CENTRAL COLLECTIONS SYSTEM SPECIFICATIONS

The system provides one screen for collection of either one or a combination of the following: Utility Bills, Utility Deposits, Utility Connection Fees, Tax Bills, Privilege License and Miscellaneous Receipts (Other general revenue type receipts).

This system can be optionally interfaced with the General Ledger System and if interfaced will automatically create Cash Receipt journal with distribution to proper accounts.

System has the ability to handle Central Depository Accounting and will automatically post the proper Due to/Due from Accounts.

Allows the user to maintain the System Control File with the following information: Name of Municipality for printing on receipt and reports; General Ledger Summary Flag - Flag to allow transactions to be summarized by General Ledger Account and posted with only totals to the accounts. Transactions print in detail for the postings; Cash Summary Flag - Flag to allow transactions to be summarized for the General Ledger Cash Account and posted with only totals; Transactions print in detail for the postings; Operator Access Flag - Flag to allow operator to stay in the payment posting screen when posting the next customer or returns to require the operator code be entered after each payment posting;  System General Ledger Account settings (Default) for: Over Account- Account to Credit if Cash is Over; Short Account- Account to Debit if Cash is Short; Cash Account- Account to be posted by Over or Short amount Due To Account- Account to be posted by Over or Short amount and Due From Account- Account to be posted by Over or Short amount.

Allows the user to build and maintain an Operator Control File for operator security, which includes the following:  Operator Code, Operator Name, Cash Drawer Number and Mail Payment Code (for posting of mail in payments - allows operator to stay in the payment posting screen rather than returning to operator code after each payment posting).

Allows the user to maintain the following Operator General Ledger Control Accounts: Over Account- Account to Credit if Cash is over; Short Account- Account to Debit if Cash is Short; Cash Account- Account to be posted by Over or Short amount; Due To Account- Account to be posted by Over or Short amount and Due From Account- Account to be posted by Over or Short amount.

Operator Ledger Control Account values are defaulted from the System Control File settings but can be changed.

Allows the user to build and maintain a Miscellaneous Revenue file which can be used to post Miscellaneous Revenue and includes the following: Revenue Code, Description of the Revenue, Charge Amount - Revenue charge amount for this code, can be over ridden by the operator, Revenue General Ledger Account Number, Due To General Ledger Number, Due From General Ledger Number, Discount code - Allows revenue item to receive a discount and Discount Account - Account to be posted if discount is given.

Provides the ability to post payments from more than one terminal at the same time. (ie Posting of mail payments from one terminal while receiving counter payments on another terminal.

When a payment is made to either a Utility Account, or a Tax Account, the payment amount is shown on account immediately upon completion of posting of the payments.

System will automatically assign unique Receipt Number for each receipt that is posted.

Ability to have multiple cash drawers attached to a single workstation that automatically open based on operator code and when transaction is complete.

The system provides password security to provide access to the Central Collections System with totals reported by operator.

PAYMENT POSTING

Utility Collections has the ability to post payment for: Payment of a bill or Bills, New Customer Deposit, Current Customer Deposit and Connection Fees.

The system allows payment receipts to be entered by reading the barcode printed on the customer bill.

System has the ability to search Customer file to find Customer account to post based on lookup by:  Name/Alpha, Route/Sequence Number and Service Address.

Once the Account is located the system will display: Account Number, Account Name, Account Balance, "Cash Only" if account is flagged as a "Cash Only Customer",  Current Bill Amount, Past Due Bill Amount and Total Owed.

Payment screen will display EPP ACCOUNT and the amount due if Customer is on Budget Payment Plan.

The system has the ability to handle customer overpayments and post to the General Ledger as a Liability rather than a revenue.

The system distributes the customer payments received based on a user defined payment schedule.  The operator can override the payment distribution if required.

Tax Collections:

The system allows payment receipts to be entered by reading the barcode printed on the customer bill.

Ability to search Customer file to find Customer account to post based on lookup by Name/Alpha.

Ability to select a specific bill to be paid by entering tax year and bill number.

If operator does not have bill information, operator can inquire and all bills for the account will display showing: Account Number,  Account Name, Year for Bill, Bill Number, Parcel Number and Amount Due.

