Surplus/Refund Criteria Setup

Navigate: ClosedTax > Accounts Receivable > Surplus/Refund Setup > Surplus Refund Criteria Setup

Description

Use this task to define criteria groups and associated refund criteria that the surplus must meet to be part of the particular group (e.g., revenue/payment sources, tender type, balance due, amount, age, event type).

Steps

  1. On the Set Up Surplus/Refund Criteria screen, click New, or click Edit for an item in the Surplus/Refund Criteria Group panel.

  2. In the Surplus/Refund Criteria Details panel, enter or edit the Refund Criteria Name.

  3. Enter an evaluation order.

  4. In the Attributes sub-panel, click Add, or click Edit to open the Group Attributes pop-up.

    • Make a selection from the Attribute drop-down list.

    • Make a selection from the Action drop-down list.

    • Enter or edit the attribute value, depending on your selection in the Attribute field.

      If the Attribute you select is Surplus Subcode, the Action you select is Is Any of, and the Attribute Value you select is Overpayment,  when you set up the rule for this group and criteria on the Set Up Surplus/Refund Routing Rules screen, certain rule actions are available. For example, Review Refund submits any surplus refunds for overpayment meeting the criteria to the Accounts Receivable > Manage Surplus > Refund Review Queue for review and processing, or Start Workflow, which submits any refunds that meet the criteria to the workflow for additional review and processing.

    • Click Finish.

  5. Click Save in the Command Item bar.

    • Click Cancel to discard changes since the last save.

    • Click Close to end the task.

Setup for Surplus/Refund Workflow

  1. Repeat steps 1 through 3 above.

  2. In the Attributes sub-panel, click Add or Edit to open the Group Attributes pop-up. Select the following:

    • Select Bill Name(s) different than Owner Name(s) from the Attribute drop-down list.

    • In the Attribute Value column, select True and/or False. The bill in this case is a modified bill that resulted in a surplus.

      • NOTES:

      • Not all surplus are associated with a bill.

      • In California, individual tax bills are associated with one or more responsible parties- the individuals obligated to pay the particular bill. These are the owners as of the Assessment Event Date of the tax bill. These name(s) are compared to the current Owner Legal Party/Parties. If the entire set of names is not the same, then the criteria is met.

      • When a tax bill is created, it is associated with an Assessment Event Date. If for some reason more than one Assmt Event is associated with a tax bill (not likely in California, but could be possible in other jurisdictions), the most recent Assmt Event Date is used.

      • Once the Assessment Event Date is obtained, it is used for the as of date against Records data to obtain the current owners on the property at that time.

      • The Asmt Admin > Assessment History screen shows event dates associated with tax bills.

  3. Select Payment Source from the Attributes drop-down list.

  4. In the Attribute Value column, choices are based on systypes (systypecatid=30018) and your jurisdiction.

    5. NOTES:

    • The Receipt Header Payment Source of the payment record immediate associated with the surplus is used. For example, a simple overpayment in cashiering creates a surplus with the Payment Source= Counter.

    • However, if that surplus is later reallocated towards charges, and surplus remains, the Payment Source of the remaining surplus changes to Payment Management because of the reallocation.

    • Aumentum Event Type: Choices are based on systypes (systypecatid=220001). 

      • NOTE: The Aumentum Event Table is queried for events associated with the surplus ID.  See the table below for all events that are created and associated with Payment Management when any transaction or activity occurs for of the Payment Management processes.

  5. Click Save.

    6. Payment Management Process

    Event Type Created in Aumentum

    Reallocate

    Reallocated

    Reapply

    Reapplied

    Cancel-Create Surplus

    Cancelled-Created Surplus

    Cancel No Surplus

    Cancelled-No Surplus

    Bad Check

    Cancelled-NSF

    Refund

    Refunded (will have only Surplus object type)

    Reverse Refund

    Reversed Refund (will have only Refund object type)

    Apply Advance Payment

    Applied Advance Payment (will have only Surplus object type)

    Surplus Management

    Surplus Management (will have only Surplus object type)

    Post Refunds (via Refund Review Queue)

    Refunded (will have only Surplus object type)

    Claim Maintenance

    Refund Claim Form Received(Event generated when Claim Form is received into system)

    Correspondence Contacts

    (No event created for this process)

    Credit Voucher

    Credit Voucher Created (will have only Surplus object type)

NOTE: The workflow approval screens available for the above processes may vary in your worklist, depending on jurisdictional requirements, but the basic concept is that, for example, if the process is Reallocate, then the screen in the workflow is Reallocate a Payment, except that in the workflow the screen would also typically have a Submit to Approve button for the first level of review and possibly subsequent levels of review, and then an Accept/Reject button for the final level of review.