Entering New Accounts

Entering New Accounts : Not During a Renewal Period

Enter new accounts to the system according to the steps below if the Account is not added during a renewal period*.

*Note: If a new Account is added to the system during a Renewal Period special handling may be required. See section below, 'Entering New Accounts During A Renewal Period' for more details.

Example:

Current Fiscal Year: June 1^st, 1999 through May 31^st, 2000

Next Fiscal Year: June 1^st, 2000 through May 31^st, 2001

Renewal Period: June 1^st, 1999 through June 30^th, 1999

New Account: Applies for Business License between July 1^st, 1999 and May 31^st, 2000

Add the Account:

1. Using the Accounts screen click 'Add' to add a new account to the system. Input the account information into each section of the screen. Click 'Update' to save the account. The new account is added to the list of entered accounts in the bottom of the screen.

2. After the Account is updated to the system a prompt is displayed asking to 'Add Licenses to the Account?'. Respond 'Yes'.

Add Licenses to the Account:

3. From the Business License screen add the required Licenses to the Account. Click 'Add' to add a new License. Select the required License from 'License Description List'. Update the 'Approved Date', 'Approved By' and 'Units' fields accordingly.

4. Click 'Update' to save the License. The license is added to the list of entered licenses in the bottom of the screen.

5. Repeat 3) for each required license.

Create an Invoice:

6. Create an invoice for the new Account by clicking the 'Process Invoice' button. In the 'Process Invoice' dialog form verify the 'Invoice Date' is the current date.

7. The 'Invoice Viewer' screen is displayed with the new invoice. Verify that invoice is correct. The Invoice amount may be prorated if that is how the system is configured.

8. If required print the invoice. Close the 'Invoice Viewer' screen.

Accept Payment:

9. Enter the payment using the 'Payments' screen. Select Accounts Receivable->Daily Functions->Payments (see section titled 'Payments' for detailed instructions on entering payments).

Print the License:

10. After the payment has been entered print a License for the new Account. Select Accounts Receivable->Renewal Functions->Process License. The newly added Account should now appear in the 'Renewal' Account List. Using the 'Search/Filter Account List' frame select the new Account. Enter the new Account number in the 'Account No' field and click 'Search'. The new account should be the only Account shown in the 'Account List' located in the lower portion of the screen. Click 'Process List' to produce a License. A prompt is displayed to verify that the License is for the indicated fiscal year. If the License year is correct click 'OK'. If not, enter the correct License date in the text box shown in 'mm/dd/yyyy' and then click 'OK'. The 'License Viewer' screen is then shown with the new License. Verify the License is correct.

11. In the Accounts screen, click on the 'Refresh' button. Verify that the 'Effective Date' and 'Renewal Dates' are correct for the new Account.

Entering New Accounts: During A Renewal Period

Each year renewal invoices are sent out to existing Accounts to renew their Business License for the next fiscal year, this period is called the 'Renewal Period'. If the Renewal Period is prior to the renewal date then special handling of new Accounts is required during that period. New Accounts entered during this period require Licenses for the current fiscal year and for the next fiscal year. If the Renewal Period is after the renewal date then no special handling is required.

Example:

Current Fiscal Year: June 1^st, 1999 through May 31^st, 2000

Next Fiscal Year: June 1^st, 2000 through May 31^st, 2001

Renewal Period: May 1^st, 2000 through May 31^st, 2000

New Account: Applies for Business License between May 1^st, 2000 and May 31^st, 2000

A new Account is entered into the system on May 15^th 2000 during the Renewal Period. The Account must pay for a 1999 License and a 2000 License.

Add the Account to the system:

2. After the Account is updated to the system a prompt is displayed asking to 'Add Licenses to the Account?'. Respond 'Yes'.

Add Licenses to the Account:

4. Click 'Update' to save the License. The license is added to the list of entered licenses in the bottom of the screen.

5. Repeat 3) for each required license.

Create an Invoice for the 1999 License:

6. Create an invoice for the new Account by clicking the 'Process Invoice' button. In the 'Process Invoice' dialog form verify the 'Invoice Date' is the current date, 05/15/2000.

7. The 'Invoice Viewer' screen is displayed with the new invoice. Verify that invoice is correct. The Invoice amount may be prorated if that is how the system is configured.

8. If required print the invoice. Close the 'Invoice Viewer' screen.

Accept Payment for the 1999 Invoice:

9. Enter the payment using the 'Payments' screen. Select Accounts Receivable->Daily Functions->Payments (see section titled 'Payments' for detailed instructions on entering payments).

