MB – Lien Transfer Batch Process

Miscellaneous Billing (MB) – Lien Transfer Batch Process

Specification Overview

Purpose

Run the batch Miscellaneous Billing Lien Transfer process to transfer outstanding balances from the Accounts / Receivable to the Real Property Taxation sub-system. This process will only transfer Balances from MB Accounts that have a parcel linked to it. The balances will be transferred as an Override Levy on the Parcel so it can be included on the next Property Tax billing.

Identification

Process Name: MB_LIEN_
Requirement Number: 16117

Records to be processed:

See Selection Criteria

Batch Processing:

The batch program can be scheduled to run periodically.
The transaction Mode “Roll Back If One Transaction Failed” is not supported. It will be “Continue If One Transaction Failed” by default
Refer to the Standard Batch Process details Batch Program Setup or Govern Scheduler for more details

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Batch User Interface

The following parameters and options are available:

Selection Criteria

Year

Enter the year by which the records are saved.
Note: This field appears only if A/R Master by Fiscal Year is selected for the Miscellaneous Billing subsystem on the A/R General Parameters form in Govern Admin.

Minimum Balance Due

Enter the minimum balance due. Accounts with a balance due less than this amount are not transferred.

Billed Up to

Enter the last billing date that will be able to be transferred. Any invoices billed after that date will not be included.

A/R Class Code

Select an A/R Class Code from the drop-down list (Table: VT_USR_AR_CLASS) to be used to Add a Lien charge to the existing balance. The default amount in the AR Class code setup it used for the Charge. Would be nice to have a parameter to enter the Charge amount on the Batch screen.

Batch Variables

A/R Reason Code

Select a justification for the transfer, from the drop-down list (Table: VT_USR_ARREASON). This will be included in the AR_DETAIL records created on the MB subsystem for the credit charges.

Batch Execution

The batch program can be executed on demand or scheduled with Govern Scheduler.

During the execution, warning and error messages will be presented in the batch result grid.

On error, the misc. billing account id will be displayed in the message – to verify
For any error, double-click on the message to access the full text

Once completed, information will be displayed, that includes:

A unique batch audit ID
Application name and version, such as Govern Batch Processing, 6.0
Batch process name with any additional notes, such as parameters loaded
User ID
Date and time the process was started
Date and time the process was completed
Parameters and Options used
Total number of records read
Total number of records processed
Indication as to whether the process was successful or not

Lien Transfer Log
A log of Miscellaneous Billing Accounts Transferred will be generated.

Batch Processing (Technical)

Before Executing Subprocesses:

Select all parcel ID and frozen ID related to the year (or all year if none selected) the jurisdiction, or the neighborhood or the saved dataset if chosen.

Execute Subprocess

For each batch process

Error Reporting
In addition to the standard Batch Processing standard error reporting, any additional validations will be listed below:

Troubleshooting

The following is to help troubleshoot the batch process.

After changes, it is always best to compute for a single year and small dataset
The parcel id is listed in the error message
Turning on the Govern Diagnostic Tool
Turning on the SQL Profiler Tool (system administrator)

Miscellaneous Billing (MB) – Account

Overview

The Miscellaneous Billing (MB) Account form is used for creating MB accounts. These can be linked by name or address to existing records in your Govern database.

With the Miscellaneous Billing Account form, you can:

Create multiple MB accounts for any user or parcel.
Create MB accounts for users not currently in the system.
Link a new MB account to the Govern A/R directly from this form.
Add a default category to the account.
Set default sales tax exemptions.

Accessing the MB Account Form

To access the Miscellaneous Billing Account form:

Launch Govern.
Open a Profile that contains Miscellaneous Billing.
Open the Miscellaneous Billing form.
Select the Account tab.
Optionally, you can use the dynamic search to find a name or property record and load the results to the form.
Click New to create a new account.
Complete one of the following procedures to create a new account by name or by property:
Complete the other parameters on the form.
Click Save.
When you click Save:If the MB Account Number field is blank, a number is automatically generated and entered in this field. If the number is automatically generated, it contains the number of digits entered the GNA > System Parameters form. You can add a prefix or suffix to an automatically generated number.
Click New A/R to create an A/R ID for the current account.
The record must be saved before you can create an A/R ID. This button is disabled once the ID is created.

