Payment Collections

Navigate: Closed Cashiering > General > Payment Collections

Description

NOTE:  Many jurisdictions require cashier and till setup before payment collection and allocation.

Use this screen to manage the allocation of a payment when it is less than the amount due. You can change the allocation for a single item or for multiple items.

The default allocation rule displays in the Allocation panel. You may change both the allocation rule and the individual allocations for the charges within the rule.

Steps

  1. On the Open Session by Cashier screen, make a selection from the Session drop-down list and click Look Up.

  1. In the Session Information panel, enter or select the necessary information.

    NOTE: Any field for an existing session may be changed on this screen before payments are accepted.

    • Till – Select the till that will be used in the session. Only one till is allowed per session.

    • Business date – Enter the deposit date for the session's receipts.

      NOTE: There cannot be two open sessions for the same till and date.

    • Default eff pay date – Enter the effective pay date to use for the session. You can change this for individual payments, if necessary, during receipting.

    • Opening balance – Enter the dollar amount of the beginning balance of the till.

    • Session number – The session number is automatically assigned, but you can change it. The default format is defined in Global Cashiering setup.

    • Payment source – Select the default payment source. When you click Cashiering > General > Payment Collections, the screen that opens depends on the payment source chosen for the session. The payment sources of counter, lockbox, and web use the Collect Payments screen to process the payments. Lender as a payment source opens Process Lender Payments, and Mail as a payment source opens Process Mail Payments. (You can navigate to other payment screens by selecting a different payment source from the drop-down list on the Cashiering Settings sidebar.)

      1. Click Configuration > Security and User Maintenance > Roles.
      2. On the Maintain a Role screen, locate the role to which you want to grant access and click Edit.
      3. On the Edit Role Details screen, click Non-Menu Items in the Command Item bar.
      4. On the Edit Non-Menu Item Role Details screen, select Cashiering from the Modify security for drop-down list.
      5. In the Details panel, click to select SetPaymentSource.
      6. In the Rights panel, select the checkbox for View and Modify and click Set Rights.
      7. Click Save in the Command Item bar.

    • Enter the cash denominations if you use denomination cashiering, as set up in Global Cashiering.

      • In the Rolls column, enter the number of rolls for each denomination of coin.

      • In the Quantities column enter the number of each denomination of bill and coin.

      • The sub total and total amounts automatically update as you enter denominations.

  2. Click Set as Current to save the information. The Collect Payments screen opens automatically with this session information.

    OR

    3. Click Save in the Command Item bar to finalize the session information without setting the current session.

    • Click Close to end the task.

Beaufort, Carolina

 Riverside, California

  • When redevelopment pass-through amounts are returned to the county by the RDAs, they are reallocated to the tax authorities that contributed to the RDAs.  Since these amounts are not tied to a specific PIN they require a method for redistributing them to the contributing TAF. Cashiering allows a payment to be allocated to TAFs so that when pass-through amounts are repaid by RDAs they can be cashiered and allocated to the specific TAFs the are due the funds.

    • The Secondary Rule List panel on the Manage Distribution Rules screen was created specifically for the district net apportionment amount (prior year secured). The net amount to be apportioned to a district is calculated by factoring current year total adjustments (if any), Refunds (if any), and administrative fees (if any) during current tax year. The District Net Apportioned Amount = General Purpose +/- Debt +/- Adjustments +/- Penalty +/- Interest +/- .25 Percent Admin Fees +/- Cost +/- PTAC +/- Redevelopment Pass-Through +/- Tax Losses Reserve Fund +/- Accounting Fees +/- Treasurer-Tax Collector Fees +/- Teeter Debt Service +/-.

    • IMPORTANT: You will also need to set up TIF Adjustment Limits via Distribution > Setup > TIF Adjustment Limits > Maintain Redevelopment Limits

    • Set up Cashiering Miscellaneous Sources for this via Cashiering > Setup > Miscellaneous Sources. Select the Misc type of Payment in lieu of taxes and the Distribution method of TAF.

    • The CA Distibution Rule Allocation Report (Distribution Reports > SRS Distribution Reports) includes the secondary schedule defined. If amounts are adjusted you should see them in SubDistDetail where the SecondaryDistCalcRuleId != 0 for your DistHeaderId. Those amounts match the amount shown on the report for the secondary rule in the bottom section of the report. The top section shows the Pre-Distribution data that qualified for the Secondary Rule.