Print the 1999 License:

10. Print a 1999 License for the new Account. Select Accounts Receivable->Renewal Functions->Process License. The newly added Account should now appear in the 'Renewal' Account List. Using the 'Search/Filter Account List' frame select the new Account. Enter the new Account number in the 'Account No' field and click 'Search'. The new account should be the only Account shown in the 'Account List' located in the lower portion of the screen. Click 'Process List' to produce a License. A prompt is displayed to verify that the License is for the indicated fiscal year. If the License year is correct click 'OK'. If not, enter the correct License date in the text box shown in 'mm/dd/yyyy' and then click 'OK'. The 'License Viewer' screen is then shown with the new License. Verify the License is correct.

11. In the Accounts screen, click on the 'Refresh' button. Verify that the 'Effective Date' and 'Renewal Dates' are correct for the new Account.

Create an Invoice for the 2000 License:

12. Change the Fiscal Year to the next License year, 06/01/2000. Select Code Files->Billing Parameters and change the fiscal year.

13. From the Business License screen, create an invoice for the new Account by clicking the 'Process Invoice' button. In the 'Process Invoice' dialog form change the 'Invoice Date' from the current date, 05/15/2000, to the next renewal date, 06/01/2000.

14. The 'Invoice Viewer' screen is displayed with the new invoice. Verify that invoice is correct.

15. If required print the invoice. Close the 'Invoice Viewer' screen.

Accept Payment for the 2000 Invoice:

16. Enter the payment using the 'Payments' screen. Select Accounts Receivable->Daily Functions->Payments (see section titled 'Payments' for detailed instructions on entering payments).

Print the 2000 License:

17. Print a 2000 License for the new Account. Select Accounts Receivable->Renewal Functions->Process License. The newly added Account should now appear in the 'Renewal' Account List. Using the 'Search/Filter Account List' frame select the new Account. Enter the new Account number in the 'Account No' field and click 'Search'. The new account should be the only Account shown in the 'Account List' located in the lower portion of the screen. Click 'Process List' to produce a License. A prompt is displayed to verify that the License is for the indicated fiscal year. If the License year is correct click 'OK'. If not, enter the correct License date in the text box shown in 'mm/dd/yyyy' and then click 'OK'. The 'License Viewer' screen is then shown with the new License. Verify the License is correct.

18. In the Accounts screen, click on the 'Refresh' button. Verify that the 'Effective Date' and 'Renewal Dates' are correct for the new Account.

19. Change the Fiscal Year back to the current Business License year, 06/01/1999. Select Code Files->Billing Parameters and change the fiscal year.

Renewal Process

Renewal Process: Renewal Period Begins on Renewal Date

Each year renewal invoices are sent out to existing Accounts to renew their Business License for the next fiscal year, this period is called the 'Renewal Period'. The steps below detail the procedure used when the Renewal Period begins on the Renewal Date.

Example:

Current Fiscal Year: June 1^st, 1999 to May 31^st, 2000

Next Fiscal Year: June 1^st, 2000 through May 31^st, 2001

Renewal Period: June 1^st through June 30^th

On June 1^st 2000:

1. Renewal Letters to request changes in account information and 'units'. The changes in 'Units' is either the 'number of units' for flat-tax taxation method or the 'annual gross receipts' for gross receipts with profitability ratio taxation.

· Select Accounts Receivable->Renewal Functions->Export Renewal Data to export the renewal letter information.

· Use the exported information with Microsoftâ Word Mail Merge function to request account information updates. Request the accounts to update any information accordingly. If there were no changes to the 'Units' or Licenses then the customer can remit the amount on the invoice. If there were changes to the 'Units' or Licenses then they must return the information without a payment. An invoice will be reissued for the correct amount. Inform the customer a License will be mailed back to them upon receipt of their payment.

2. Print out a renewal letter to mail with each renewal invoice.

3. Run the Invoice Register report for the current fiscal year (Report DateRange: 06/01/1999 To 05/31/2000'. For accounts that have an outstanding invoice perform one of the following:

· For contractors that don't renew their license annually, void the invoice and deactivate the account. In the future when they again need a license simply re-activate the account and invoice them accordingly.

· For accounts other then contractors that haven't paid you can:

A. Do nothing. Any non-zero account balance will be carried over from one year to the next. Penalties and interest will continue to accrue. New year renewal invoices will be issued. Take what ever further legal steps are required for the businesses for operating without a valid business license.