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Creating an MB Account

All Miscellaneous Billing accounts are created by name. They can be linked to a parcel.
To create an MB Account:

Select one of the following under
Name and Address:Create New to create an MB account for an individual or company without an existing record in the database.
Search for existing to create an MB account for an individual or company with an existing record in the database.
Current ID to create an MB account for the individual or company that is currently selected in the tree view.
The name and address information for the account is displayed under Name and Address. This information cannot be modified on this form.
Complete the other fields as described in the following section.
Click Save.

Linking an MB Account to a Parcel

To link an MB account to a Parcel:

Select Search for existing under Parcel.
This launches the Parcel search screen.
Enter your search criteria.
Load the results to the form.
The tax map number is displayed under Parcel and the name and address information for the account is displayed under Name and Address. This information cannot be modified on this form.
Complete the other fields as described in the following section.
Click Save.

Account Information

Account Number

The MB account number can be automatically generated or entered manually. If it is automatically generated, it contains the number of digits entered the GNA > System Parameters form. You can add a prefix or suffix to an automatically generated number. The number is generated when you click Save.

Otherwise, enter the new miscellaneous billing account number.

Sales Tax Exemptions

If the the name or property associated with the MB account is exempt from paying sales tax, select the applicable option.

Exemption 1:

Select this option to exempt the account from paying the first Sales Tax defined on the MB General Parameters form.

Exemption 2:

Select this option to exempt the account from paying the second Sales Tax defined on the MB General Parameters form.
These options are enabled if Activate Sales Tax is selected on the Miscellaneous Billings General Parameters form.

Notes

Enter any relevant notes and comments for the account.

Deleting an MB Account

Deleting a Miscellaneous Billing Account Record
Click Delete to remove a saved miscellaneous billing account record from the database. A confirmation message is displayed. Click OK to delete the record or Cancel to return to the Miscellaneous Billing Account form.

NOTE: The Delete button is enabled only if no invoices are created for the account, regardless of whether they are posted or not.

Accounts Receivable (AR) General Parameters

Overview

The General Parameters form is used for defining the A/R settings that are used throughout Govern. These include deposit management, subsystem priorities for A/R data, ACH parameters, and billing options.

To access the A/R General Parameters form:

Launch GNA.
Select Application Configurations > Accounts Receivable > A/R General Parameters.

Documentation

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

103-ar-parm-General.pdf

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Action Buttons

Saving the General Parameters
Click Save (Ctrl + S) to save the Accounts / Receivable General Parameters settings to the SY_REGISTRY.
Cancel
If there are unsaved modifications, the Exit button changes to Cancel. When you click Cancel, the unsaved data are removed from the form.
Exit
Click Exit to close the form. A confirmation message is displayed if there are any unsaved modifications. Click Yes to save or No to close without saving.

Accounts Receivable General Parameters for All Subsystems

Minimum Balance to Compute Charges, or %
Enter the minimum balance, as an amount or percentage, on which late charges, including interest and penalties, can be applied.
Department Used from the Web
If you are using the Govern eGovernment application, this parameter is required. Select a default department for managing the A/R data from the web.
Bill Number Prefix
Select this option to use a two-digit prefix for A /R billing. If this option is selected, the Bill Prefix field is displayed on the Govern Tax Posting to A/R batch process.
Use Exact Installment
Select this option to prevent collection of the second installment of a bill before the first is collected. Otherwise, if the second installment is collected while the first remains outstanding, it is saved as the total payment in the database.
Security by Area
This option is not applicable to Govern v6.
The Security by Area parameter is valid for Govern for Windows only. For complete details on setting up security in Govern OpenForms, see Security for Govern OpenForms.
Bypass Funds Reapplication
The Bypass Funds Application is available for the following subsystems:

Land Management (LM)
Miscellaneous Billing (MB)
Special Assessment (SA)
Self-Reported Tax (ST)

You can select one or more options. Each is independent.
Select the option to save overpayments as Open Credit Transactions (OCT), on the applicable subsystem. Deselect the option to apply overpayments to another LM permit, MB invoice, SA project, or ST period, as applicable.
Use Proportional Distribution
Select this option to enable Proportional Distribution for cash collection. With Proportional Distribution, payments are distributed according to the amount owed on each account.
For example, in the following scenario, a taxpayer owes $150.00 for electricity and $50.00 for water, but pays a total of $100.00; i.e., 50% of the amount due. With proportional distribution 50% of each bill is paid; i.e., $75.00 is paid on the electric bill and $25.00 on the water bill.
Activate G/L Validation
Select Activate G/L Validation if you are using the Govern General Ledger (G/L) interface. G/L Validation ensures that the
G/L account types entered for the A/R Class Code are valid for the selected transaction type. When this option is selected, the valid G/L account type fields are enabled on the G/L Distribution Parameters form. See GL Distribution Parameters.
If you are not connected to a G/L interface database, the Account Type drop-down lists on the G/L Distribution Parameters form are populated from the AR_PARM_GL_ACCNT table.

NOTE: If this setting is enabled, you must set up a G/L distribution for all A/R Class Codes.
The following error message is displayed if you try to save an A/R Class Code without setting up G/L distribution.
A/R Class Codes without G/L distribution.
This error message is generated if you try to save A/R Class Codes from a previous year when this setting was deselected. The A/R Class Codes are saved by year. The General Parameters are not.

ACH (PAP) Supported via Payment Plan
Select this option if you want to accept ACH Pre-authorized Payment (PAP) for payments made through a payment plan. When this option is selected, the Payment Option is added to the Payment Plan Information section of the Payment Plan user form. When you set up a payment plan, you can select Manual, Payments by ACH (PAP), or postdated check.
If this option is not selected, the Payment Option is not added to the Payment Plan. For details, see Payment Plan.

Override G/L Entry Date by Posting Date
Select this option to override the entry date saved with the G/L transaction with the posting date.
Typically, the entry date is maintained in the General Ledger. However, for some clients, the posting date is more useful for files that are exported to another system or organization.
No SRT Discount if Not Full Payment
If you are using the self-reported tax module, select this option to apply the discount only when the full payment is received. Refer to the SRT documentation for further details.

ACH City and Bank Parameters

The ACH City and Bank Parameters are required for setting up ACH Processing. This is available for Utility Billing and all Tax Assessment and Billing subsystems. See ACH Payment Processing for details.

Related Subsystem Parameters

This section provides the A/R options for the subsystems. Is the subsystem linked by name or property? Is it set up by fiscal year? What is the minimum collection amount or percentage? For some subsystems, there is no option. For example, Bankruptcy is always linked by name. In these cases, the setting is disabled.

General Information for Related Subsystem Parameters

This section describes the parameters that are listed for most subsystems:
Link A/R to Names
Select this option to associate the A/R for the selected subsystem with he NA_ID. Other the A/R is associated with the P_ID.
If the A/R is linked by property, the user can perform a search by property or account number when accepting payments or performing an account inquiry. If the A/R is linked by name, the user can also search by name.
For some subsystems, this option is disabled. For example, it is disabled and always selected for Bankruptcy, Delinquency Collection, Personal Property, and the excise tax subsystems because the A/R for these subsystems is always linked by name. It is disabled and selected for Special Assessment because the A/R for this subsystem is always linked by property.
A/R Master by Fiscal Year
Select this option to save the A/R records for the selected subsystem by fiscal year.
For some subsystems, this option is disabled. It is always selected for the Tax and Assessment subsystems because they are saved by fiscal year. It is always deselected for Utility Billing because this subsystem is not saved by fiscal year.
Allow Payments < Late Charges Due
Select this option to accept payments that are less than the interest and penalties on the Payment Data Entry form in Govern.
Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection, if applicable.

