Cancellation - No Surplus

Navigate: Closed Tax > Accounts Receivable > Manage Payments > Cancellation - No Surplus > Search for Payments or Surplus  > Payment Search Results > [Next] > Transaction Confirmed - Cancel (No Surplus)

Description

Use the Cancellation - No Surplus screens to cancel (delete) a payment or surplus without putting the cancelled amount into surplus. For example, use this method when there is a bad check but no fees or flags need to be applied.

SETUP: See Manage Payments for any applicable prerequisites, dependencies and setup information for this task.

Workflow Processing for Bad Check and Cancellation - No Surplus

An Aumentum Event is created for Accounts Receivable > Manage Payments > Bad Check and Cancellation - No Surplus processing when all or a portion of a payment is cancelled, and the bad check/cancellation meets predefined criteria in Configuration > Rules Maintenance to determine if the bill:

  • Is a specific roll type.

  • Is a specific collection type.

  • Meets other date/ownership transfer criteria.

This event kicks off an UnpaidChargesTransfer - Unpaid Charges Transfer workflow, if configured for your jurisdiction. Depending on your user role and privileges, this workflow displays in your workflow queue on the View My Worklist screen, available from the Workflow icon in the sidebar.

Select UnpaidChargesTransfer - Unpaid Charges Transfer from your workflow to advance to the Levy Management Transfer Unpaid Charges screen with the option to manually change the collection type to unsecured for the purpose of transferring cancellation/bad check amounts from secured to unsecured.

CAUTION: Use care when changing the collection type as doing so can greatly impact accounts receivable processing. See the Transfer Collection Type topic for a list of scenarios and their impact on, for example, partial payments with a correction, reallocations, surpluses, and penalties, fees, and interest.

In that event, there may be, if configured for your jurisdiction, an additional Submit to Approve button on the Transfer Unpaid Charges screen that when selected, routes the workflow to the next queue for approval. See the View My Worklist topic for details about workflow processing, queues, and approvals.

NOTE: Criteria that generates events and hence workflows, queues, approvals, and workflow processing, are unique to each jurisdiction.

Web Service Third Party Cashiering

NOTE: A web service with the ability to reverse a payment (Cancel - No Surplus) using a 3rd party cashiering system is available. To accommodate this:

  • Payment management reason codes were added to the gettypecodedefinition call so they can be mapped to the 3rd party system.

  • A GetReceiptInfo routine was created in which a receipt number is passed to Aumentum® and Aumentum passes back a list of payments (receiptdetail rows) that match the receipt number. The 3rd party system at the customer site must include a user interface to display the results.

  • A CancelPaymentNoSurplus routine was created that accepts the payments the client selects in the 3rd party system to which to apply a reverse payment.

    For the collection workflow, the 3rd party cashiering system queries amounts due from Aumentum and Aumentum calculates and returns the detailed allocation and ultimately posts payments to Aumentum. Aumentum supports five types of payments for this:

    • Property tax - payments made against tax charges.

    • Pre-payment - payments accepted as money paid in anticipation of tax charges before the amount of those charges is actually known.

    • Miscellaneous - payments made for items such as parking permits, maps, and other miscellaneous items.

    • Business license - payments made against business license charges.

    • Trust tax payment - payments made against trust tax charges.

Payments posted to Aumentum are always included as part of a session of work. Therefore the id of that session is passed to Aumentum when posting a payment. One of the requirements of the work session is that the work done in that session must be for the same day of business. Therefore, the business day of any payment posted for a given session is assumed to be the date of business defined for that session. If the work session has been closed, all payment management tasks must be completed via Aumentum.

NOTE: This web service must be implemented and tested by your Aumentum Implementation team.

Steps

  1. On the Search for Payments/Surplus screen, enter your search criteria and click Search.

  2. On the Payment Search Results screen, make a selection from the Reason code drop-down list.
  3. Select the checkbox for one or more items in the Search Results panel and click Next.

  4. On the Transaction Confirmed - Cancel (No Surplus) screen, click Edit for an item in the grid.

  5. Enter the Cancel Amount and make a selection from the Allocation Rule drop-down list.

    • Click Apply to save your changes.

    • Click Cancel to cancel the updates.

  6. Click Process in the Command Item bar. The message, The payment has been successfully cancelled is displayed at the top of the screen.

    • Click Restart to return to the Search for Payments/Surplus screen.

    • Click Close to end the task.

Prerequisites and Setup

Payment Allocation Rule Configuration must be set up via Tax > Accounts Receivable > Payment Allocation Setup > Payment Allocation Rule Setup.