B. Void the invoice and deactivate the account. Penalties and interest will NOTcontinue to accrue. New year renewal invoices will NOT be issued. Take what ever further legal steps are required for the business for operating without a valid businesses license.

4. Change the Fiscal Year to the next Business License year, 06/01/2000. Penalties/Interest changes will begin accruing from the invoice date.

· Select Code Files->Billing Parameters and update current fiscal year. Click 'Update' to save the change.

5. Process renewal invoices:

· Select Accounts Receivable->Billing Functions->Process Invoices and run the renewal invoices for the required Account Class.

As renewal letters with changes to 'Units' or Licenses are received:

6. Update the Business License information and void the invoice:

· Void the old invoice (see section Adjustments: Voiding an Invoice).

· Update the 'Units' and/or 'License(s)' in the Business License screen

· Click 'Process Invoice' in the Business License screen to create a new invoice.

· Mail the new invoice to the customer.

As payments are received:

7. Enter payments in the 'Payment' screen.

On a daily or weekly bases:

8. Print out Licenses. Select Accounts Receivable->Renewal Functions->Process Licenses and process the renewal licenses for the required Account Class. Click 'Process List' to process the Accounts in the 'Accounts List' that have paid for the 2000 Business License.

Renewal Process: Renewal Period Is Prior To Renewal Date

Example:

Current Fiscal Year: June 1^st, 1999 through May 31^st, 2000

Next Fiscal Year: June 1^st, 2000 through May 31^st, 2001

Renewal Period: May 1^st through May 31^st

On April 1^st 1999:

1. Renewal Letters to request changes in account information and 'units'. The changes in 'units' is either the 'number of units' for flat-tax taxation method or the 'annual gross receipts' for gross receipts with profitability ratio taxation.

· Select Accounts Receivable->Renewal Functions->Export Renewal Data to export the renewal letter information.

· Use the exported information with mail merge to request account information updates.

2. As the renewal information is received update the Account and Business License screens accordingly.

On May 1^st 1999:

3. Run the Invoice Register report for the current fiscal year, (Report Range Date: 06/01/1999 To 05/31/2000'. For accounts that have an outstanding invoice perform one of the following:

· For accounts other then contractors that haven't paid you can:

C. Do nothing. Any non-zero account balance will be carried over from one year to the next. Penalties and interest will continue to accrue. New year renewal invoices will be issued. Take what ever further legal steps are required for the businesses for operating without a valid business license.

D. Void the invoice and deactivate the account. Penalties and interest will NOTcontinue to accrue. New year renewal invoices will NOT be issued. Take what ever further legal steps are required for the business for operating without a valid businesses license.

4. Change the Fiscal Year to the next Business License year, 06/01/2000. This is required so that the new invoices are billed for the next fiscal billing period beginning on 06/01/2000. Penalties/Interest changes will begin accruing from the invoice date.

· Select Code Files->Billing Parameters and update current fiscal year. Click 'Update' to save the change.

5. Process renewal invoices:

· Select Accounts Receivable->Billing Functions->Process Invoices and run the renewal invoices for the required Account Class.

6. Change the Fiscal Year back to the current Business License year, 06/01/1999. This is required for new businesses that apply for a License during the remainder of the current 1999-2000 tax year. (See 'Entering New Accounts').

· Select Code Files->Billing Parameters and update current fiscal year. Click 'Update' to save the change.

As payments are received:

7. Enter payments in the Payment screen as they are received.

On June 1^st:

8. Change the fiscal year to the new fiscal year, 06/01/2000:

· Select Code Files->Billing Parameters and change the fiscal year to the current fiscal year.

9. Print the renewal licenses:

· Select Accounts Receivable->Renewal Functions->Process Licenses and process the renewal licenses for the required Account Class. Mail the Licenses to the Accounts.

· Mail licenses to the Accounts.

As payments are received:

10. Enter payments in the Payment screen.

On a daily or weekly bases:

11. Print out Licenses. Select Accounts Receivable->Renewal Functions->Process Licenses and process the renewal licenses for the required Account Class. Click 'Process List' to process the Accounts in the 'Accounts List' that have paid for the 2000 Business License. Mail Licenses to the Accounts.

Accounts Receivable

Monthly Accounts Receivable Procedures:

Procedures to perform on the first of every month:

1. Run the Adjustment Register report for the past fiscal year. Clear up any accounts that have outstanding adjustments.

2. Run the Payment Register report for the past fiscal year. Clear up any accounts that have outstanding overpayments.

3. Bill penalty charges:

· Select Accounts Receivable->Billing Functions->Process Penalties Charges

· Select the required 'Account Class'

· Click 'OK' to process penalty charges.