For example: If you enter 50%, the minimum payment amount is 50% of the installment due. The user cannot enter less than the calculated amount on the Payment Data Entry form in Govern.

These parameters can be used instead of the Allow Payments < Late Charges Due option.

If the previous installment is not completely paid, the remaining amount is added to the current installment. This must be paid before any amount on the current installment can be collected.

For example, a $3,000. tax bill is divided into three installments of $1,000. each; the minimum collection amount is 50% ($500., in this example).

The client pays $800.00 on the first installment, leaving $200.00 remaining. This is added to the second installment.

The minimum amount that can be paid on the second installment is:
$200.00 (unpaid amount from first installment)
+500.00 (minimum collection amount for second installment).
$700.00

Aircraft Excise TaxSee Excise Tax Subsystems.

Bankruptcy

Link A/R to Names
This option is disabled and selected. The A/R for Bankruptcy is always linked by name.

A/R Master by Fiscal Year
Select this option if you want to save the A/R records for Bankruptcy by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern.

Boat Excise Tax

See Excise Tax Subsystems.

Business License Subsystem

Select Business License under Related Subsystem Parameters to view or update the parameters for this subsystem.

Link A/R to Names
Business License records are always created by name. This option is selected and disabled for this subsystem.

A/R Master by Fiscal Year
This option is disabled and deselected.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the late charges due.

Deed Information Subsystem

Select Deed under Related Subsystem Parameters to view or update the parameters for this subsystem.

Link A/R to Names
By default, Accounts Receivable records are created by property for the Deed Information subsystem. Select this option to create records by name.

A/R Master by Fiscal Year
Select this option to save Deed Information AR records by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern. Refer to the Mass Appraisal Sales and Comparable Sales documentation for more information.

Delinquency Collection

Link A/R to Names
This option is disabled and selected. The A/R for Delinquency Collection is always linked by name.

A/R Master by Fiscal Year
Select this option if you want to save the A/R records for Bankruptcy by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern.

Land Management Subsystem

Select Land Management under Related Subsystem Parameters to view or update the parameters for this subsystem.

Link A/R to Names
By default, Accounts Receivable records are created by property for the Land Management subsystem. Select this option to create records by name. Records are defined, according to the type of name, selected on the Default Link Name parameter defined on the Land Management Parameters form; for example, the applicant for a permit record. Refer to the Permit & Inspections guide for details.
For the Permit to Name and License to Name functions, the Accounts Receivable records are automatically created by name.

A/R Master by Fiscal Year
Select this option to save Land Management A/R records by fiscal year.

Allow Payments < Late Charges Due
Select this option to allow the collection of payments that are less than the interest and penalties on the Payment Data Entry form in Govern.

Switch to Voluntary Payment when Payment without A/R
This option is applicable to the Payment Data Entry form in Govern. When a payment is on an account that has no active A/R, Voluntary Payment has to be selected as the transaction type.
When this option is deselected, an error message is displayed if another transaction type is selected.
When this option is selected, the transaction type for any payment on an account without Active A/R is automatically changed to the Voluntary Payment transaction type.

Miscellaneous Billing Subsystem

Select Miscellaneous Billing under Related Subsystem Parameters to view or update the A/R parameters for this subsystem.

Link A/R to Names
This option is disabled and always selected for the Miscellaneous Billing subsystem. Although you can link a property to a Miscellaneous Billing record, accounts are initially set up by name.

A/R Master by Fiscal Year
Select this option to save the miscellaneous billing records by fiscal year.

Web Default Class

Select a default AR Class for miscellaneous billing payments made over the Web. A miscellaneous billing is created for subscriptions to the eProfile that are paid over the Web. Refer to the eProfile guide for complete details.
Refer to the Miscellaneous Billing documentation for more information.

Motor Vehicle Excise Tax

See Excise Tax Subsystems.

