Cashiering Overview

Modified on Fri, 23 Feb 2024 at 03:45 PM

TABLE OF CONTENTS

Overview

Cashiering helps larger municipal markets with complex accounts receivable processes. 

Note: Cashiering is available if you use Permits and/or Enforcement.

Cashiering provides 4 sections:

  • Transaction Management (Permits only)
  • Drawer Setup (Permits and/or Enforcement)
  • Open New Drawer (Permits and/or Enforcement)
  • Drawer Summary (Permits and/or Enforcement)

Benefits of Implementation

Cashiering supports your organization when it:

  • Offers multiple dedicated points of sale, including stations, windows, buildings and/or staff.
  • Needs to separate mail-in / lockbox payments from in-person payments.
  • Provides reporting and realization timelines from tax and court intercept programs that differ from typical accounts payable scenarios.
  • Needs to separate deposit accounts based on multiple sources of accounts receivables.

The Details

Note: Cashiering can be used for tracking but for not processing payments.

Cashiering captures the following Enforcement transaction types:

  • single citation payments, including full and partial payments
  • bulk citation payments
  • batch payments
  • short payments
  • overpayments
  • balance transfers
  • payment plan payments
  • reversals

Each Enforcement transaction is assigned a unique Cashiering Transaction ID

  • This Transaction ID displays on the Citation Details page in the Payments card and is linked to the corresponding Drawer Session Report
  • The Transaction ID does not display on the Batch Entry page, Payment Plan page, or within the Batch Payment Report

Enforcement reversals are captured, while payment refunds are NOT captured in the Cashiering bundle. View this article to learn more about Citation Refunds and Citation Reversals. 

  • Once a payment has been reversed, it will be deleted from the Payments card on the Citation Details page.
  • Cashiering will display a reversal as a negative transaction in the corresponding Drawer Session Report. 
  • A positive Enforcement transaction may also be reversed from the Drawer Session Report. 
  • Note: Both a positive and a negative transaction for the same reversed Enforcement payment may be displayed in different Sessions, since moving each one of them independently is allowed in Cashiering.
    • The “Move” operation allowed within the drawer session allows a user to move a transaction from one drawer session to another, as long as neither drawer session has been closed.

Overpayment transfers are captured in Cashiering as two transactions, one positive and one negative.

  • The original record of overpayment will be captured as a positive transaction.
  • When the balance is transferred, a positive and a negative transaction are created to correctly reflect the movement of funds in the Drawer Session Report.
  • Example: An offender owes $50 for Citation A. The offender pays $120, which calculates to a $70 overpayment balance. This $120 would be captured as a positive transaction in Cashiering. 
  • The offender owes $100 for Citation B. $70 would transferred from Citation A to Citation B and applied as a partial payment to Citation B. Since the operator did not receive a new payment, the $70 transfer would be captured as +$70 (for the payment) and -$70 (for the transfer) transactions, the sum of which is $0.

Scenario

Citation

Amount Owed

Amount Paid

Account Balance

Citation A

$50

$120

$70

Citation B

$100

*$70 transferred from Account Balance

  • Note: This amount would be recorded as -($70) because it has been transferred (removed) from the positive Account Balance

$30

Citation B

$30

$30

$0


Enforcement transactions can be edited from the actions menu in the Drawer Session report.

  • Note: Only the Payment Method and Reference Number may be edited.

When moving Cashiering Enforcement transactions, the same rules apply to both Permits and Enforcement transactions. For more information, please refer to the Drawer Session Report section of this page.

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