Summary

The Bill Type Maintenance window is used to build and maintain codes and descriptions to identify different types of bills. Each Bill Type may have multiple Sequences associated with it.

Within each Bill Type various display and updating options are identified. For example; grouping bills for display screens (Parcel ID, Account No, Birth + Owner), overpayment options, partial payment options, GL Updating and Journal Category Code for Charges and Adjustments.

Step by Step

1    Open the Bill Type window (TC> Maintenance> Bill Type).

• The Bill Type window displays all of the bill types that have been set up in the database.
• Select a Bill Type and click DELETE to delete the selected Bill Type.
  • Bill Types associated with existing bill records cannot be deleted.
• Select an Bill Type and click EDIT to open and edit the selected Bill Type.
• Click the Create Bill Type button to open the Bill Type Maintenance window and create a new Bill Type.

2    Create a Bill Type.

• The Code field is used to enter the code for the Bill Type, such as 3 for MUNICIPAL TAX.
• The Description field is used to enter a description for the Bill Type code, such as MUNICIPAL TAX for 3.
• The Type field is used to select the type for the bills associated with this Bill Type.
  • The Bill Header screen will display different informational fields based upon the Type that is selected. For example; if Property Bill is selected, the Property Class Code and Roll Section will display. If Vehicle Bill is selected, the registration number, make, and model will display.
• The Sub Type field is used to select the sub type for the bills associated with the Bill Type.
  • Select Personal Property, Tax Roll (Municipal), Tax Roll (School), Tax Roll (Municipal and School), Installment Agreement, or Motor Vehicle. Once the sub type is selected, the bill type will be updated to the Collection Profile Parameters Bill Type screen.
• The Group Bills By field is used to select a grouping for this Bill Type.
  • This is used for Delinquent/Credit Warnings, Account History and Account Summary displays, Account Statements, and for Delinquent Notices where multiple bills are printed on one notice.
  • Parcel ID - Bills will be grouped by District and Parcel ID.
  • Account No - Bills will be grouped by account number.
  • Birth + Owner - Bills will be grouped by Birthdate1 and Owner Name. This grouping is used for Motor Vehicle Bills.
• The Overpayment field is used to select the Overpayment Application Method.
  • None - Overpayments will not be allowed for Sequences within this Bill Type.
  • Installment - Overpayments will be applied to the last installment being paid and will be applied to the Overpayment Purpose Code that is defined in the Collection Profile Parameters Payment screen option Overpay Purpose Code. Note: In order to update the General Ledger, the Receipt Type must be set up for this Purpose Code with the Year/Sequence identified.
  • Purpose - Overpayments will be applied to one of the existing Purpose Codes on the bill. During Receipt processing, you will be prompted for the Purpose to apply the Overpayment to.
  • Note: On the Year/Sequence Maintenance window, an Inc Overpay Dist toggle is available on the Rate tab for Sequences that are associated with a Bill Type that has Overpayment=Purpose. The Inc Overpay Dist toggle provides the ability to specify which Purposes are to be included in overpayment distribution in the Cash Receipts module. Overpayments are automatically split evenly between the Purposes that have the Inc Overpay Dist toggle checked for the Year/Sequence when they exist on the bill being paid.
• The Auto Bill No field is used to set up how the system assigns bill numbers.
  • None - The system will auto assign the next bill number for the year and sequence, however this number may be modified to a different unique bill number within the Year and Sequence. When assigning new bill numbers the system will use the Last Bill # on the Year/Sequence and increment by one. If the Last No + 1 is already assigned to a bill number within the year and sequence, the system will assign the bill number using the highest existing bill number within the year and sequence and increment by one. Once the bill number has been assigned, the system will update the Last Bill # on the Year/Sequence with the newly assigned bill number.
  • Year/Seq - The system will auto assign the next bill number for the year and sequence and will not allow the number to be modified. When assigning new bill numbers the system will use the Last Bill # on the Year/Sequence and increment by one. If the Last No + 1 is already assigned to a bill within the year and sequence, the system will assign the bill number using the highest existing bill number within the year and sequence and increment by one. Once the bill number has been assigned, the system will update the Last Bill # on the Year/Sequence with the newly assigned bill number.
  • Bill Type - The system will auto assign the next bill number and will not allow the number to be modified. Bill numbers will be incremented by 1 within the bill type. When assigning the bill number, the system will use the Last No field on the Bill Type setup and increment by one. If the Last No + 1 is already assigned to a bill number for this bill type, the system will assign the bill number using the highest existing bill number within the bill type and increment by one. Once the bill number has been assigned, the system will update the Last No on the bill type with the newly assigned bill number.
• The Last No field is only available when Auto Bill No. is set to Bill Type.
  • This optional field allows a number to be entered (up to 7 digits) to be considered the last bill number created for this bill type. This field will be most useful at the time of initial setup. With each bill that is created in this bill type, the bill number field in the Bill File module will use this number and increment it by one. The Last No field will also be incremented.
• The Acct Hist Total field has not yet been implemented.
• Check the Allow IA toggle to allow Installment Agreements for the bill type.
  • This prompt will only display if licensed for Installment Agreements and Bill Types is anything other than a "Tax Roll" bill type of Installment Agreement bill type. When licensed for Installment Agreements, Installment Agreements are always allowed for "Tax Roll" bill types.
• Check the Update GL for Charges/Adj's toggle to update the GL for charges and adjustments created for this Bill Type.
  • This option works in conjunction with the Collection Profile Parameter Charge/Payment screen update GL flags and with the Adjustment Types Update GL flag.
  • A General Ledger Journal Entry can only be created for Charge Transaction(s) if the Collection Profile Parameter Charges/Payment screen Original Charge Code option Update GL is set to Yes, and the associated Bill Type has a check in the Update GL for Charges/Adj’s checkbox.
  • A General Ledger Journal Entry can only be created for Adjustment Transaction(s) if the associated Bill Type has a check in the Update GL for Charges/Adj’s checkbox and the Adjustment Type Code selected has a check in the Update GL checkbox, and if the Purpose is identified as a Fee Taxing Basis on the Year/Sequence Rate screen, the Update GL on Add of Fee must also be checked.
  • Miscellaneous Billing: To post invoices from the Miscellaneous Billing Invoice File and Create Recurring Invoices modules to the General Ledger, setup a Bill Type with: Type=Other Bill, Sub Type=Miscellaneous Billing, Update GL for Charges/Adj’s=Yes, enter a JE Category Code for Miscellaneous Billing GL journal entries, and ensure the option Trans Type ORIGINAL CHARGE has Update GL=Yes in the Collection Profile-Parameters-Charge/Payment screen. When Update GL for Charges/Adj’s=No for the Miscellaneous Bill Type or the option Trans Type ORIGINAL CHARGE has Update GL=No in the Collection Profile-Parameters-Charge/Payment screen, invoices are not posted to the General Ledger.
• The Ledger Sort field is used to sort by Installment, then Due date, then Trans Date in either Ascending or Descending order.
  • Ascending - The ledger display will default "Sort By" to Ascending when access a bill with this bill type.
  • Descending - the ledger display will default "Sort By" to Descending when access a bill with this bill type.