Personal Property Taxation Subsystem

Link A/R to Names
Select this option to link the A/R to the Business or Occupant Name entered on the Personal Property Assessment Maintenance function.

A/R Master by Fiscal Year
This option is always selected for the Personal Property Tax module. A/R records for this module are saved by fiscal year.

A/R Master by Cycle Code
You are able to set up the Personal Property Tax subsystem by Cycles, similar to the Real Property Taxation. Select this option to use A/R Cycle Codes with the Personal Property Tax subsystem; such as, county, district and school (Table: VT_USR_ARCYCLE). Personal Property cycles are defined in the same table as Real Property Tax cycles.

When this option is selected, the Cycle field is enabled, for Personal Property on the following GNA forms:
A/R Class Parameters. See A/R Class.

Accounts Receivable Security. See A/R Security

Penalty / Int. Breakdown (Batch)
See Penalty / Int. Breakdown (Batch).

Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern. This option can be used instead of the Minimum Collection % or Amount parameters.

Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection. These parameters can be used instead of the Allow Payments < Late Charges due option. Refer to the Personal Property Tax Assessment & Billing documentation for more information.

Real Property Sub-System

Link A/R to Names
Select this option to link the A/R to the Primary Name in the Real Property Mailing Index.

A/R Master by Fiscal Year
This option is always selected for the Real Property Tax module. A/R records for this module are saved by fiscal year.

A/R Master by Cycle Code
Cycle Codes are required for all Tax and Assessment subsystem in Govern OpenForms. Select this option to use A/R Cycle Codes with the Real Property Tax subsystem; such as, county, district and school (Table: VT_USR_ARCYCLE).

Over, Short, and Duplicate Method
If this option is selected, duplicate and over-payments are automatically handled as follows:
The real property tax is paid, leaving a zero balance.
A negative or positive credit is generated for the difference.

Max Amount Over / Short $
Enter the maximums for applying this method to over and short payments. Typically, the method is used for small amounts and the maximums are for a few cents.

Penalty / Int. Breakdown (Batch)
This option is available for Real Property Tax, Personal Property Tax, and Utility Billing.
Select Penalty / Interest Breakdown (Batch) to use the Penalty / Interest Breakdown (Batch) process.
When this option is selected, the same A/R Class Code is used for the transaction, the penalty, and the interest. These are entered with interest (int) and/or penalty (pen) transaction types. For details, see A/R Class Code Process Map.
For example, the customer owes $50.00 for water billing and $50.00 for sewer billing. The penalty is 1% per month; normally, $1.00 is charged through the Penalty Type class code. However, using the Penalty / Interest Breakdown option, $0.50 is charged through a water class code and $.50 through a sewer class code.

When a transaction is made, it is automatically divided between the class codes. The penalties and interest are calculated according to the A/R Method selected. You do not need to create separate A/R Class Codes for this transaction type.
Deselect the Penalty and Interest Breakdown Batch option to send penalty and interest amounts to separate A/R Class Codes.

When this option is deselected, the Link to Interest A/R Class and Link to Penalty A/R Class fields are enabled on the A/R Class Parameters form, under the following conditions:
A/R Class Codes for Penalty or Interest Transaction Types exist for the sub-system.
An A/R Method is selected for the A/R Class Code.
You can link an A/R Class Code for penalty and a code for interest to the selected A/R Class Code. When a payment is received the penalty and interest amounts are automatically sent to the linked A/R Class Codes.
If an interest or penalty A/R Class Code is not specified, the first class code found for penalty or interest is used. See A/R Class Code Process Map

Minimum Collection % or $
Enter the percentage or amount that is acceptable for minimum collection. See Related Subsystem Parameters for conditions.

Collection Year
Enter the last year for which you are collecting bills. For example, if you enter 2014, users cannot accept payments on bills dated 2013 and before. Typically, this option is used by municipalities that transfer bills to the county, or to another level of government, after a set time has passed.

