Here are some of the key words you may see throughout the training documents and videos and their meanings:

PIDN

The Record Number (PIDN) is an Alpha/numeric 20 digit code that uniquely identifies every record created such as a utility account.  It is NOT a customer number.  That is different.


ACCOUNT


The system has the ability to create Customers and the ACCOUNT field holds the customer number.  A customer is created in the customer area and can be assigned onto an unlimited number of records.


LOCATION NUMBER


The system has the ability to create Locations stored in the LOCATION_TABLE and the LOCATION ID (MAP) field holds the location number.  A location is created in the Location area and can be assigned onto an unlimited number of records. 

 

SESSION

All payments and reversals in GovCollect are tagged with a session number such as S_1_YourName.  This uniquely identifies each session.  The session number is stored in the Netid field in the GLTRAN and is used on all balancing reports.  A session number is simply a grouping tool.  It does not have magical powers.  If you take a payment in the wrong session, simply change the session number on that payment to the correct session and it will then appear on the correct balancing reports.


GLTRAN


This is the data table that contains all financial transactions used in financial and balancing reports.  Users must maintain a healthy GLTRAN is they want accurate reports.


TRANCODE

Code issued to uniquely identify each type of calculation performed by the system. A Tran code name must be unique and be created before a charge can be applied to a record.

 

SERVICE

A service is a Tran code that is applied to the services of a record.  A service is any Tran code that you want to occur on a regular basis on a record.  For example, a business license may be a service because it is billed each year.  Conversely, a bad check fee is just a Tran code because it does not occur regularly on a record.

 

CYCLE

A cycle is a grouping tool to tie services together that is billed on a regular basis.  Examples are Month, Quarter and Annual.  You may setup as many cycles as you want per revenue type.  we suggest different cycles by APPLICATION type: License, Utility, etc.

 

STATUS

Two statuses exist in the system.  The record level can have a status such as Active, Inactive, or Vacant.  The service (business license) level also has a status.  Each status must be Active for the business license service to be included in a billing run.

 

LOCK BOX

Lock Box refers to the collection service provided by Banks that will allow customers to pay tax bills at bank branches.  The bank then provides the municipality with a payment file of the transactions.

 

FILE LAYOUT

This refers to any computerized format structure that is applied to a set of data.  It is commonly used when exchanging data between two computer systems.

 

GL

The stands for General Ledger and is used in reference to accounting.

 

NORMAL

Refers to the amount billed solely based upon the rate without any penalty, interest or discount.

 

DISCOUNT

Amount subtracted from the normal amount as an incentive for timely payment.

 

PENALTY

Amount added to the normal amount as penalty for non-payment.

 

INTEREST

Recurring amount added normal amount as a consequence for non-payment.

 

GROSS

The total outstanding when adding together the normal, discount, penalty and interest amounts.

 

BATCH FILE

Group of payments entered through the batch payment process and posted all together at once.  This is not a real-time function.

 

POS

Point of Sale refers to devices (equipment and bar codes that speed up the payment process.  POS tools include barcodes 128 and postnet, scanners, receipt printers and cash drawers.

 

CODE 128 BAR CODE

Font read by special devices for account number barcodes.

 

POSTNET

Font read by special devices for postage savings.

 

EFFECTIVE DATE

In reference to payments, effective date is the day the user is telling the system the payment is to be received.  This is useful when backdating is necessary.

 

BILLING FILE (BF#)

The first step in the Billing process is to create a billing file.  It contains all of the accounts and services that need to be processed during that billing run.

 

CREDIT

A credit refers to a sum of money (liability) that is attached to an account but has not been applied against an outstanding service fee.

 

PAST DUE

A status of past due means that a penalty exists on that account and it has not been paid.

 

SERVICE NUMBER

This number is assigned with a service on an account so the user may add multiple instances of the same service on an account.  For example, Capital Taxes Fines & Fees 1, Capital Taxes Fines & Fees 2.  The number uniquely identifies each Capital Taxes Fines & Fees of the same type on the account.