3    Select the Payment Options.

• Check the Allow Partial Payment toggle if partial payments are allowed for this Bill Type.
  • Note: This option works in conjunction with the Sequence option Allow Partial Payment. The system will only allow a Partial Payment to a bill if the bill is in a sequence that has the sequence option Allow Partial Payment toggle checked. In order for the sequence Allow Partial Payment toggle to be checked, the Bill Type to which the sequence is associated must have the Allow Partial Payment toggle checked.
• Check the Accept Payments on Interest Penalty Purposes without Payment on Principal toggle if payments to Interest/Penalty Purposes are allowed without payment to Principal.
  • Interest/Penalty Purposes are Purpose Codes identified on the Year/Sequence Rate screen as a taxing basis of Online Interest/Penalty. Principal Purpose Codes are Purpose Codes identified on the Year/Sequence Rate screen as one of the following taxing basis; county, municipal, school, or other taxable.
• Check the Pay Interest/Penalty on all Installments before Principal toggle if payments for this Bill Type should be applied to the entire bill’s Interest/Penalty Purposes first when multiple payment numbers exist. Any remaining money is then applied by payment number based upon the Purpose Code Payment Priorities set up on the Year/Sequence Rate screen. If unchecked, payments are applied by payment number and by payment priority within payment number, beginning with the first payment number. This toggle is most often left unchecked.
• Check the Allow Partial pay on Interest/Penalty toggle if partial payment to Interest/Penalty is allowed for this Bill Type. Interest/Penalty Purposes are Purpose Codes identified on the Year/Sequence Rate screen as a taxing basis of Online Interest/Penalty.
• Check the Allow Full Payment Interest/Penalty toggle if a different Interest/Penalty table exists for full payments. If checked, the system will use the full payment due date set up for the Year/Sequence to calculate Penalty. This toggle is most often left unchecked.
• Click the Save button to save the new Bill Type.