  • Aumentum Distribution calculates the distribution of PTAC Costs for each district. The formula for calculation is PTAC Costs Allocation Factors X Total Administrative Costs = PTAC Costs. The calculation of the commission pulls in the original charges and applies apportionment factors to spread the 1% general tax across TAFs. The calculation prioritizes so that the direct credit commission is calculated first, then the PTAC cost commission calculates second and uses the results of the first commission in its calculation. As with other commissions, the PTAC commission amount shows as a reduction to gross distributions on all distribution process and distribution history reports. However, the commission sums together on these reports with other calculated commission since only a single column exists to show all distributions.

    SETUP: Set up an administrative (commission) PTAC fee via Tax > Distribution > Setup > Advanced Commission Setup. Set up the entitled distribution schedule via Tax > Distribution > Distribution Setup > Entitled Distribution Schedule > Set Up Entitled Distribution Schedule.

  • Unclaimed excess proceeds can be distributed back to taxing authorities using the prior year’s AB8 apportionment factors. To accommodate this, a distribution override rule was configured to distribute the tax sale excess proceeds. An EP Distribution process applies the Treasurer-Tax Collector’s costs to outstanding excess proceeds (aka surplus) amounts and applies the remainder of the proceeds to make them available for distribution. A distribution override rule has been configured that distributes the remaining applied unclaimed excess proceeds to taxing districts. A distribution commission to represent the .25 administrative fee was configured on Special Districts, County Fire, County Library, and County Road districts.

    SETUP: Configure the distribution override rule via Tax > Distribution > Setup > Distribution Rules. For Collection Criteria, include the Charge Code of Tax Sale: Excess Proceeds. Go to Tax > Distribution > Setup > Agencies > Edit Agencies. Click Add in the Commission Fee panel to navigate to the Edit Fee Criteria screen. Click Add in the Commission Criteria List panel, select the item type of Charge Code, and select the .25 Administrative Fee Rule.

  • A new distribution rule collection called TAG Area and four new distribution calculation rules were added to accommodate tax distribution to specific TAFs within a TAG using predetermined percentage breakdowns for:

    • Racehorse Tax

    • Non-commercial Aircraft Tax

    • Highway Rental

Aircraft tax is configured as a tax type in Aumentum and is used in distribution rule collection criteria to identify non-commerical aircraft tax payments. Incorporated TAGs used to cashier racehorse and non-commercial aircraft have been configured to include at least one city tax authority with at least one general fund. Unincorporated and incorporated TAGs used to cashier racehorse and non-commercial aircraft have been configured to include at least one school tax authority with at least one general fund.  Incorporated TAGs used to cashier highway rental have been configured to include at least one supervisory road district tax authority with at least one general fund. Unincorporated TAG’s used to cashier highway rental have been configured to include at least one road tax authority with at least one general fund.

  • TAG/TA - City

  • TAG/TA - Schools

  • TAG/TA - Supervisor Road District

  • TAG/TA - Road

To use the TAG Area rule collection and associated rules, you will need to configure six new distribution rules, one each for incorporated and for unincorporated for racehorse tax, non-commercial aircraft tax, and highway rental on the Edit Calculation Rule screen (Distribution > Setup > Distribution Rules > Manage Distribution Rules > Edit Distribution Rules > [Add/Edit – Calculation Rule List panel] > Edit Calculation Rule > [Add/Edit]).

Racehorse Tax is configured as a miscellaneous source in Aumentum Cashiering (Cashiering > Setup > Miscellaneous Sources > Set Up Miscellaneous Sources). When setting this up the Set Up Miscellaneous Sources screen, the Misc Type should be Standard, the Tie to PIN checkbox must be checked, and the Rate  Type should be Certified.

Highway Rental is configured as a miscellaneous source in Aumentum Cashiering (Cashiering > Setup > Miscellaneous Sources >Set Up Miscellaneous Sources). When setting this on the Set Up Miscellaneous Sources screen, the Misc Type should be Standard, the Tie to PIN checkbox must be selected, and the Rate Type should be Certified.