4. Bill interest charges:

· Select Accounts Receivable->Billing Functions->Process Interest Charges

· Select the required 'Account Class'

· Click 'OK' to process interest charges.

5. Print statements:

· Select Accounts Receivable->Billing Functions->Print Statements

Adjustments

The Adjustment screen is used to issue refunds, void invoices, correct incorrectly posted payment amounts, and correct incorrectly posted refund amounts.

The following is a description of the information that must be supplied:

Account:

The correct account must be selected. The Account Name and Account Class selected are shown in the Account Name and Account Class fields respectively.

To select an account the user can either

1) Enter the account number and <ENTER> in the Account No field in the Search frame, or

2) Use the Adjustment Screen 'Find' to locate the account by name.

Amount:

The amount of the adjustment.

Type:

The adjustment type must be either a CREDIT or DEBIT adjustment. A CREDIT adjustment is a 'positive' adjustment and a DEBIT is a negative adjustment.

Account Adjustment / Payment Adjustment / Refund / Refund Adjustment:

Account Adjustment:

· An Account Adjustment gives either a CREDIT or DEBIT adjustment to an account.

· An Account CREDIT Adjustment is reflected in the 'Existing Credit' field in the Payment screen.

· An Account DEBIT Adjustment is reflected in the 'Invoice/Debit' list in the bottom of the Payment screen.

· Account Adjustments are not reflected in daily cash collections that are posted to the General Ledger.

· An Account Adjustment is used to 'void' an invoice.

Payment Adjustment:

· A Payment Adjustment gives either a CREDIT or DEBIT adjustment to a payment.

· A Payment CREDIT Adjustment is reflected in the 'Existing Credit' field in the Payment screen.

· A Payment DEBIT Adjustment is reflected in the 'Invoice/Debit' list in the bottom of the Payment screen.

· Payment Adjustments are reflected in daily cash collections that are posted to the General Ledger.

· A Payment Adjustment is used to increase or decrease a payment amount that was incorrectly posted in the Payment screen.

Refund:

The Adjustment screen is used to issue a refund to an account that has a credit balance due to an overpayment.

· A Refund must be a DEBIT type.

· A DEBIT Refund is reflected in the 'Invoice/Debit' list in the bottom of the Payment screen.

· A Refund is reflected in daily cash collections that are posted to the General Ledger.

Refund Adjustment:

· A Refund Adjustment gives either a CREDIT or DEBIT adjustment to an already posted refund.

· A Refund CREDIT Adjustment is reflected in the 'Existing Credit' field in the Payment screen.

· A Refund DEBIT Adjustment is reflected in the 'Invoice/Debit' list in the bottom of the Payment screen.

· Refund Adjustments are reflected in daily cash collections that are posted to the General Ledger.

· A Refund Adjustment is used to increase or decrease a refund amount that was incorrectly posted in the Adjustment screen.

Adjustment Scenarios

The following pages detail procedures to handle the following situations:

· An Invoice Needs To Be Voided

· An Incorrect Payment Amount Entered

· An Extra Payment is Posted In Error

· An Incorrect Refund Amount Is Entered

· Issue a Refund / An Overpayment is made with a Check Payment

· Print a Receipt / An Overpayment is made with a Cash Payment

Void An Invoice

Use this procedure when an invoice needs to be voided. Invoices may be need to be voided when the number of 'Units' for a License have changed (i.e. the number of 'seats' in a Restaurant License increases from one year to the next) or a duplicate invoice is generated in error.

To void an invoice:

1) Go to the Adjustment screen

2) Enter the Account No in the 'Account No' field.

3) Enter the amount of the invoice to be voided in the amount field

4) Select "CREDIT" as the adjustment type

5) Select the "Account Adjustment" option button

6) In the Memo field explain why the invoice is being voided.

7) Post the Adjustment

8) Go to the Payment screen

9) Click the Refresh button on the Payment screen to show the Adjustment that was posted in 6)

10) Click the "Apply Exisiting Credits" check box

11) Click only the a next to the Invoice that is to be voided.

12) Click the Post button to apply the credit to the invalid invoice.

13) After voiding an invoice either reissue a new invoice or make the account status 'Inactive'.

Void a Payment

To void a payment that has been entered into the Business License two adjustment entries must be made, one to void the payment (a Payment Adjustment) and a second to void the invoice to which the payment was applied (an Account Adjustment).

