Import Revenue Collection Receipts

Overview

Import Revenue Collection Receipts lets customers who process payments with third-party billing/receivable applications import the receipt information to the base Financial Management system, eliminating the need to use the existing manual or automated options.

An example of a customer who would benefit from this feature is one who uses a stand-alone third-party property tax or utility system, where collections for the application are segregated to, and done exclusively by, a single department.

This feature also gives iSeries/400 customers who use receivables applications developed by New World ERP another option when migrating to the .NET platform. After the base Financial Management system has been migrated, these customers may continue to collect payments with the iSeries/400 Revenue Collection module and convert the processed receipts later.

Miscellaneous Billing Invoices

Some Revenue Collections receipts being imported reference a Miscellaneous Billing customer or invoice type and number. The system tracks this information, including updating the Miscellaneous Billing invoice to reflect the imported receipt of payment.

If a Miscellaneous Billing invoice type and number are referenced on an imported receipt and all other validity criteria are met, the receipt is imported if the following conditions are met:

  • The Miscellaneous Billing invoice type and number referenced on the imported Revenue Collections receipt is a valid invoice type and number for that invoice type.
  • The Miscellaneous Billing invoice type and number referenced on the imported Revenue Collections receipt has an Open status.
  • The payment amount applied is greater than or equal to the amount owed if partial payments are not supported for the invoice type.

When a Revenue Collections receipt that references a Miscellaneous Billing invoice type and number is imported, the Miscellaneous Billing invoice is updated to reflect the payment. When this occurs, the following events take place:

  • A payment transaction is created for the invoice/invoice items for an amount not to exceed the remaining balance (inclusive of late fees and finance charges) with all the appropriate G/L distributions.
  • Any payment in excess of the invoice/invoice items balance owing (inclusive of late fees and finance charges) will make a payment transaction to the customer’s undesignated balance with all the appropriate G/L distributions.
  • If a payment transaction is created for the invoice/invoice items that completely pays the invoice (inclusive of late fees and finance charges), the status of the invoice is updated to Completed when the receipt batch is posted.

Some, but not all, Revenue Collections receipts being imported reference a Miscellaneous Billing customer but not a Miscellaneous Billing invoice type and number. The receipt is imported if the Miscellaneous Billing customer referenced on the imported Revenue Collections receipt is a valid, active Miscellaneous Billing customer.

When a Revenue Collections receipt that references a Miscellaneous Billing customer is imported, but no Miscellaneous Billing invoice type and number exists, the Miscellaneous Billing customer is updated to reflect the payment. When this occurs, an undesignated payment transaction is created, with all the appropriate general ledger distributions, for the customer.

Setup

Before using the Import Revenue Collection Receipts feature, the system administrator must set up import types and mappings. In addition to the information needed for the Import Setup, importing receipts requires that you also select values specific to Receipt Import.
  • On the General Page, in the Import Type field, select Receipt Import.
  • On the Mapping Page, in the Table drop-down field, select RCImportReceiptTransactionDistribution.

See Import Setup for more information.

Process

To import third-party receivables/Revenue Collection receipts, follow the steps below.

Page 1
Entries on this first frame allow you to define the Revenue Collection batch for the imported items.
  1. Go to Financial Management > Revenue Collections > Receipts. The first time you access the Batch List page after logging in, the Select a Collection Station pop-up window displays where you must select a collection station to use when processing receipts. Click OK.
  2. Click Import. The first frame of the Import Revenue Collection Receipts Wizard opens.
  3. Department is a required entry. Select the originating department for the revenue collection batch. The drop-down is populated with all departments to which you have Revenue Collection authority.
  4. Select the G/L Date which is the date when the revenue collections posted to the general ledger are recorded. Today’s date is the default.
  5. The Collection Station tells where the receipts are being processed and is defaulted in based on the Collection Station you selected.
  6. Select the default Payment Code to use. The list is populated with all payment codes to which you are authorized and that are at least 100.00% distributed.
  7. Select the default Payment Type to use (e.g., cash, check, charge, other).
  8. Select the Payment Date, which is the date of the payment. Today’s date is the default.
  9. Select the Funds Pre-Deposited check box if funds for the transaction have been deposited. Transactions with pre-deposited funds do not appear on the Bank Deposit edit reports. This check box is not selected by default.
  10. In Override Cash Account select the Cash (debit) G/L account that will override all transactions in the batch. This override is used primarily with pre-deposited funds where the bank account containing the deposited funds is associated with a cash account that is different from the bank account where funds normally are deposited.
  11. In Override Deposit Bank Account select the deposit bank account that will override all transactions in the batch. This override is used primarily with pre-deposited funds where the bank account containing the deposited funds is different from the bank account where funds normally are deposited.
  12. After completing the entries on this page, click Next. The second frame of the Import Revenue Collection Receipts Wizard opens.

Page 2

Entries on this second frame define the specifications to use for the import.
  1. The Import Type is required. Select an import type from the drop-down list. The available import types are defined on the Import Type List page in Maintenance.
  2. Next to Import File Location/Name click Browse to locate the file to be imported.
  3. A Translation Account Group provides a way of mapping imported G/L accounts to those in the Financial Management system. This selection is optional. The available translation groups, created on the G/L Account page in Maintenance, will be listed in the drop-down field.
  4. After completing the entries on this page, click Next. The third frame of the Import Revenue Collection Receipts Wizard opens.

Page 3

The third frame of the Import Revenue Collection Receipts Wizard shows the preliminary results of the import.
  1. To import only the receipts that are without error, select the Import Receipts check box. If all receipts are error-free, this check box is selected by default; if all receipts contain errors, it is disabled.
  2. Select the Print Receipt Import Edit Listing check box to produce a listing of detailed information about the receipts that will be imported.
  3. Select the Print Receipt Import Audit Listing check box to produce a listing of the errors resulting from receipts that cannot be imported.
  4. The Import Batch Information section shows the number of receipts processed, the number with errors, the total dollar amount of each, the number of receipts available for import and the total dollar amount.
  5. The Validation Warning and Error Messages section shows errors and warnings that may have resulted from the validation process. Use this information to make corrections to the file before importing it.
  6. After completing and reviewing the entries on this page, click Finish. The receipt batch will be imported, and the fourth, and final, frame of the Import Revenue Collection Receipts Wizard will be opened, showing the results.

Page 4

The fourth frame of the Import Revenue Collection Receipts Wizard shows the results of the import.

To open the imported receipt batch, click Open Batch.

The Revenue Collection Batch page is opened. To view the receipt information, click the Receipt Number hyperlink in the table located at the bottom of the page below the Batch information.

Note: Click here to open a .zip file of the Revenue Collection Receipt Import specifications.

See Also

Revenue Collection Batch

Import Process

Revenue Collections Overview

Import Lockbox

Third Party Receivables