "AR_SUMMARY"."INSTALLMENT"

Installation of Web Services

Invoice Cloud Web Service (Release 5.1)

To install the following are the installation steps for the Invoice Cloud Web Service:

  1. Deploy the Release 5.0.9 of the Resources Files.
  2. Install and configure the WCF Accounts Receivable API [Filename: WCFAccountsReceivableAPI.zip].
  3. Modify the web.config file to use the GoverNetConfig.xml of the deployment [Location: In the root of the specific deployment folder]
  4. When installing Release 5.1 of the web service, administrators will need to manually create the following table in (Table: NA_NAMES: WEBPROFILEACCESSRT (Smallint, Allows Null). This field was added to provide support for the eGov and is used in the business rules of the Names.

Verification of the Service

The WcfTestClient.exe application is used to test the web service. This application can be obtained on the Govern FTP site or from Govern Technical Support: WCF Test Application.zip. For additional details regarding testing Govern Web Services

What’s New!

Release 6.0
The two (2) Govern batch processes that are associated with the Invoice Cloud process for Real Property and Personal Property modules have been modified to allow them to identify required InvoiceTypeID’s that match with AR Cycle codes for Real Property (RE) and Personal Property (PP). – Release 1703.06

Prior to release 6.0 of the Govern Web service, manual changes were required to be made during the installation of the Invoice Cloud Web Service:

  • Modify the web.config to use the GovernNetConfig.xml file located in the deployment root directory.
  • Create (Table: NA_NAMES.WEBPROFILEACCESSRT), with properties set to (smallint, allow NULLS).

The above steps are no longer required, they are automatically created when the Database Verification process is run in the Govern New Administration (GNA).

Related Topic(s)

Govern API and Service

 

 

308-icloud

 

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MB – Recurring Invoices

Miscellaneous Billing (MB) – Recurring Invoices

Overview

Use the Miscellaneous Billing Recurring form in order to facilitate the data entry of miscellaneous billing records that are sent out on a regular basis.

The Recurring Code that you select for the miscellaneous billing recurring record is associated with a schedule, which can be set up on a monthly, weekly,or daily schedule. Invoices . The invoices are sent, according to this schedule, when the batch process is run.

The categories and items used for the standard one-time invoices are also used for the recurring invoices. The Category field is automatically populated with the default category for the account.

  • Recurring Invoice Entry (101-mb-frm-003-fea-001)

 

Read More...

 

Accessing the Miscellaneous Billing Recurring Form

To access the Miscellaneous Billing Recurring form:

  1. Launch Govern.
  2. Open a Profile that contains Miscellaneous Billing.
  3. Select the Miscellaneous Billing form.
  4. Select the Account tab.
  5. Perform a search and select the required account.
  6. Select the Recurring Invoice tab.
  7. Click Save.

There are two ways to create a recurring miscellaneous billing invoice:
Manually: Click New and complete the parameters on the form.
Automatically: Click Duplicate to create a recurring Invoice from an existing invoice. Complete and / or modify the data entry fields as required.

Miscellaneous Billing Recurring Invoice Fields

Recurring Code

Select a code from the Recurring Code drop-down list.
The recurring code is associated with a schedule on the Recurring Batch Code form in GNA. The invoice is sent out according to the schedule when the Miscellaneous Billing Recurring Posting batch process is run.
Issuing Department
Select the department that is responsible for the invoice from the drop-down list.
Reference
Enter a reference for the recurring batch invoice. This is used as a description for the invoice.
Effective Dates
Click the drop-down arrows in the From and To date fields to enter a range of dates.. The invoice remains effective during the selected dates. The recurring invoice will be effective starting at the FROM date and inactive on the TO Date (to validate)
Adding an Item
You add items to the recurring invoice in the same way that you add them to the one-time invoice. As with the latter, items can be predefined.
To add an item:

  1. Click the Add button.
  2. Complete the following fields.

Item
Select an item from the drop-down list under Item.
Only the items that are associated with the selected category are displayed in the list. If you want to add items from another category, you need to create another invoice. This is a required field.

Description
Add a description to make the invoice meaningful for the client.
Amount
Enter the cost of the item in the Amount field.
When you enter an amount:

  • The sales taxes are automatically calculated and displayed under Sales Tax 1 and Sales Tax 2, accordingly.
  • The total (Amount + Sales Tax) is automatically calculated and displayed under Subtotal.
  • All amounts in the Sales Tax 1 column are added together and total is displayed at the bottom of the form.
  • All amounts in the Sales Tax 2 column are added together and the total is displayed at the bottom of the form.
  • All amounts in the Subtotal column are added together and the total is displayed at the bottom of the form.

Unit
By default 1 is displayed in this column. Override this field to bill more than one of the selected item.
Sales Tax 1
This column displays the amount calculated for Sales Tax 1. This is based on the amount of the item and the sales tax method defined in GNA.
The total for Sales Tax 1 is displayed at the bottom of the form.
Sales Tax 2
This column displays the amount calculated for Sales Tax 2. This is based on the amount and the sales tax method defined in GNA.
The total for Sales Tax 2 is displayed at the bottom of the form.
Subtotal
This column displays the total for the first item or items. It is calculated as: (Amount * Unit) + Sales Tax 1 + Sales Tax 2 )
Total
The Total is displayed at the bottom of the column.

Adding Recurring Invoices from Existing Invoices

It is possible to copy a regular invoice to a recurring invoice.

 

 

 

101-mb-frm-003

 

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MB – Invoice Report

Miscellaneous Billing (MB) – Invoice Report

Overview

Follow the procedures in this section in order to add the ability to print the Miscellaneous Billing Invoice report directly from the Miscellaneous Billing Invoice entity in Govern. Any network printer can be used.