Void the payment:

1. Go to the Adjustment screen

2. Enter the amount of the payment

3. Select "DEBIT" as the adjustment type

4. Select the "Payment Adjustment" option button

5. Post the Adjustment

Void the invoice:

6. Add second Adjustment, again enter the amount of the payment

7. Select "CREDIT" as the adjustment type

8. Select "Account Adjustment " option button

9. Post the second Adjustment

Apply Adjustments:

10. Go to the Payment screen

11. Click the Refresh button on the Payment screen to show the two adjustments just added.

12. Click the "Apply Existing Credits" check box

13. Apply the "Credit" Adjustment posted in 9) to the "Debit" Adjustment posted in 5)

14. Click post to apply the adjustment.

15. Post the payment and adjustments to the financials through the General Ledger Interface. Only the Payment and "Debit" Payment Adjustment are reflected in the Daily Collections Report. The "Payment Amount" + "Debit Amount" total 'zero' for the account.

16. After voiding an invoice either reissue a new invoice or make the account status 'Inactive'.

Issue a Refund

To issue a refund for an account two adjustment entries must be made, one to void the payment (a Payment Adjustment) and a second to void the invoice to which the payment was applied (an Account Adjustment).

To issue a refund where the payment has been posted to the General Ledger:

Void the payment:

1. Go to the Adjustment Screen

2. Enter the amount of the refund.

3. Select "DEBIT" as the adjustment type

4. Select the "Refund/Refund Adjustment" option button

5. Post the Adjustment

Void the invoice:

6. Add a second Adjustment, again enter the amount of the refund

7. Select "CREDIT" as the adjustment type

8. Select "Account Adjustment " option button

9. Post the second Adjustment

Apply the adjustments:

10. Go to the Payment screen

11. Click the Refresh button on the Payment screen to show the Adjustment that was posted in 9)

12. Click the "Apply Existing Credits" check box

13. Click the a next to the Debit Adjustment that was posted in 9) to apply the credit to the Refund (Debit) entry.

14. Click the Post button.

17. After voiding an invoice either reissue a new invoice or make the account status 'Inactive'.

Issue the refund:

15. Post the refund to the financial system through the General Ledger Interface.

16. Through the financial system, issue a Refund Check against the Business License Refund account.

An Incorrect Payment Amount Entered

If a payment is entered incorrectly in the Payment screen:

If the Payment entered was for less then the correct payment amount:

1) Go to the Adjustment screen

2) Enter the payment difference (Correct Payment Amount - Already Entered Amount)

3) Select "CREDIT" as the adjustment type to increase the payment amount

4) Select the "Payment Adjustment" option button

5) Post the Adjustment

6) Go to the Payment screen

7) Click the Refresh button on the Payment screen to show the credit adjustment that was posted in 5)

8) Click the "Apply Exisiting Credits" check box

9) Click only the a next to the Invoice that is to be paid.

10) Click the Post button to apply the credit amount to Invoice.

If the Payment entered was for more than the correct payment amount:

1) Go to the Adjustment screen

2) Enter the payment difference (Incorrect Payment Amount - Correct Payment Amount)

3) Select "DEBIT" as the adjustment type to decrease the payment amount

4) Select the "Payment Adjustment" option button

5) Post the Adjustment

6) Go to the Payment screen

11) Click the Refresh button on the Payment screen to show the debit adjustment that was posted in 5)

9) Click the "Apply Exisiting Credits" check box

10) Click only the a next to the Debit Adjustment that was posted in 5)

11) Click the Post button to apply the credit amount to debit entry.

An Extra Payment is Posted In Error

If an extra payment is posted in error:

1) Go to the Adjustment screen

2) Enter the amount of the extra payment

3) Select "DEBIT" as the adjustment type

4) Select the "Payment Adjustment" option button

5) Post the Adjustment

6) Go to the Payment screen

7) Click the Refresh button on the Payment screen to show the debit adjustment that was posted in 5)

8) Apply the extra Payment to the debit Adjustment posted in 5)

9) Click post to apply the payment.

Issue a Refund / An Overpayment is made with a Check Payment

Note: Overpayments made with a check are always posted as a "CREDIT" adjustment since checks must first be cashed and cleared by the bank before any refund of overpayment can be returned to the Account. After the check has cleared a Refund Adjustment should be made and processed as described below.

If a Check Payment is received with an amount greater than the total balance due:

1) Go to the Payment screen

2) Enter the amount of the check in the payment amount field.

3) Post the Payment.

4) Post the payment to financial system through the General Ledger Interface.

5) After the Payment has cleared the bank.