Once the operator locates a bill to be paid the following for the bill displays:  Account Name,  Year for Bill, Bill Number and Balance Due.

The system has the ability to pay bill in full or make a partial payment.

Privileged License Receipts:

The system has the ability to search the Customer file to find the Customer account to post based on lookup by: Account Number,  License Number, Name/Alpha,  DBA Name and  Service Address.

Once an operator locates a bill to be paid the following for the bill displays: Account Number, Account Name, License Number, Account Central Collection Total, Account Balance, Bill Year, Fee Amount, Late List Charge, Interest Charge and Total Bill Amount.

The system has the ability to pay a bill in full or make a partial payment.

The system has the ability to select and pay from a list of multiple bills if owed by the customer.

Miscellaneous Receipt Collections:

Operator entered information for payments includes: Payer's Name and Address, Collection Code (General Ledger Description displays once operator enters code), Additional Description Comment (optional), General Ledger Reference Code (optional), Amount of Charge (displays automatically if included in the Miscellaneous Revenue Code file) and  General Ledger Number (displays automatically from Miscellaneous Revenue Code file.)

The system has the ability to do an alpha search for a Miscellaneous Revenue Code without leaving the payment-posting screen.

The operator is allowed to type an additional description for Revenue received.

The operator has the ability to override the charge for a flat rate Revenue.

The operator can override the General Ledger Revenue Account Number.

The system has the ability to post multiple miscellaneous revenue types for a customer and print only one receipt.

Posting of Check/Cash Tendered:

The system will display a total of all bills being paid and Miscellaneous receipts posted.

After entering payments to an account, the operator can make changes to the information entered before entering the check/cash amount being tendered.

Payment can be made either by check or cash or a combination of both.

The following is entered when posting check or cash amounts for the accounts being paid:  Name of Payer's Name, Check Number, Check Amount and Cash Amount.

The system will automatically calculate and display change due to the customer.

The system has the ability to make changes to the tendered amounts prior to ending the transaction.

The operator can select to print the receipt or not to print the receipt.

Receipt contains the following information: Name of Municipality, Date, Time, Receipt Number, Operator Code, Name of Person making payment, Code for Type of bill being paid ie Utility, Tax, Privilege License, Miscellaneous Receipt, Account Number, Account Name, Description of payment, Payment Amount, Total of all items being paid, Check Number, Check Amount and Cash Amount.
                                               
Reports:

The system has the capability for individual cashiers to close out at any time during the day.

Payment receipts are posted and controlled by Operator Access Code with Central Collection Receipts Register printing for each Operator Access Code.

The Central Collections Receipts Register includes: Operator Code, Date, Time, Details of each transaction payment, Number of Checks received, Total Amount of Checks received, Total Amount of Cash Received, Total Change Returned, Net Cash to Drawer, Total Net to Drawer, Total Utility Bill Payments, Total Tax Bill Payments, Total Privilege License Bill Payments,  Miscellaneous Revenue by Code Type and Total Miscellaneous Revenue Received.

If Operator elects not to update to the General Ledger after printing Collection Receipts Register, the operator can make changes to any transaction posted and re-run the Collection Receipt Register.

If Operator elects to update to the General Ledger after printing Collection Receipts Register, transactions will automatically updated the General Ledger System, Customer Accounts are updated and the following reports print:

A check listing of all checks received shows: Customer Name, Receipt Number, Check Number, Check Amount and Total Checks.

The Utility Update Listing of Utility Accounts updated shows: Account Number, Account Name, Transaction Number, Description of amount paid, Transaction Date, Transaction Type and Amount Paid.

The Tax Update Listing of Tax Accounts updated shows:  Account Number, Account Name, Year of Bill Paid, Bill Number, Amount Paid and Discount taken.

The Privilege License Update Listing of Accounts updated  shows: Account Number, License Number, Bill Year, Account Name, License Fee, Late List Fee, Interest Charges and  Total Paid.

The Central Collections General Ledger Distribution Report shows: General Ledger Account Number, Account Description, Operator Access Code, Fiscal Month to which Transaction will post, Date Transaction Posted,  Amount of Transaction and Total of all Transactions by General Ledger Account.

The system has a report that shows by operator the number of transaction that have not been cleared from the operator's daily work file.

The monthly receipts register shows details of all receipts posted for the month.