1. Advanced Financial Accounting
MODULE #2
Advanced Financial Accounting
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2. Topics to be Covered
Payments
Accounts
Printing Receipts
Refunds

3. Topics (continued) Returned check payment Stand alone payments
Vouchers and Purchase Orders
Resets

4. Payments vs. Accounts

5. When collecting fees, one of the most confusing things is whether to enter it as a payment or put it into an account.
The following slides describe payments and accounts. You will learn when to use each.

6. What is a “Payment”
A “payment” is the term used for funds collected after a transaction has been completed by a different processor, unit, or office.
For example: collecting funds for the Traffic Accident Section (SR)

7. How to Create a Stand-Alone Payment

8. Step 1: Enter “dot.mv.fin.pmt” and press “Control”

9. Step 2: On the screen that appears, press F4 to access “Identify Customer”, screen

10. Step 3: Enter the “ID Key Type,” the customer identifier (SS number, DID, customer number or name)and press “Control”

11. Step 4: The customer information will appear

12. Step 5: Once you press “control” you will be returned to the payment management screen. You’ll notice that the CID is filled in for you

13. Step 6: Enter “2” into the Action area of the screen and press the Control key

14. Step 7: If you do not know the code to use select “F6” to help you

15. Step 8: Use F8 to access additional codes

16. Step 9: After you have found the appropriate code, enter a slash “ / ” to select it and press the control key

17. Step 10: The “new payment” screen will appear
Step 10: The “new payment” screen will appear. Enter the amount you collected and press enter to accept the payment

18. Step 11: Enter the payment amount and press “control”

19. Step 12: Enter the payment amount and press “enter” to accept the payment

20. How to View a Payment
Purpose: to verify fee allocations for registration, title and renewal applications

21. To view a payment follow steps 1 through 5 above
To view a payment follow steps 1 through 5 above. Once you get to the “payment management” screen, select “1” in Action field and press F6

22. The “select payment” screen will appear

23. On the “select payment” screen, enter a slash “ / “ to select the payment you wish to view and press enter

24. The “view payment” screen will appear

25. Accounts
Accounts are created when the transaction you are processing needs to be completed at a later time, for a different processor, or for a different unit. You will put money into an account so it can be drawn out when the transaction is finally able to be completed. For example, you would create an account when a customer purchases a collector plate for a vehicle they currently own.

26. To create an account for a customer when there is no title or registration product being worked on, go to the Work Flow Envelope Tasks window

27. Choose the task category CAC (Create An Account)

28. The “customer search” screen will appear

29. Type in customer name or personal identifier and press the “search” button

30. Press the “select” button

31. Press the “search” button and the “account payment” dialogue box will appear. It displays any existing accounts. For a new account, press the “cancel” button

32. The “New Account Details” dialogue box will display
The “New Account Details” dialogue box will display. Press “OK” Type in descriptor for the account (either Vin # or Customer ID)

33. The “Deposit to Account” screen will appear

34. Enter the payment type and the amount to be added to the account and press the “add” button. Then press “save” and “close” to finish the transaction

35. The account number will appear on the completed envelope line
The account number will appear on the completed envelope line. Record this number on the applicable documents. (Notice that the task name changes from “CAC” to “DAC.” This also appears when processing multiple transactions in the same envelope and can be confusing.)

36. Fee Screen & Printing a Receipt

37. Once a payment has been completed, you can access the Payment Details window either through the View menu item on the Work Flow Envelope Tasks window or through the Payment Details

38. To access this window through the Work Flow Envelope Tasks window, you will need to select the “payment” button on the toolbar.

39. From the “Payment” screen select and press “Payment Details”

40. The “Payment Details” window has one push button: Print Receipt
The “Payment Details” window has one push button: Print Receipt. Select this if you need to print a receipt for a customer. (Driving receipts need the box checked; fee receipts do not.)

41. Issuing Refunds

42. If the customer overpaid, and there are no other transactions, you can send a refund from the Payment window

43. Step 1: Enter the payment as usual
Step 1: Enter the payment as usual. Key the full amount of the check in the “amount” box on the payment window. Tab to the “method” box and select the type of payment (check) from the list. Select “add”

44. Step 2: After you select “add” and the system sees that there is money left over, “account” and “refund” options activate

45. Step 3: Select “Refund or Account Customer”

46. How to Accept Payment for Returned Checks

47. Log into CICS and open Session B. Enter “dot. mv. ina. bps
Log into CICS and open Session B. Enter “dot.mv.ina.bps.clr” on the select option line.

48. Identify customer by name/DOB or enter SSN or DID number hit <CTRL>

49. Verify that you have the correct customer. Then press “control”

50. Returned check Collection Payment (continued)
System will tell you how much to collect for returned check
It must be paid by cash, travelers check, or money order
Enter payment, record payment number and print receipt
Call Revenue Accounting at (608) 266 – 7587

51. Returned check Payment collection (continued)
Ask to have the returned check cleared
You will need to give them the payment number
When you accept the payment a receipt will print
Give the receipt to the customer

52. Vouchers and Purchase Orders

53. Resetting Tasks
A task with a status of Complete or In Progress cannot be deleted, but it may be reset on the same day it was completed.

54. On Envelope When resetting a task from the envelope that you are currently working on, select “reset” under the “task” menu item. (This is for registration only. Central Office must back off a DL task.)

55. On Task Reset List: A. If resetting a task and any customer changes are made, select the “Reset All” button, or…

56. B. If resetting only the task and leaving any customer changes in place, select the “Reset Products” button

57. Carefully follow instructions on “Reset Messages” screen
Carefully follow instructions on “Reset Messages” screen. Not doing so will result in a financial error for you

58. Resets (Continued) Reset Messages:
When resetting a task that is imaged, complete a reset sheet and place it with the processed work
Cross out any payment or image numbers on the application or check

59. Resets (Conclusion)
DAC’s must be reset separately. If you reset two or more tasks, the DAC will remain open, resulting in financial shortage errors.
For multiple transactions (for example, WTT & REN) each task must be reset separately before the DAC. In fact, the DAC cannot be reset first, though it is the first item on the list and is highlighted.

60. Deleting Tasks
A task may be deleted while an envelope remains open. The task must have a status of “In Work” or “Ready to Pay”.

61. This Ends Advanced Financial Training for Field Agents