Batch Payment processing is normally used when you have a large stack of mailed in payments to process and you want to enter them quickly.  A batch payment is not posted in real time.  You enter all the payments inside a batch and when complete, you POST the entire batch at which time the payments are applied to the account.  A batch payment does not have the ability to Multi Mark multiple accounts and pay with one check.  That method must be done through normal payment entry.


How to take a Batch Payment


1. Please refer to your navigation tree on the left hand side of GovCollect and locate "Payments." Under payments scroll down and click "Batch" such as the picture below:



2. Once you click "Batch" you will have to log back in and a browse window will appear that looks like the picture below.  You are logging back in in case you which to create a new session number just for this batch.  You are not required to create a new session number.  If you do not change anything, the payments will appear in the same session on your end of day balancing.


3. To take a batch payment click "Start New Batch."  Once you click "Start New Batch" a browse window will appear like the picture below:



4. In this window you will need to select the type of batch. You can enter a description and an effective date to stamp on entries if desired.  Then click continue. Once you hit "continue" the payment entry browse window will appear like the picture below.  Notice that each batch is named BH#.  The number increases with each new batch.




5. To search for an account just scan or enter the PIDN into the PIDN field and the rest of the information will be filled out for you. If you do not know the account number you can use the SEARCH FOR option.

6. Once you have filled in the payment amount, check number, effective date of payment, Click "Add" and the payment will appear at the top. You can do this for however many payments you want to process.


7. At the bottom you can see "Transactions to post." This is where you can prioritize partial payments. For example if this account only wanted to pay $0.49 to his house (real property tax) or $8.17 to his car (delinquent property tax), that is possible.  You would highlight the desired line item and click POST TO SELECTED ONLY.


8. After your payments are entered, click ADD UP BATCH for a total.  You can edit any line that needs to be corrected in your batch.  When done, click the CLOSE button at the top of the screen.


9. You can edit an unposted batch at any time by clicking the EDIT button.  If you are ready to post a batch click the "Post a Batch" button. 




9. When you click "Post a Batch" you may get asked the question you see in the picture below:


The system is smart and can recalculate an account while posting to it in a batch.  The two most common times that you want to use the EFFECTIVE DATE on the line item in your batch and recalculate a charge is to back date and put a discount back in effect or to back date and remove penalty and interest.


Pay attention to these hints below for clicking YES or NO.

**NOTE: For PENALTIES: 

-If you want to leave a penalty on an account click "YES"

-If you want to remove a penalty on an account click "NO"

             For DISCOUNTS

-If you want to leave a discount click "NO"

-If you want to remove a discount click "YES"


10. Once you click whether you want to suppress recalculation, you will be taken to the GovCollect product folder to choose the batch you want to post.




11. Once you click the batch to post you can double click or click "open" GovCollect will display a progress bar as it is posting and then open the last browse window confirming the batch has been posted. Refer to the picture below:



Now the payments have been posted to the accounts and you will see the payments on your session balancing reports.


For other batch reports click the PRINT BATCH REPORT button and follow the instructions in the article for Printing a Batch Report.