Self Reported Tax Subsystem

Link A/R to Names
All Self-Reported Tax records are created by name. This option is selected and disabled for this subsystem.
A/R Master by Fiscal Year
Select this option to save the AR records for the Self-Reported Tax subsystem, by fiscal year.
Refer to the Self Reported Tax guide for more information.

Special Assessment

Link A/R to Names
This option is disabled and deselected. The A/R for Special Assessment projects is always linked by property.

A/R Master by Fiscal Year
This option is disabled and deselected. Special Assessment projects are created for longer periods of time.

Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern.

Transfer Principal Amount
Select this option in order to enable users to transfer the principal for Special Assessment projects.

Get A/R Class Interest by Project
Select this option if users need to separate interest according to betterment projects.

Default A/R Class Principal
An A/R Class Code for the principal generated from betterment projects is required. Select an A/R Class Code from the drop-down list.

Default A/R Class Interest
An A/R Class Code for the interest generated from betterment projects is required. Select an A/R Class Code for the drop-down list. You can select the same A/R Class for both principal and interest.

Utility Billing Subsystem

Link A/R to Names
Select this option to link the A/R for the Utility Billing subsystem to the Primary Name in the Utility Billing Mailing Index. Otherwise, the A/R is linked by property for this subsystem.
If you are using the Move In Move Out function, select this option to ensure that the moving in services are billed to the correct occupant.

A/R Master by Fiscal Year
This option is disabled and deselected. Utility Billing records are not saved by year.
Penalty / Int. Breakdown (Batch)
See Penalty / Int. Breakdown (Batch).
No Penalty on Penalty
Select this option to prevent charging a penalty on top of an existing penalty. This option is enabled only if the Penalty / Interest Breakdown option is selected. Refer to the Utility Billing guide for more information.
Excise Tax Subsystems
Select Aircraft or Boat Excise Tax under Related Subsystem Parameters to view or update the parameters for this subsystem.

For these subsystems, the Link A/R to Names and A/R Master by Fiscal Year options are disabled and selected. A/R records for these subsystems are always defined by name and saved by fiscal year.
Allow Payments < Late Charges Due
Select this to accept payments that are less than the interest and penalties due on the Payment Data Entry form in Govern. This option can be used instead of the Minimum Collection % or Amount parameters.
Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection.

Tax Title Parameters

There are three subsystems for tax title data:

Real Property Tax
Personal Property Tax
Land Management Tax

Link A/R to Names
The Link A/R to Names option for each tax title subsystem matches the Link A/R to Names setting for the corresponding subsystem. For example, if Link A/R to Names is selected for the Real Property subsystem, it is automatically selected for the Tax Title (Real Property) subsystem. If it is deselected for the Real Property subsystem it is automatically deselected for the Tax Title (Real Property) subsystem.
If these options are selected, the A/R is linked to the following:
Real Property Tax Title: links the A/R to the Primary Index in the Real Property Mailing Index
Personal Property Tax Title: links the A/R to the Business or Occupant Name entered on the Personal Property Assessment Maintenance function.
Land Management Tax Title: links the A/R to the default Link Name Type entered on the Land Management Parameters form.
A/R Master by Fiscal Year
This option is always selected for the Tax Title subsystems. A/R records are saved by fiscal year for tax title.
Minimum Collection % or $
Enter the percentage or amount acceptable for minimum collection for the tax title subsystems, if applicable. See Related Subsystem Parameters for conditions.
Refer to the Tax Title documentation for more information on these subsystems.

NOTE: A/R General Parameters are saved to (Table: SY_REGISTRY).