Related Topics

  1. Click Cashiering > General > Payment Collections.

  2. On the Collect Payments screen, click Allocations in the Bills to Pay panel title bar.
  3. On the Adjust an Allocation screen, select a different allocation rule from the drop-down list if the default allocation rule is not used.

  4. Enter the dollar amount to be allocated.

  5. Click Allocate to see the allocation information. The allocation of the current payment is displayed in the Allocation Details panel.

  6. In the Allocation Details panel, select a line and drill down to the desired installment information to view and edit the dollar amount of an allocation for a specific item

  7. Enter the dollar amount in the Allocate field.

  8. Click Previous when the allocations are complete and the Remainder to Allocate field displays $0.00 to save the information and return to the Collect Payments screen.

    OR

    Click Finish to save the reallocation, return to the Collect Payments screen, and automatically finalize the payment.

    • The tree is updated with the new dollar amounts.

    • The allocation field displays a minus sign if the allocated amount is more money than the actual payment.

When mobile home property taxes are due, some have an associated decal for the property. If the taxes are unpaid or partially paid, a decal may not be issued depending on the setting in Set Up Global Cashiering for Mobile Homes. A decal may be issued at the time of payment or any time after the payment. If no taxes are due because of exemptions, a decal may still be issued.

  1. Click Cashiering > General > Payment Collection.

  2. On the Collect Payments screen, enter a check number and click Pay in the Command Item bar.

  3. On the Assign Mobile Home Decal Number screen, select the charge code for the decal.

  4. Enter the beginning decal number and the ending decal number.

  5. Click Update. The bills that should have decals for the selected charge code are listed; decal numbers automatically assigned in numerical order.

    • Change the decal numbers, if necessary.

  6. Click Finish when all information is entered or updated.

    • Click Previous to go back to the previous screen.

Process payments received through the mail or process multiple payments quickly.

This screen is only used when there are single bills with a single tender for each mail payment and a single effective pay date. An individual receipt is created for each bill.

  1. On the Mail Payment Processing screen, make a selection from the Type drop-down list.

  2. Select the Work list.

  3. Click Add Bill.

    The item is added to the Bills to Pay grid, with the default tender type and the tendered amount equal to the bill total.

  4. Change the Tender type or Tendered amount if needed.

    • Add a Check number, if payment is by check.

  5. Select a bill using the checkbox, and click Detail on the Bills to Pay panel title bar to see more information or make any changes to the bill details.

    The Bill Detail panel displays bill details as well as the primary owner, tax details, and flag details.

    • Edit as needed the effective pay date, prorate by days or percentage, then number of days or percent (or no prorate), and paying amount.

    • Click Apply to save any changed information.

    • Repeat the previous steps for all payments.

  6. Click Pay. The payment transactions for all bills in the Bills to Pay list are recorded, and the receipts for each payment are generated.

    • Click Remove to remove it selected bills from the list.

    • Click Print to print selected bills.

    • Click Pause if you need to step away from this process. This puts the current collection information on hold until you recall it using the Retrieve button.

    • Click Clear to remove the information from the screen and begin a new payment collection. All information on the screen at the time Clear is selected is removed without making any changes or payments.

    • Click Close to exit the task.

For a specific lender and tax year, pay multiple bills with a single payment transaction. A single receipt, showing all the details, can be printed.

NOTE: The application setting Use Paid on Behalf of as the default address for refunds defines the default refund address. If set to True, and the Paid on Behalf of is populated (a specific lender/service company is selected when there are multiples), the refund Pay To address becomes the Paid on Behalf of.  Otherwise, the Paid By address is used.

  1. Click Configuration > Application Settings > Maintain Application Settings.

  2. Select the Setting type of Effective Date and the Sort by module of Tax Accounts Receivable.

  3. Select the application setting and set True to use the Paid on Behalf of (when multiple lenders/service companies and a specific one is selected). The default is False, which means the Paid By is used (one lender/service company).

Steps

  1. Select the Tax year, if desired, and the Lender and click Add Bills to retrieve bills for revenue objects associated with the lender, and for the tax year, if specified.

    The bills matching the criteria are listed in the Bills to Pay panel.