6) Go to the Adjustment Screen

7) Enter the amount of the overpayment:

Original Check Amount - Invoice Amount = Credit Overpayment Amount

8) Select "DEBIT" as the adjustment type

9) Select the "Refund/Refund Adjustment" option button

10) Post the Adjustment

11) Go to the Payment screen

12) Click the Refresh button on the Payment screen to show the Adjustment that was posted in 9)

13) Click the "Apply Exisiting Credits" check box

14) Click the a next to the Debit Adjustment that was posted in 9) to apply the credit to the Refund (Debit) entry.

15) Click the Post button.

16) Post the refund to financial system through the General Ledger Interface.

17) Through financial system, issue an Invoice in Accounts Payable to the Account.

18) Through financial system, issue a Check for the Invoice.

Print a Receipt / An Overpayment is made with a Cash Payment

Note: Overpayments made with cash are always posted as a "CASH" adjustment; change representing the difference in amount must be paid from the Cash Register. If the selected Register has a cash drawer assigned to it then a receipt for the transaction can be printed.

If a Cash Payment is received that is greater than the total balance due:

1) Go to the Payment screen

2) Enter the cash amount in the amount field.

3) Change the payment "Type" selection to "CASH". The change due representing the overpayment is shown in the "Change" field.

4) Apply the cash payment as required.

5) Post the Payment. Posting a payment to a Register type that has a cash drawer assigned will open the cash drawer.

6) After the Payment has been posted the user has the option to print a receipt.

An Incorrect Refund Amount Is Entered

If a Refund is entered incorrectly in the Adjustment screen:

If a Refund is posted with an amount less than the correct refund amount:

1) Go to the Adjustment screen

2) Enter the Refund difference (Correct Refund Amount - Already Entered Refund Amount)

3) Select "DEBIT" as the adjustment type to increase the amount

4) Select the "Refund/Refund Adjustment" option button

7) Post the Adjustment

8) Go to the Payment screen

12) Click the Refresh button on the Payment screen to show the adjustment that was posted in 7)

13) Click the "Apply Existing Credits" check box

14) Click the a next to the Debit Adjustment that was posted in 9) to apply the credit to the Refund (Debit) entry.

If a Refund is posted with an amount more than the correct refund amount:

1) Go to the Adjustment screen

2) Enter the Refund difference (Incorrect Refund Amount - Correct Refund Amount)

3) Select "CREDIT" as the adjustment type to decrease the amount

4) Select the "Refund/Refund Adjustment" option button

5) Post the Adjustment

6) Go to the Payment screen

7) Click the Refresh button on the Payment screen to show the adjustment that was posted in 7)

8) Click the "Apply Existing Credits" check box

9) Click the a next to the Debit Adjustment that was posted in 9) to apply the credit to the Refund (Debit) entry.

Understanding How Adjustments Are Reflected In The Payment Screen

In the Adjustment screen,

1. Any type of "CREDIT" Adjustments ® show up in the "Credits" Total in the middle of the Payment screen.

2. Any type of "DEBIT" Adjustments ® show up in the "Invoice/Debit" list on the bottom of the Payment screen.

3. A "CREDIT" increases amounts:

· A Payment "CREDIT" Adjustment increases a Payment amount.

· A Refund "CREDIT" Adjustment increases a Refund amount.

4. A "DEBIT" decreases amounts:

· A Payment "DEBIT" Adjustment decreases a Payment amount.

· A Refund "DEBIT" Adjustment decreases a Refund amount.

The Business License / General Ledger Interface - Overview

Transferring financial information from the Business License System to financial systems via the General Ledger interface is a two-step export/import process. The export/import is done through a file placed in a shared UNIX/Windows network path.

Financial information exported through the General Ledger Interface:

· Payments entered in the Payment Screen

· Payment Adjustments entered in the Adjustment Screen

· Refunds entered in the Adjustment Screen

· Refund Adjustments entered in the Adjustment Screen

Financial information that requires exporting to a financial system can be reviewed in the Daily Collections Report. This report should be reviewed to verify correct cash balancing at all cash registers.

The financial information can be exported at daily, weekly, or monthly intervals as required.

Business License / MUNIS General Ledger Interface

Setup Business License:

1. Open the Business License System.

2. In the menu select:

Administrative-> Journal Entry Parameters ->MUNIS

3. Fill-in the following MUNIS Organization/Object/Project General Ledger Account numbers:

· Cash account

· Business License Revenue account

· Refund account

These fields must match exactly the account numbers setup in the MUNIS General Ledger Accounts.