Documentation

to view the information in this page in a comprehensive document, open the following:

101-mb-rpt-003-MBInvoiceReport.pdf

Prerequisites

SAP Crystal Reports 1.3.0.12 or higher is required.

 

Read More...

 

General Settings Parameters for Reports

The Miscellaneous Billing Invoice report is available in Crystal Reports. For information on customizing this report, see Customizing a Report on page 4. Otherwise, the following setup is required.
To define the General Settings:

  1. Launch GNA.
  2. Select Parameters > General Settings Editor.
  3. Select Report from the Registry Filter.
  4. Select the Use Crystal Report option.
  5. Enter the path to the Reports folder for your deployment in the Standard Reports Path parameter.
  6. Enter the path to the Custom Reports folder if you have created one. For details, see Customizing a Report on this page.
  7. Enter the path to the log file in the Standard Log Path folder.
  8. Click Save.

For further details, refer to the GNA documentation.

Configuring the Report

The following report must be available in your deployment, before you can print invoices from the Miscellaneous Billing form:
101-rpt-003.rpt Miscellaneous Billing Invoice
This report is included with the FormReference.xml file and imported by the GNA > Import/Export Tool. The changes that you apply to the report in GNA, such as adding an alternative connection key and adding prompts, are not overwritten during the import process. If you want to create a new custom report in Crystal Report or SSRS, follow the procedure under Customizing a Report on page 4.
You can perform the following configuration to add a second datasoure connection key, prompts and criteria to the report. However, this is not a required step.
To configure the report:

  1. Launch GNA.
  2. Select Parameters > Report Parameters Editor.
  3. Select 101_rpt_003.rpt – Miscellaneous Billing Invoice in the tree view.
    This Report Editor reads the report and lists all the datasources referenced.
  4. Click Report Criteria to add a prompt or other criteria to the report. This is an optional step.
  5. Click Save.

Refer to the documentation on the Report Parameters Editor for further details.

Customizing a Report

You can create a custom report to use in place of the standard Miscellaneous Billing Invoice report. The custom report can be created in either Crystal Reports or SSRS. You can save this report to any network directory. You need to enter the path on the OpenForms General Settings > Report form Whenever you launch the report, it is executed from the Custom folder.
Use the following procedure:

  1. Create a new network directory for all your custom reports.
  2. Create the custom report in Crystal Reports or SSRS.
  3. Save your custom cash collection receipt report to this folder.
  4. Ensure that the custom report has the same name as the standard report:101-rpt-003.rpt Miscellaneous Billing Invoice.
  5. Launch GNA.
  6. Select Parameters > General Settings Editor.
  7. Select Report from the Registry Filter.
  8. Select one of the following:
  9. Use Crystal Report
  10. Use SSRS
  11. Enter the path to the custom reports folder that you created in the Custom Report Path parameter.
  12. Enter the path to the Reports folder for the standard reports.
  13. Enter the path to the log file in the Standard Log Path folder.
  14. Click Save.

Refer to the documentation on the Report Parameters Editor for further details.

Printing the Receipt

The receipt can be printed on any printer, either automatically or manually.
The information added to the receipt includes the following:

Account Details

  • Invoice Date
  • Due Date
  • Invoice No.
  • Account No.
  • Reference

Invoice Details

  • Description
  • Quantity
  • Amount / Qty
  • Sales Tax
  • Total per itm
  • Invoice Total

 

Configuring the Miscellaneous Billing Action Button

The following procedure describes how to add the Report Printing action button to the Miscellaneous Billing form. However, by default, this button is included on the form.
To add this action button:

  1. Launch the Govern OpenForms Designer (OFD).
  2. Open the Miscellaneous Billing (MB001) form.
  3. Select the Invoice Posted entity.
  4. Select the Action Button in the Controls explorer.
  5. Drag it to the top of the form.
  6. Click the ellipsis button beside Action text box.
    This opens the Extension Selector.
  7. Select Only show classes that implement the custom control interface.
    MsGovernOpenForms.CustomControls.dll is displayed under Assembly.
  8. Select ExportCrystalReports_Action on the right.
  9. Click OK.
    This information MSGovernOpenForms.CustomControl.dllExportCrystalReports_Action is displayed in the Properties tab for the Action button on the Miscellaneous Billing form.
  10. Expand the Misc. property and configure the following:
  11. Enter the printer name in the PrinterName property.
  12. Select 101-rpt-003.rpt – Miscellaneous Billing Invoice from the ReportCode property.
  13. Select the export type that you want to generate, such as PDF or Crystal Reports from the ReportExportFormat property.
  14. Expand the Tooltip property.
  15. Enter a tooltip to appear when the user hovers the mouse over the Miscellaneous Billing Invoice Print action button on the Cash Collection form.
  16. Click Save.
  17. Launch Govern and open the Miscellaneous Billing > Invoice Posted form to view the button.

The Miscellaneous Billing Invoice Print button is located on the tab at the top of the form.

Launching the Report from Govern

You can print the report directly from the Miscellaneous Billing form in Govern.
To print the report:

  1. Launch Govern.
  2. Open a Profile that includes the Miscellaneous Billing form.
  3. Open the Miscellaneous Billing form.
  4. Perform a search and load the required Miscellaneous Billing record.
  5. Open the Invoice Posted entity.
  6. Click the Miscellaneous Billing Invoice Print action button.

The report is printed on the printer configured in the Cash Collection Parameters form.

 

 

 

101-mb-rpt-003-invoice

 

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