Accounts Receivable General Parameters – Miscellaneous Billing

Overview

There are administrative options that will control how the Govern System handles charges that are related to Misc. Billing (MB).
The following parameters need to be setup for Miscellaneous Billing:

Bypass MB/LM/SA/ST funds reapplication

There are administrative options that will control how the Govern System handles charges that are related to Misc. Billing (MB), Land Management (LM), Special Assessment (SA), and Self Reported Tax (ST). The Accounts Receivable General Parameters form is used to define settings for all the subsystems that are linked to Govern’s Accounts / Receivable (A/R) subsystem. Open Credit Transactions (OCT) are generated in the system when an amount that is applied to a payment exceeds the payment due. In the Govern system an OCT is in the form of an Open Cash on Hand (OCH), or an Overpayment (OVR). The Bypass MB/LM/SA/ST funds reapplication in the A/R General Parameters form is an option that changes how the system treats the reapplication of OCT’s.

When the Bypass XX funds reapplication option in GovAdmin is selected, the system will now apply the OCT to the account even if an invoice is NOT referenced.
As before, if the invoice is referenced, the OCT amount will be applied to the selected invoice.
When Reapply in the A/R Inquiry form is selected, the No option will apply the OCT to the outstanding balance of an invoice and creates the applicable G/L entries.
Only select the Yes option with the understanding that the OCT will be applied to account, but the OCT reference will be lost; this is consistent with the previous system behavior.

Default Rules of applying OCH

By default, in the A/R Inquiry form, when a payment is made in the system and no invoice number is specified, the Govern system will apply the payment to all outstanding invoices. When an overpayment amount exists as a result of that overpayment, it is recorded in the system as an open credit OCH. When users select the Bypass XX funds reapplication option in GovAdmin, where XX is a related subsystem. When Reapply is selected in the Govern A/R Inquiry form, unless an invoice number is specified, payments will be recorded as an OCH record, and will remain in the system.

NOTE: Invoices must be referenced by their number otherwise the system will not apply the payment.

During Reapply, if the Yes option is selected for Bypass MB funds reapplication, the OCH will be cleared. Any reference to the OCH will be lost and no adjustment will be made to the GL transactions.

A/R Master by Fiscal Year

This can be selected to create a new AR_ID each year for each MB_ID when an Invoice posting occurs. Otherwise, all invoices for each MB_ID will post to the same AR_ID.

Allow payments < Late Charges Due

103-ar-parm-MB

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Miscellaneous Billing Module

Overview

Govern’s Miscellaneous Billing module is a flexible invoicing and collection system. It can be used for special or occasional invoicing functions such as transportation costs or courier fees that do not fit easily into any other category. The system facilitates the entire billing process for uncommon charges, by updating the Accounts Receivable records and calculating financial and past due account charges, for all bills. The system can be integrated with the G/L for automatic updates.

The user forms for Miscellaneous Billing include the following:

Miscellaneous Billing Account Miscellaneous Billing accounts are set up for individuals or companies. Multiple accounts can be set up for each individual or company. Each account can be exempt from one or both sales taxes.
Invoice Data Entry The data entry for the miscellaneous billing invoices is performed on the Miscellaneous Billing Invoice. Invoices can be posted manually from this form or automatically in a batch process.
Recurring Invoice Data Entry Recurring invoices can be created for miscellaneous billing items that occur on a regular basis.

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Administrative Menu

The administrative menus for Miscellaneous Billing are as follows:

Miscellaneous Billing General Parameters: This form is used for defining the sales tax parameters for the items that are invoiced under Miscellaneous Billing. One or two sales taxes can be defined, depending on the requirements of the organization. The Sales Tax is associated with each item. An account can an account can be exempt from one or both taxes.

Miscellaneous Billing Items The Items are defined for the invoices. A default amount is added. An A/R Class is associated.
Miscellaneous Billing Categories: The Miscellaneous Billing categories are used for creating groups of items. This facilitates data entry.
Recurring Batch Codes: The Miscellaneous Billing Recurring Batch Codes are used for defining schedules for the miscellaneous billing invoices that occur on a regular basis.
Copy to Year: The Miscellaneous Billing Copy to Year is used for copying the Miscellaneous Billing parameters: Sales Tax definitions, Items, Categories, and Recurring Batch Codes from one year to the next.
Initialize Next Year: The Miscellaneous Billing Initialize Next year is used for copying the recurring invoices from one year to the next.

Specification