4. Fill-in the Export Destination information:

Path: "E:\BLS JE Export”

This destination path is set the to the shared UNIX (MUNIS) / Windows (Business License System) shared drive. Contact your systems administrator for this information.

5. Click Update to save the changes.

Setup MUNIS:

1. Contact your MUNIS systems administrator to setup access privileges to the following MUNIS financial screens:

· Financials->General Ledger->General Journal Entry/History->General Journal Proof / Entry

· Financials->General Ledger->General Journal Entry/History->Import JE ASCII File

2. Contact your MUNIS systems administrator to setup access privileges to the following financial privileges:

· ‘GenDTDF’ in the General Journal Proof / Entry

Exporting Financial Data from Business License.

1. Enter the Business License System.

2. Select Accounts Receivable->Post Revenue To General Ledger.

3. The dialog form 'Post to General Ledger' is displayed.

4. Modify the 'Transaction From' and 'Transaction To' fields to the required date range.

5. Click the 'View' button to display the ‘Daily Collections Report’.

6. The 'Daily Collections Report' is displayed.

7. Verify the report “Total” value is correct.

8. Print the report and retain for future reference.

9. Close the 'Daily Collections Report' form.

10. The prompt "Continue Posting to General Ledger?" is displayed.

11. If the report total is incorrect click ‘No’. The process is aborted. After correcting any transactions begin the process again starting at step 1).

12. If the report total is correct click ‘Yes’.

13. The prompt “Over-write existing export file?” is displayed.

14. If the existing file was not imported into the financial system click ‘No’. The process is aborted. After the existing file is imported begin the process again starting at step 1).

15. If the existing file was imported into the financial click ‘Yes”.

16. The prompt "Export successful to File: <Windows filepath/filename>” is displayed.

Where:

<Filepath> = Export path specified in the General Ledger Journal Entry parameters setup screen

<Filename> = ‘blsje<Windows Login>.txt

17. Click 'OK'.

For MUNIS financial systems:

18. Perform the procedure 'Importing Financial Data to MUNIS' to complete the data transfer.

Importing Financial Data to MUNIS Financial System.

1. Enter MUNIS financial system.

2. Select the 'Import JE ASCII File' screen:

Main->Financials->General Ledger->General Journal Entry/History->Import JE ASCII File

3. Select 'Define'.

4. Fill in the 'Input File' field with the UNIX filepath/filename to the export file:

Input File: "/a/blsInterface/blsje<Windows Username>.txt "

Contact your systems administrator for the UNIX filepath).

5. Enter the required 'Short Description' field:

Short Description: "BLS Import"

6. Finish the 'Define' parameters.

7. Select 'Import'.

The messages “Process the importation ASCII records” and “There are no encumbrance records to use in creating a journal” are displayed upon successful import.

8. Note the “Journal Number” assigned to the import.

9. Select 'Exit'.

10. Select to the General Journal Entry/History screen:

Main->Financials->General Ledger->Gen Journal Entry/History->Gen Journal Proof / Entry

11. Select 'Browse'.

12. At the next prompt select "2) All of your own journals".

13. Locate and select the “Journal Entry Number” from step 8).

14. Select 'Gen DTDF' to generate a ‘Due To/Due From’ for the journal entry.

The message ‘2 due to / due from entries generated” is displayed.

15. Select 'Output'.

16. Send the Output to the printer.

17. Save the report for future reference.

18. Respond ‘Yes’ to the prompt "Update Journal?” to post the Journal Entry to the General Ledger

The message “Journal entered” is displayed.

19. Select 'Exit'.

Business License / Building Permits Interface

The following is a description of the Business License / Building Permits Interface. The interface between the two systems is in the format of a Microsoft Access 97 database file (BlsBps.mdb) using 'linked' tables. The tables in the BlsBps.mdb database are 'linked' to the same tables in the Business License database, BLS.mdb. Any changes made in the BLS.mdb database are immediately reflected in BlsBps.mdb database. The information contained in the BlsBps.mdb database is all the information required to determine if an account has a valid Business License. This information is required by government agencies regulating Building Permits; a Building Permit cannot be issued unless an account has a valid Business License.

