Overview

This article provides the required steps to perform a Back-Room Processing in GoMembers 4Gov. This procedure is helpful for support agents and administrators when performing Payment Processing under the Cash Receipts module in 4Gov. 

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Information

The Utility Receipts Quick Entry option under Back-Room Processing option, like its name suggests, allows for quick entry of batched utility billing receipts while Motor Vehicle Quick Entry allows for quick entry of batched vehicle license receipts that are usually received via mail. These functions are particularly useful for payments that come in the mail or in a dropbox. Quick entry batches can be entered from any workstation, not just at workstations with a cash drawer.

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Process

Utility Receipts

1. To start with Payment Processing, select the Collections > Cash Receipts > Utility Rcpts Quick Entry from under Back-Room Processing in GoMembers 4Gov.

2. Enter the appropriate code for the type of batch being entered; This controls how the
   amount to be paid is automatically loaded into the entry screen based on the invoice lookup.

   • G = Gross Amounts
   • N = Net Amounts
   • O = Other

3. Enter the below details:

   • Date

   • Bank

   • Deposit amount (the user will have calculated the amount of the batch beforehand and then enters it here)

   • Check Number entry option (Y to force check number to be entered, or N if not).

4. Click Submit to start the batch.

5. On the next screen, enter the details of the payment (or scan the receipt) and click Submit to continue. The table below describes the different options available: 

   Field	Description
   Account	Enter the account number against which to apply the receipt.
   Amount Paid	Enter the amount paid
   Check No.	If the Check Number Entry option is set to Yes when the batch is started, this field will be required. If the option is set to No, this field will not be available.

   1. Once submitted, the screen automatically retrieves the amount due and adds this transaction to the top of the list.
   2. The user has an option whether to allow entry of the check number or not. In this manner, a  stack of mailed billing payments may be scanned rapidly, with many fewer keystrokes for the user.

6. The Previous Items box appears, and it displays the previous last items entered on the batch. The below table describes the options available in the Commands menu from the Back-Room Processing window. Click Submit when you are done.

   Field	Description
   Edit Acct/Check Bal	It verifies the account balance for the invoice number entered.
   Delete Previous Item	This option deletes the top item on the Previous Items list.

7. After these back-room payments have been entered, they populate a CR input batch for workstation 9900. These payments will be released and updated like any manually entered CR batch, and then the receipts will post into either the Utilities or Vehicle Licensing systems. Here’s how the new batch appears in the Review Batches and Enter Corrections display:
   
8. Using the View Receipts in Batch function, the user may see all quick entry transaction details.
   

Motor Vehicle

1. To start with Payment Processing, select the Collections > Cash Receipts > Motor Vehicle Quick Entry from under Back-Room Processing in GoMembers 4Gov.

2. Enter the appropriate code for the type of batch being entered:

   • I  =  Invoice Amounts
   • L =  Late Amounts
   • O = Other

3. Enter the Date and Bank and click Submit to start the batch.

4. On the next screen, enter the details of the payment and click Submit to continue. The table below describes the different options available: 

   Field	Description
   Invoice	Enter or scan the invoice number for the receipt to be applied.
   Amount Paid	If the Payment Amount Type selected is Other, this field is used to enter the amount paid. This field is not available in the Payment Amount Type option when the batch is started as either Invoice or Late.
   Check No.	If the Check Number Entry option is set to Yes when the batch is started, this field will be required. If the option is set to No, this field will not be available.
   Amount Paid Total	This is a system-maintained field that displays the tally of all receipts entered.

5. The Previous Items box appears, and it displays the previous last items entered on the batch. The below table describes the options available in the Commands menu from the Back-Room Processing window. Click Submit when you are done.

   Field	Description
   Edit Acct/Check Bal	It verifies the account balance for the invoice number entered.
   Delete Previous Item	This option deletes the top item on the Previous Items list.

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Summary

The Back-Room Processing feature in GoMembers 4Gov simplifies the entry of batched receipts for utility and motor vehicle payments, enhancing efficiency for mailed or dropbox payments.

FAQ

1. What is Back-Room Processing in GoMembers 4Gov?
   It is a feature for quick entry of batched utility billing and vehicle license receipts.

2. Can Back-Room Processing be done from any workstation?
   Yes, it can be done from any workstation, not just those with a cash drawer.

3. How are the batch types defined for Utility Receipts?
   G = Gross Amounts, N = Net Amounts, O = Other.