  2. Check the Total bill count and Total amount due in the Billing Summary panel of the Cashiering sidebar tab. You can remove bills and recheck the bill count and total amount until they are correct for your expectations. For example:

    • Verify the total number of bills and total amount from a report sent by the lender.

    • Select a bill and click Details to see the charge details of the bill.

    • Remove bills that are not included for this payment. To remove a bill, select the checkbox and click Remove in the panel title bar.

  3. Verify the Tender information.

    • If needed, you can modify Paid by default (current lender) and the Amount tendered.

      Click Edit to open a Paid By Information pop-up if you need to change the lender name or address, or to look up a different lender.

    • Select the Verified checkbox after confirming that the paid by information is correct. Depending on your county's setup, this verification may be required before you can continue.

    • Select Yes for the Print Receipt option if you want to print the single receipt, which shows the all of the bills paid. Select No you do not want a printed receipt.

    • Choose whether or not to print the surplus notices, if there is surplus.

  4. Click Pay. The payment transactions are saved, and the receipt is generated (if requested).

    • Click Note to add a note about the payment to print on the receipt. This note is only applied to the receipt, not the account or bill. It prints on the receipt at this time and again if the receipt is printed from the Inquire on Receipt option.

    • Click Clear to remove the information from the screen and begin a new payment collection. All information on the screen at the time Clear is selected is removed without making any changes or payments.

On the Print Mass Receipts screen, you can print receipts en masse for lender or remittance processor files, or as needed.

NOTE: Verify that the Effective date in the side bar is the correct date. You can change the effective date at any time, even if you have generated/printed receipts. However, the new receipt numbers will re-sequence to the beginning number again.

  1. On the Inquire on Receipt screen, enter the receipt number and receipt year, and click Look Up to retrieve the receipt information.

    NOTE: If you do not know the receipt number or year, click Common Actions > Advanced Receipt Inquiry to search by additional criteria.

    The receipt information displayed includes general information identifying the receipt, payment information, any notes associated with the receipt, and tax and miscellaneous revenue information.

    2. Take any of the following actions:

    1. Click Note in the Command Item bar to enable the Note panel.

    2. Enter the note text.

    3. Select the Print checkbox to include the note when you print the receipt.

      • Click Save to save the note, or click Cancel to discard your changes.

      • Click Delete to remove an existing note from the receipt.

    Payments may be reversed before the session has gone through Back Office Reconciliation, when payments are posted to A/R. Reverse a payment if some sort of error was made, for example, if you paid on the wrong property. You can then collect the payment on the correct property, and transactions will display showing the reversal.

    NOTE: if you need to reverse a payment after posting, use the Cancellation - Create Surplus task on the Accounts Receivable > Manage Payments menu so that a refund can be issued to the taxpayer.

    1. In the Reverse Payments panel, make a selection from the Reason drop-down list and add a comment to reverse the receipt.

    2. Click Reverse.

      NOTE: All payments on a receipt are reversed. An individual payment within a group of payments may not be reversed.

      IMPORTANT: If a flag was inactivated as a result of a payment, reversing the payment does not reactivate the flag. To reactivate the flag, click Info Center > Tax Detail to search for and select the property and display it on the Tax Information screen. Click Common Actions > Manage Flags. On the Manage Flags screen, select the Associated Flag checkbox in the Flags panel and click Activate.

      NOTE: The ability to reverse previously posted transactions from FRVIS as well as in Aumentum is also available in some jurisdictions. Click Configuration > Applications Settings > Maintain Applications Settings, select Cashiering from the Sort by module drop-down list, set the effective date, select the application setting Send universal misc source reversals to web service and set to True.

    1. Click Print Receipt to print all of the receipt information.

      • If you only want to print portions of the receipt, select specific items the Tax Revenue Information and Miscellaneous Revenue Information panels before you click Print Receipt. If no items are selected, all items print.

    Click Print Notices to print an on demand credit voucher for receipts with a surplus amount, if applicable.

    After you are done with this receipt, look up or search for a new receipt. Click List to return to the Advanced Receipt Inquiry Results screen to select another receipt if the advanced inquiry was used and more than one receipt met the criteria. Or, click Close to end the task.

Prerequisites, Dependencies and Setup

Configuration Menu