The tables contained in BlsBps.mdb database are:

- Accounts, lists account information

- BLicenses, lists all the Licenses ever held

by each Account

- Licenses, keeps tracks of detail information

on each individual license: the current

license 'Status' and number of 'Units'

- Lcodez, keeps the License Description

Table Relationships:

Accounts BLicenses Licenses LCodez

Account No->Account No

License Activity No->License Activity No

License Code-------->License Code

The following table fields are used in interpreting data:

Accounts Information (from Accounts):

Accounts->Account Status

Accounts->Effective Date

Accounts->Renewal Date

Accounts->Comments

License Information (from BLicenses/Licenses/Lcodez):

BLicenses/Licenses/Lcodez->License Description

BLicenses/Licenses->License Status

Suggestions on implementing access to the information:

1. Using DAO or ADO technology, write a program that checks every 5s whether the database has been changed, check the database's 'last modified' property and compare it to the last time it was checked.

2. If it's changed then export the tables to flat files or whatever format you desire.

Note: Microsoft Access can be directly accessed using ADO either in a Web based or program based solution. This greatly simplifies the Business License / Building Permits interface solution since 1) and 2) above would not be necessary. All you need is read access to the BlsBps.mdb file. This would be the quickest and easiest implementation.

Interpreting the Business License / Building Permits Data Interface:

Interrupting the information to see if a Business has a valid Business License in order to obtained a Building Permit:

A. In Accounts: Check the Account 'Status' field. This field tells whether the account is 'Active' or 'Inactive'.

If the account is 'Inactive' then stop here and tell the customer to go get a business license.

Else continue . . . .

Note: from the Accounts 'Comments' field you can read "why" the Account became 'Inactive'. For businesses that start and then simply 'go out-of-business' this is intuitive. However for accounts that involve some type of contractor license the Account 'Status' will change back and forth from 'Active' to 'Inactive' depending on what years they get business in the area and thus a license and a building permit.

B. In Accounts: check the Business License 'Effective Date / Renewal Date' range to verify that the License is for the current year.

If the license was not for the current year then stop here and tell the customer to go get a business license.

Else continue . . . .

C. In BLicenses/Licenses/Lcodez: Check the account has the appropriate license needed to do obtain the building permit, i.e. a heating contractor has paid the 'Heating Contractor' license not for an 'Electrical Contractor' license.

If the license was not appropriate for the work being done then stop here and tell the customer to go get a business license.

Else continue . . . .

D. In BLicenses/Licenses/Lcodez: Check the license 'Status' is 'Active'.

If the license status is 'Inactive' then stop here and tell the customer to go get a business license.

Else . . .

THEY HAVE A VALID BUSINESS LICENSE

ISSUE A BUILDING PERMIT!!!!

Refreshing the Business License / Building Permits Links

When the BlsBps.mdb file is moved or copied the links for the Linked Tables may be lost. To refresh those links perform the following steps:

1. From the machine where the links have been lost, open the BlsBps.mdb file with Microsoft Access 97.

2. In Access, select the menu item Tools->Add-Ins->Linked Table Manager.

3. The Linked Table Manager window will open and show the 4 tables linked to the Bls.mdb master database, Accounts, BLicenses, Licenses, LCodez.

4. Click the check-box at the bottom that says "Always prompt for new location".

5. Click the button "Select All".

6. Click the button "OK".

7. A prompt will be displayed (possibly up to four times, once for each table) for the location of the 'master database' to link the tables from.

8. For each prompt, select the master Bls.mdb database.

9. Test that the links have been restored by opening the Business License system and making some change to an Account record.

10. From the machine where the links have been lost, open the open the BlsBps.mdb file with Microsoft Access and verify that the change in the Accounts is present.

Business License System

User's Guide

Table of Contents

Entering New Accounts

Entering New Accounts : Not During a Renewal Period

Entering New Accounts: During A Renewal Period

Renewal Process

Renewal Process: Renewal Period Begins on Renewal Date

Renewal Process: Renewal Period Is Prior To Renewal Date

Accounts Receivable

Monthly Accounts Receivable Procedures:

Adjustments

Adjustment Scenarios

Void An Invoice

Void a Payment

Issue a Refund

An Incorrect Payment Amount Entered

An Extra Payment is Posted In Error

Issue a Refund / An Overpayment is made with a Check Payment

Print a Receipt / An Overpayment is made with a Cash Payment

An Incorrect Refund Amount Is Entered

Understanding How Adjustments Are Reflected In The Payment Screen

The Business License / General Ledger Interface - Overview

Business License / MUNIS General Ledger Interface

Setup Business License:

Setup MUNIS:

Exporting Financial Data from Business License.

Importing Financial Data to MUNIS Financial System.

Short Description: "BLS Import"

Business License / Building Permits Interface

Interpreting the Business License / Building Permits Data Interface:

Refreshing the Business License / Building Permits Links